Privacy policy
1. About this policy
This policy explains how Realest uses personal data when you use our mobile app, web app and public booking pages. It applies to people in the UK, the European Union and South Africa.
Realest is a tool for organising property information, appointments and client communications in one place. It is run by i7V Renewables Ltd, a company registered in Scotland under number SC662340, at Blackwood House, Union Grove Lane, Aberdeen, Scotland, AB10 6XU. In this policy, “we”, “us” and “our” mean that company. Our wholly owned subsidiary, Roundr Realtor Ltd, builds and runs the app for us under a contract that requires it to protect your data.
| Contact | Details |
|---|---|
| Privacy questions and requests | privacy@realest.pro |
| ICO registration number | ZA780800 |
| South African Information Officer (POPIA) | Lorena Duguid, privacy@realest.pro |
Our privacy lead is Lorena Duguid, at privacy@realest.pro.
2. Our two roles
We are responsible (the “controller”) for the data of people who use Realest directly. For data that agents and other business users enter about their own clients, the business user is responsible and we handle it on their behalf (as a “processor”).
| Whose data | Examples | Who is responsible |
|---|---|---|
| Our users | Agents, letting agents, property factors and managers, tradespeople, and sellers, occupants and landlords linked to a property | Realest |
| Our users’ clients and contacts | Buyers, tenants, vendors, viewing attendees, people who book or enquire through a booking page, invoice clients | The agent or business using Realest |
| Industry partners in our directory | Solicitors, brokers and other partners | Realest |
If you are a client or contact of a business that uses Realest, that business decides what information about you is recorded and why. Please contact them first about your data. We will help them respond, and if you contact us we will pass your request on to them.
Business users agree to our data processing terms, which set out how we handle their clients’ data: realest.pro/data-processing-terms/.
If you used Roundr
Roundr is now Realest. When Realest launched on 26th October, your account and records moved from Roundr Realtor Ltd to us, and we are now responsible for them. We did this so you can keep using your account and records without interruption, which is in our legitimate interests and yours. If you would rather not continue, you can delete your account at any time (see section 7).
3. What we collect, why, and our lawful basis
We collect what you give us, what the app generates as you use it, and limited technical data. We do not collect your device’s location, read your phone’s contacts or calendar, or use your camera or microphone.
| Data | Why we use it | Lawful basis |
|---|---|---|
| Account details: name, email, password (stored securely hashed), mobile number, role, timezone, profile photo | To create and run your account and sign you in | Contract |
| Business profile: job title, agency, contact details on your business card and booking pages | To show your details where you choose to publish them | Contract |
| Work records you enter: properties, appointments, contacts, leads, notes, reminders, work orders, invoices, trip logbook entries and vehicle details | To provide the features you use | Contract (for your clients’ data, we act for you; see section 2) |
| Photos you upload | To show them on listings, profiles, work orders and brochures | Contract |
| Addresses you type into address fields | To look up and confirm the address and estimate travel time between appointments | Contract |
| Subscription details: plan, status, renewal date (payments are handled by Apple or Google) | To give you access to paid features | Contract |
| Messages and notifications we send you | To tell you about bookings, reminders and account changes | Contract |
| Support requests: your message, email, app version and device type | To answer you and fix problems | Legitimate interests |
| Security and audit records: which account did what, and when | To keep accounts and data secure and investigate misuse | Legitimate interests |
| Server logs: IP address, device and request details | To run, secure and troubleshoot the service | Legitimate interests |
| App usage analytics: which features are used, linked to an internal ID, never your name, email or what you type. We switch off IP address collection, and our analytics provider stores the data in the EU. | To understand and improve the app | Consent (you can change this in Settings at any time) |
People who book or enquire through a booking page: we record the details you enter (name, email, phone, message and answers to the agent’s questions) on behalf of the agent. We also count bookings for our own statistics using an internal reference, without your name or contact details. We also send booking confirmations and viewing reminders to attendees on the agent’s behalf. Every reminder email includes a one-click link to stop reminders from that agent.
Industry partners: we hold your business name and contact details to list you in our directory, on the basis of our legitimate interests and your agreement to be listed.
We send service emails and messages needed to run your account. We do not send marketing without your consent, and we do not sell personal data or use it for advertising.
4. Who can see your data
Most of what you enter is private to your account. Some things are visible to others because you choose to share or publish them.
- People linked to a property (sellers, occupants, landlords) can see the agent’s name and contact details and upcoming appointment times and locations for that property. Appointment notes are private to the agent. An agent can choose to share a note with the landlord linked to that property, and we email the landlord each time a note is shared with them.
- Tradespeople see the work orders assigned to them.
- Anyone with a link can see what that link publishes: booking and listings pages (property details, photos, agent name, job title and agency), your business card, viewing confirmation pages, and your calendar feed (appointment titles, times, locations and notes). Uploaded photos can be viewed by anyone who has their link. You can switch off or reset these links, and they stop working when you delete your account.
