Privacy notice

Who handles your information

Everdon Estates & Lettings is responsible for the personal information submitted through this website. Contact us at 38 Everdon Road, Coventry, CV6 4EF, email info@everdongroup.co.uk or call 024 7666 1141.

Information we collect

Enquiries include your name, email, phone number, property address and message. Repair reports also include issue details, access preferences, photographs or videos you choose to upload, status changes and messages added to the job history. Staff access uses account and security information. Technical records help us prevent abuse and investigate service problems.

Provide only information relevant to your enquiry or repair. Avoid medical records, identification documents, images of other people and door, alarm or key-safe codes. Contact us privately if you need to discuss an access adjustment.

How and why we use it

We use enquiry details to respond and take steps you request before entering a service contract. For general questions, we rely on our legitimate interests in responding to people who contact our business.

We use repair information to identify the property, assess the issue, arrange appropriate communication and keep a record of the work. We rely on our legitimate interests in managing property and maintaining repair records, contractual necessity where you are a party to the relevant contract, and legal obligations where applicable to safety and record keeping. We use authentication and abuse-prevention information for our legitimate interests in securing the service.

Submitting a form does not subscribe you to marketing. We do not make solely automated decisions with legal or similarly significant effects through this website.

Who receives information

Authorised Everdon staff can review submissions. Relevant details may be shared with the property owner, appointed contractors, professional advisers or authorities where necessary and lawful. The reporting tool does not automatically instruct a contractor or authorise entry to your home.

We use Sites and Cloudflare for website hosting, database and file storage; Supabase for staff authentication; and Resend for staff email notifications. Alerts contain a staff sign-in link and, for repairs, the repair reference. They do not contain uploaded attachments or the private tenant tracking token. These services process information needed to provide their functions.

Our providers operate infrastructure and support services that may involve processing outside the UK. You can contact us for information about the providers handling your information, processing locations and applicable international-transfer arrangements.

Private repair links

A new repair report receives a private tracking link valid for 180 days. Anyone holding it can view that report's repair details and attachments and add updates. Keep it confidential. It does not reveal internal staff notes or other jobs. If the link is lost or disclosed, contact us so staff can replace it and revoke previous access. Link expiry does not delete the repair record.

How long we retain information

We retain information only for as long as necessary for the purpose for which it was collected. We consider whether an enquiry develops into a client relationship, whether a repair or complaint remains open, relevant tenancy and contractual records, legal record-keeping duties and the need to establish or defend claims. We review records against these criteria and arrange deletion or anonymisation when they are no longer needed. A record relevant to an unresolved dispute or legal obligation may need to be retained for longer.

Your rights

Depending on the circumstances, you can request access, correction, deletion, restriction or portability of your personal information. You have the right to object to processing based on legitimate interests. If we rely on consent for a separate activity, you can withdraw it. Rights are subject to applicable legal exceptions.

Contact us using the details above to make a request. We may need to verify your identity and will respond within the applicable legal timescale. You may complain to the Information Commissioner's Office. We welcome the opportunity to address your concern first.

Cookies and browser storage

The staff service uses an essential secure session cookie. The repair tracker uses tab session storage to retain its private access token. No advertising or analytics trackers have been added to this website. External services such as Google and Zoopla have their own privacy and cookie notices.