1. Our Commitment to Privacy

Simply 365 Limited (“we”, “us”, “our”) is committed to protecting and respecting your privacy.

We act as a Data Controller in accordance with the UK GDPR and the Data Protection Act 2018.

This Privacy Policy explains how we collect, use, store, and protect personal data when you use our website, services, or interact with us.

2. Information We May Collect

We may collect and process the following categories of personal data:

Information You Provide Directly

• Information submitted via forms on our website
• Registration details when creating an account
• Service subscription information
• Correspondence when you contact us
• Information provided when requesting services
• Any feedback or support requests

Information Collected Automatically

• Technical data such as IP address
• Browser type and version
• Device information
• Usage data (pages visited, interactions)
• Cookies and similar technologies (where applicable)

3. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

• Performance of a contract
• Compliance with legal obligations
• Legitimate interests (e.g., service improvement, security, fraud prevention)
• Consent (where required, such as certain marketing communications)

Where consent is used as a lawful basis, you may withdraw it at any time.

4. How We Use Your Information

We use your personal data to:

• Provide and manage our services
• Deliver claims handling and platform functionality
• Respond to enquiries and support requests
• Fulfil contractual obligations
• Improve our website and services
• Ensure system security
• Prevent fraud or misuse
• Comply with legal and regulatory obligations
• Notify you of important service updates

Marketing Communications

• If you are an existing customer, we may contact you about similar services where permitted under applicable law.
• If you are a new customer, we will only send electronic marketing communications where you have provided consent.
• You may opt out at any time.

5. Occupant and Property-Related Data

Where we process information relating to occupants of properties in connection with housing or repair services:

• Data is used solely for service delivery purposes.
• Personal data will not be shared with third parties except contractors directly engaged to carry out works at the relevant property.
• Contractors are contractually required to use data only for the specified purpose and in compliance with data protection law.

6. Data Sharing and Disclosure

We may share personal data with:

• IT and cloud hosting providers
• System support and maintenance partners
• Professional advisers (legal, accounting, compliance)
• Contractors performing services at relevant properties
• Regulatory or law enforcement authorities where required

We may also disclose personal data:

• In connection with a sale, merger, or acquisition of the business
• Where required to comply with legal obligations
• To enforce our terms and protect our rights, customers, or systems
• For fraud prevention and risk management

All third-party processors are required to provide appropriate safeguards under written agreements.

7. International Transfers

Where personal data is transferred outside the United Kingdom or European Economic Area (if applicable), we will ensure appropriate safeguards are in place in accordance with UK data protection requirements.

8. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements.

Retention periods are determined based on:

• Contractual requirements
• Legal obligations
• Regulatory guidance
• Legitimate business needs

Where appropriate, data may be securely deleted or anonymised.

9. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

• Secure servers
• Access controls
• Password protection
• Encryption where appropriate
• Restricted staff access on a need-to-know basis

While we take reasonable steps to protect your data, no system can be guaranteed 100% secure. Any transmission of information via the internet is at your own risk.

10. Your Rights Under Data Protection Law

Under the UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request erasure (where applicable)
• Restrict processing
• Object to processing
• Request data portability
• Withdraw consent (where consent is relied upon)

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).

11. Access Requests (Subject Access Requests)

You may request access to the personal data we hold about you.

We will respond within the statutory timeframe.

In most cases, we will not charge a fee. However, we may apply a reasonable administrative fee where a request is manifestly unfounded, excessive, or repetitive, in accordance with applicable law.

12. Links to Other Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices or content of those external sites. We recommend reviewing their privacy policies before submitting personal data.

13. Cookies

Where applicable, our website may use cookies and similar technologies to improve functionality and analyse usage.

Further details will be provided in our separate Cookie Policy (if applicable).

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect:

• Legal or regulatory changes
• Operational changes
• Improvements to our services

The latest version will always be available on our website.

15. Contact Us

If you have any questions about this Privacy Policy or how we process your data, please contact:

Simply 365 Limited
Registered Office: C/O Partners In Enterprise Ltd Ground & Lower Ground Floor, 9 St Georges Place, Brighton, United Kingdom, BN1 4GB

Email: hello@simply365.co.uk
Phone: 0333 052 7218