- Your calendar provider (for example Google, Apple or Microsoft) receives your appointments if you subscribe to your Realest calendar feed.
- Our staff can access account data when needed to provide support, keep the service secure, or meet legal obligations. Access is limited to authorised administrators and recorded.
Service providers
Our subsidiary Roundr Realtor Ltd builds and runs Realest for us. We also use these providers. They act on our instructions under contracts that protect your data.
| Provider | What they do | Location |
|---|---|---|
| DigitalOcean | Hosting, database and file storage | UK (London); photos in Germany (Frankfurt) |
| Resend | Sending emails | United States |
| Twilio | Sending text messages | United States |
| OneSignal (with Apple and Google push services) | Push notifications (only once we switch them on) | United States |
| RevenueCat (with Apple App Store and Google Play) | Managing subscriptions | United States |
| Google Maps Platform | Address lookup and travel-time estimates | Global |
| PostHog | App usage analytics, only with your consent | EU |
| OpenStreetMap Foundation | Map images shown in the app (receives your IP address) | United Kingdom |
We may also share data if the law requires it, to protect our rights or users’ safety, or if our business is sold or restructured (in which case this policy will continue to apply).
5. International transfers
Your data is stored mainly in the UK, with photos stored in the EU. Our team accesses data only from the UK. Some providers process data in other countries, including the United States.
- Between the UK and the EU: both recognise each other’s data protection as adequate, so data can move freely between them.
- To the United States and other countries: we use legally recognised safeguards, such as the UK International Data Transfer Agreement or Addendum and the EU Standard Contractual Clauses, or rely on the UK-US data bridge where a provider is certified.
- If you are in South Africa: your data is transferred to the UK, the EU and the United States. We only do this where the recipient is bound by law or contract to protect it to a standard substantially similar to POPIA, as section 72 of POPIA requires.
You can ask us for more detail about the safeguards we use.
6. How long we keep data
We keep data only as long as we need it.
| Data | Kept for |
|---|---|
| Account and profile details | While your account is open. After you delete it, kept deactivated for 30 days so it can be restored, then permanently deleted |
| Your data if your free trial or subscription ends | You keep full access for 7 days after it ends. Your account is then locked, and your data is kept for 30 days, during which you can still sign in to export your data or subscribe. After that it is permanently deleted. We email you before this happens. |
| Work records and your clients’ data | While your account is open, then deleted or returned as set out in our data processing terms within 30 days |
| Subscription and billing records | 7 years, to meet tax and accounting rules |
| Records of when you accepted our terms, and which version | 7 years |
| Support requests | 2 years after the request is closed |
| Security and audit records | 12 months |
| Server logs | 30 days |
| Analytics data | 24 months |
| Database backups | Overwritten within 7 days |
When you delete your account, we deactivate it and switch off your public links, calendar feed and business card straight away. For 30 days you can ask us to restore it at privacy@realest.pro. After that, we permanently delete or anonymise your data within the periods above.
Apple and Google keep their own records of your purchases under their own privacy policies.
7. Your rights
You can ask us to:
- give you a copy of your data
- correct inaccurate data
- delete your data
- restrict or object to how we use it, including use based on our legitimate interests
- transfer data you gave us to you or another provider in a reusable format
- withdraw consent at any time (for analytics, in Settings), without affecting earlier use
You can delete your account in the app under Settings, or at realest.pro/request-deletion. For other requests, email privacy@realest.pro. We reply within one month and may ask you to confirm your identity. These rights have some legal limits, which we will explain if they apply.
If you are an agent or other business user, you can email yourself a copy of all your data from the app. Other users can ask us for a copy at privacy@realest.pro.
We do not make decisions about you using only automated processing that have legal or similarly significant effects.
8. Complaints
Please tell us first if you are unhappy with how we have handled your data, at privacy@realest.pro. We will acknowledge your complaint within 30 days and tell you the outcome.
You can also complain to a regulator:
- UK: the Information Commissioner’s Office, ico.org.uk
- EU: the data protection authority in the country where you live or work
- South Africa: the Information Regulator, inforegulator.org.za
9. Security
We protect data with measures including encrypted connections, securely hashed passwords, role-based access controls and access logging. No system is completely secure, and we will tell you and the relevant regulator about a breach where the law requires.
10. Age
Realest is a business tool for adults. You must be 18 or over to create an account.
11. Cookies and similar technologies
Our web app stores sign-in information in your browser so you stay signed in. This is strictly necessary and needs no consent. Our public booking pages do not use cookies. In the mobile app, analytics runs only if you agree.
12. Changes to this policy
We will post any changes here and update the date at the top of this page. If a change significantly affects you, we will tell you in the app or by email before it takes effect.