Privacy Policy

1. About This Policy

This Privacy Policy explains how FoxInspect ("FoxInspect", "we", "us") handles personal data when you visit foxinspect.com, when you use our property inspection application at app.foxinspect.com, and when you complete an inspection as a tenant.

FoxInspect provides a Progressive Web App that property managers, leasing agents and landlords use to document the condition of a rental property. A manager sends a tenant a link, the tenant photographs each room from their own phone without downloading an app or creating an account, and FoxInspect generates a PDF report from what was captured.

2. The Two Roles We Play

Which role we are in determines who you should contact about your data, so it is worth stating plainly.

When we decide how data is used, we are the controller. This covers the accounts of property managers and their team members, billing information, our own website analytics, and support correspondence. This policy governs that data.

When a property manager uses FoxInspect to inspect a home, we act on their instructions. The inspection itself, including the photographs a tenant takes and the report produced from them, is directed by the property manager or landlord who requested it. They decide which properties are inspected, when, and how long the resulting records are kept. In data protection terms they are the controller and we are the processor.

If you are a tenant and you want a copy of an inspection, want it corrected, or want it deleted, the property manager or landlord who sent you the link is the right first point of contact, because they control that record. You can also contact us at the address in section 13 and we will help you reach them.

3. Information We Collect

3.1 Account Information

When a property manager creates an account we collect the name, email address and password needed to open and secure it, along with any organization name, team member details and property records they choose to add. If a paid plan is taken, payment is handled by our payment provider; we receive confirmation of the transaction and billing details, not full card numbers.

3.2 Inspection Content

An inspection generates photographs of the inside and outside of a property, condition ratings, written notes, timestamps, and the PDF report assembled from them. Photographs of a home can reveal a great deal about the people who live there, so we treat this content as sensitive regardless of how it is classified in law.

3.3 Tenant Information

To send an inspection link, a property manager provides us with a tenant's name and an email address or mobile number. Tenants do not create an account, do not set a password, and are not asked to verify an email address. When a tenant completes an inspection we record what they captured and when they submitted it.

3.4 Information Collected Automatically

When you visit our website or use the application we collect standard technical information: IP address, browser and device type, pages viewed, and referring page. We use Google Analytics and Vercel Web Analytics for this. Our Cookie Policy sets out the cookies and browser storage involved, including the local storage the app uses to let an inspection continue while offline.

4. How We Use Information

We use personal data to:

• Provide the inspection service, including delivering inspection links and generating reports
• Create and secure accounts, and authenticate users
• Send service messages such as inspection reminders, and respond to support requests
• Take payment and issue invoices for paid plans
• Monitor reliability, diagnose faults and prevent abuse
• Understand which parts of the website and product are used, so we can improve them
• Meet legal obligations and respond to lawful requests

We do not sell personal data. We do not use inspection photographs for advertising, and we do not use them to train machine learning models.

5. Legal Bases

Where the UK GDPR or EU GDPR applies, we rely on the following legal bases:

• Performance of a contract for providing the service to account holders and taking payment
• Legitimate interests for securing the service, preventing abuse, and improving the product, balanced against the rights of the people concerned
• Consent for non-essential cookies and analytics, which you can withdraw at any time
• Legal obligation where we must retain records or respond to a lawful request

Where we process inspection content on behalf of a property manager, that manager is responsible for establishing the legal basis for the inspection itself.

6. When We Share Information

We share personal data only in these circumstances:

• With the property manager or landlord who requested an inspection, who receives the completed report
• With service providers who operate the product on our behalf, including hosting, file storage, email and SMS delivery, payment processing and analytics. They may use the data only to provide their service to us
• Where the law requires it, such as a valid court order or lawful request from a public authority
• In connection with a sale, merger or reorganization of our business, in which case we will give notice before personal data becomes subject to a different privacy policy

7. How Long We Keep Data

Account data is kept for as long as the account is open. If an account is closed, we delete or anonymize the data associated with it within a reasonable period, except where we must keep records to meet a legal or accounting obligation.

Inspection records are kept according to the instructions of the property manager who owns them. Because a move-in report is often only useful when compared against a move-out report at the end of a tenancy, these records are typically retained for the duration of the tenancy and for a period afterwards during which a deposit may be disputed. The property manager sets that period.

8. Security

We protect personal data with encryption in transit, access controls that limit which staff can reach production data, and separation between customer accounts. No system is perfectly secure, but inspection photographs deserve real care and we treat them accordingly. If a breach affects your personal data and the law requires us to tell you, we will.

9. Your Rights

Depending on where you live, you may have the right to:

• Ask what personal data we hold about you and receive a copy
• Have inaccurate data corrected
• Have data deleted
• Object to or restrict certain processing
• Receive your data in a portable format
• Withdraw consent where we relied on it
• Complain to a data protection authority

Residents of California and other US states with comprehensive privacy laws have rights to know, delete and correct personal information, and to opt out of its sale or sharing. As stated in section 4, we do not sell personal information. We will not discriminate against you for exercising any of these rights.

To make a request, contact us at the address in section 13. We may need to verify your identity before acting, and we will respond within the time the applicable law allows. If your request concerns an inspection record, please see section 2: the property manager who requested it controls that record, and we will pass your request to them.

10. International Transfers

We and our service providers may process personal data in countries other than the one you live in. Where data leaves the UK or the European Economic Area, we rely on a lawful transfer mechanism such as the UK International Data Transfer Agreement or the European Commission's Standard Contractual Clauses.

11. Children

FoxInspect is not directed at children and we do not knowingly collect personal data from anyone under 16. An inspection may incidentally show a child's belongings or room; this content is treated as part of the inspection record and is subject to the same protections. If you believe a child has provided us with personal data directly, contact us and we will delete it.

12. Changes to This Policy

We may update this policy to reflect changes to the product or the law. We will post the updated version on this page and change the "Last updated" date. If a change materially affects how we use personal data, we will give account holders notice before it takes effect.

13. Contact Us

For any question about this policy, or to exercise the rights described in section 9, contact us at:

Email: privacy@foxinspect.com