Privacy Policy

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This policy explains how Green Foot London Limited ("we", "us", "our") collects, uses and protects personal information when you use the Green Foot London client portal app and its web version (together, the "App"). We handle your information lawfully, fairly and transparently in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Data (Use and Access) Act 2025.

1. Who we are

Green Foot London Limited, trading as Green Foot London, is the data controller for the personal information processed through the App.

Registered office: 25 Lancelot Crescent, Wembley, Middlesex, HA0 2AU. Company number: 08442166 (registered in England and Wales). ICO registration number: ZC295546.

Contact for privacy matters: info@greenfootlondon.co.uk. Telephone: 020 8168 1700.

This policy covers Green Foot London Limited only. Our associated company in the United Arab Emirates is a separate organisation and is not covered by this policy.

2. Who can use the App

The App is a private portal for clients of Green Foot London and for our staff. Accounts are created by us, or by invitation from us, and the App is not open to the general public. It is not intended for anyone under 18.

If you are a member of our staff, we also process your information as your employer or engager. That is explained separately and is not covered here.

3. Information we collect

Account information: your name, email address, your role (client or staff) and the project your account is linked to. When we invite you, we use the name and email address we hold for you to send the invitation.

Project information: project name, site address, progress milestones, status updates, and the notes we write about the work.

Photos and documents: site photographs and files (such as plans or drawings) that you or our staff upload and share through the App. Photographs of a property may occasionally show people or belongings. Please do not upload photos of other people without their permission.

Messages: messages you and our team send to each other through the App, including any photos you attach.

Quotes and payments: quotes and invoices issued to you, whether you approved or declined them, and whether payment has been marked as received. Payments are made by bank transfer outside the App. We do not collect or store your bank card details or your own bank account details in the App.

Service requests: requests you submit through the App, including the type of service and any notes you add.

Password reset and account deletion requests: the email address you give us, the date, and the outcome of the request.

Notification information: if you allow notifications, a device token (a technical code that identifies your phone to the notification service), your device type, and the text of the notifications we send you, which can include a short preview of a message, quote or document name.

Technical information: sign-in session data and security logs needed to keep you signed in and to keep the App secure.

4. How and why we use your information

To provide the App and deliver our services to you, including showing you project progress, sharing documents and photos, and handling quotes and service requests. Our lawful basis is performance of our contract with you (or steps taken at your request before entering into a contract).

To communicate with you about your project, including account and security emails and notifications. Our lawful basis is performance of our contract and our legitimate interests in running our business and keeping you informed.

To keep the App and your information secure, prevent fraud and misuse, and resolve problems. Our lawful basis is our legitimate interests in protecting our business, our staff and our clients.

To keep records required by law, for example for accounting and tax purposes, and to establish, exercise or defend legal claims, including insurance claims. Our lawful basis is legal obligation and our legitimate interests.

To deal with your requests and complaints, including requests to exercise your rights. Our lawful basis is legal obligation and our legitimate interests.

We do not use your information for advertising or marketing through the App, we do not sell it, and we do not carry out automated decision-making or profiling that has legal or similarly significant effects on you. If we ever want to send you marketing, we will only do so where the law allows and will give you an easy way to opt out.

5. Who can see your information

Your project information, photos, documents, messages and quotes are visible to you and to authorised Green Foot London staff. Other clients cannot see your information. Files are held in private storage and are opened only through short-lived secure links.

6. Who we share information with

We use trusted service providers ("processors") who handle information on our behalf and only on our instructions. They include Supabase, which provides our database, sign-in, file storage and the system that sends account emails. Our Supabase project is hosted in the United Kingdom (London region).

If you allow notifications, we use Expo's push notification service, together with Apple's and Google's notification systems, to deliver them. These providers receive your device token and the text of each notification so they can deliver it to your phone.

The App is distributed through the Apple App Store and Google Play. Those companies act under their own privacy policies for downloads and device-level information.

We may share information with our professional advisers (such as accountants, lawyers and insurers), and with regulators, courts or law enforcement where we are legally required to, or where it is necessary to protect our rights.

If our business is sold or reorganised, information may be transferred to the new owner, who must continue to protect it in line with this policy.

7. International transfers

Your project information is held in the United Kingdom. Some of our providers, including our notification providers and the companies that own and support our database service, are based in or operate from countries outside the UK, including the United States.

Where information is transferred outside the UK, we make sure it is protected by an appropriate safeguard, such as the UK-US Data Bridge (for certified US companies), the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can ask us for details by emailing info@greenfootlondon.co.uk.

8. How long we keep information

We keep your account and project information for as long as your account is active and your project is ongoing.

After a project ends we keep contract, quote, invoice and payment records for up to six years, which is the usual period for accounting, tax and legal-claim purposes, and then delete or anonymise them. Photos, documents and messages relating to the project are kept for the same period, because we may need them to deal with warranty, insurance or legal matters, unless you ask us to delete them sooner and we have no legal reason to keep them.

Password reset and account deletion requests are kept for up to 12 months for security and compliance records.

Device tokens for notifications are removed when you sign out and when your account is deleted.

9. Keeping your information secure

We use appropriate technical and organisational measures, including encrypted connections, access controls so that each client can only see their own project, private file storage and staff approval of password resets. No system is completely secure, so please keep your password confidential, keep your device locked, and tell us straight away if you think your account has been misused.

If a security incident affects your personal information and is likely to cause you harm, we will tell you and the Information Commissioner's Office as the law requires.

10. Your rights

Under UK data protection law you have the right to: be informed about how we use your information; access a copy of it; have inaccurate information corrected; have it erased in certain circumstances; restrict or object to certain uses; and receive your information in a portable format where applicable. Where we rely on your consent for anything, you can withdraw it at any time.

To exercise any of these rights, email info@greenfootlondon.co.uk. We will respond within one month (which we may extend by up to two further months for complex requests, and we will tell you if we do). We do not charge a fee. We may need to confirm your identity first, and some rights are subject to legal exceptions, for example for records we are required by law to keep.

If you are unhappy with how we handle your information, please contact us first so we can put it right. We will acknowledge your complaint within 30 days, look into it without undue delay and tell you the outcome. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

11. Device permissions, notifications, cookies and tracking

Where you are asked, the App may request access to your camera or photo library so that you or our staff can attach photos, and permission to send you notifications. You can change these permissions at any time in your device settings.

Notifications can show a preview of a message on your lock screen. You can turn previews or notifications off in your device settings.

The App does not use advertising trackers or third-party analytics. The web version of the App uses only the browser storage needed to keep you signed in. If this changes, we will update this policy and, where required, ask for your consent.

12. Deleting your account

You can ask us to delete your account and personal information at any time, either from the Account tab in the App or by emailing info@greenfootlondon.co.uk. We will review the request and delete or anonymise your information within one month, unless we are legally required, or have a legitimate reason, to keep certain records (such as accounting, contract or insurance records). In that case we will tell you what we are keeping and why, and we will keep it restricted and only for as long as we need to.

13. Changes to this policy

We may update this policy from time to time. The latest version is always available in the App, and the date at the top shows when it was last changed. If we make significant changes, we will tell you through the App or by email.

14. Contact us

Green Foot London Limited, 25 Lancelot Crescent, Wembley, Middlesex, HA0 2AU. Email: info@greenfootlondon.co.uk. Telephone: 020 8168 1700 (Monday to Friday, 8am to 5pm).