Who is responsible
Emilecon is a trading name of Emilecon Management Services Ltd, a company registered in England and Wales under company number 17448800, with its registered office at 128 City Road, London EC1V 2NX. The company is the data controller for the information described here.
For anything about this notice, email hello@emilecon.com or telephone +44 7300 385 444.
What is collected, and when
- When you use the enquiry form: your name, the agency or company you give, your email address, your telephone number if you provide one, the property postcode, the service you select, the date you would like the visit, and anything you write in the message box.
- When Emilecon works on a property: the address, access arrangements, meter readings, photographs of the property and its condition, and the names of the parties to the tenancy where they appear on the instruction.
- When you request a sample report: your name, your email address, the agency or company if you give one, which report you asked for, and whether you ticked the box asking for occasional emails.
- When you telephone or email: whatever you choose to share, and a record of the correspondence.
You do not have to provide any of this. Without contact details, though, an enquiry cannot be answered, and without access and property details the work cannot be carried out.
Cookies and tracking
This website sets no cookies of its own, runs no analytics, uses no advertising or tracking pixels, and stores nothing on your device. The fonts and images are served from this site, not from a third party. That is why there is no cookie banner: there is nothing to consent to.
The one exception is the example tour on the 3D tours page. It is hosted by Kuula, and it does not load until you press the button to open it. Once you do, your browser connects to Kuula, which may set cookies, use similar technologies including analytics, and receive technical information such as your IP address, under Kuula's own privacy policy. If you never press the button, nothing is loaded from Kuula. The page also links to the tour on Kuula's own site, which works the same way.
Why it is used, and on what legal basis
- To answer your enquiry and give you a price. Legal basis: steps taken at your request before entering a contract, or where you enquire on behalf of an agency or company, legitimate interests in responding to a business enquiry.
- To carry out the work and produce the report. Legal basis: performance of the contract.
- To keep records of work done, in case a report is later challenged. Legal basis: legitimate interests, namely being able to stand behind a document that may be tested in a deposit dispute years later.
- To show examples of Emilecon's work, such as the sample report on this website, and for training and quality checks. Before any report or photograph is used in this way, everything that could identify a person or the property is removed: names, signatures, contact details, the address and postcode, people, personal documents and belongings, keys, meters, the outside of the building and views from the windows. What is left is no longer personal information. Legal basis for the anonymising: legitimate interests, namely showing prospective clients the standard of the work without exposing anybody. You can object at any time by emailing hello@emilecon.com: material from your property will then not be used in anything new, and will be taken off Emilecon's website and social media within 14 days.
- To meet legal and accounting obligations. Legal basis: legal obligation.
- To send you the sample reports you asked for, and to answer questions about them. Legal basis: steps taken at your request, and legitimate interests in answering an enquiry made of the business.
Occasional emails are sent only to people who have asked for them. The box on the sample report form is unticked by default, and leaving it unticked makes no difference to receiving the reports. Where it is ticked, the legal basis is consent, the record of that consent is kept with the request, and every email carries a one click unsubscribe. Emilecon does not buy, sell or rent contact details, and does not pass them to anybody for their own marketing. No decision about you is made by automated means, and no profile of you is built.
Who else sees it
- Netlify, Inc., which hosts this website and receives the enquiry form. Netlify is in the United States and is certified under the UK Extension to the EU-U.S. Data Privacy Framework, which UK law recognises as providing adequate protection.
- Akismet, operated by Automattic Inc. in the United States, which Netlify uses to filter spam from form submissions.
- Zoho, which provides Emilecon's email and its invoicing (Zoho Invoice) from its European Union data centre, so the names, email addresses and billing details of clients are held there. The UK recognises the European Union as providing adequate protection.
- Kuula Inc., which hosts the 3D tours Emilecon makes for clients, and is based in the United States. A tour shows the inside of a property, and anybody the Client shares the link with can view it. Tours are captured so that they show no people, and anything identifying a person, such as documents, family photographs or vehicle registrations, is removed or blurred. Emilecon does not place personal information on Kuula unless the transfer is covered by safeguards approved under UK data protection law.
- Other software and IT providers that help run the business, such as report writing, file storage and accounting software. They act only on Emilecon's instructions, under contract, and may not use the information for their own purposes.
- The party who instructed the work, and where a report is disputed, the relevant tenancy deposit scheme and its adjudicator, or a court.
- Professional advisers, insurers and HMRC, where there is a legal or contractual reason.
Your information is never sold, and never passed to anybody for their own marketing.
How it is protected
The site is served only over an encrypted connection, form submissions travel encrypted, and access to enquiries, reports and photographs is restricted to the people who need it to do the work.
How long it is kept
Enquiries that do not become work are deleted within twelve months. Reports, photographs and the records behind them are kept for six years from the end of the tenancy or the engagement, because that is the period in which a claim can be brought and the document may need to be produced. Accounting records are kept for six years as required by HMRC.
Your rights
Under UK data protection law you can ask for a copy of the information held about you, ask for it to be corrected, ask for it to be deleted, object to it being used, ask for its use to be restricted, and ask for it in a portable form. Email hello@emilecon.com and you will have a reply within one month.
Some of these rights are limited where the information forms part of a report that may be needed as evidence. If that applies to your request, you will be told why.
Complaints
If you are unhappy with how your information has been handled, you have the right to complain to Emilecon directly. Email hello@emilecon.com with the word "Complaint" in the subject line, or telephone +44 7300 385 444. Your complaint will be acknowledged within 30 days, looked into without undue delay, and you will be told the outcome.
You also have the right to complain to the Information Commissioner's Office at ico.org.uk, by telephone on 0303 123 1113, or at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Changes to this notice
If the way information is handled changes, this notice will be updated and the date at the top will change with it. The website's terms of use and the terms of business are published separately.