Privacy Notice

1. Who we are

Impetus Productions Ltd is the data controller for personal data processed through HomeSteward. Contact us at contact@impetusproductions.co.uk.

2. What data we collect

• Account details (name, email address, password hash)
• Subscription and billing details (plan, billing cycle, trial status)
• Payment data — processed by our third-party payment provider; we do not store full card details
• Home and property data you enter (address, property type, construction details, environmental factors)
• Asset records (systems, appliances, install dates, condition, maintenance history)
• Uploaded documents (surveys, certificates, invoices, warranties, photos)
• AI extraction outputs (suggested assets, dates, events — labelled as suggestions until you confirm them)
• Report data (generated reports and exports)
• Product usage data (features used, pages visited, actions taken)
• Device and technical data (browser type, IP address, operating system)
• Marketing preferences (whether you have consented to marketing emails)
• Support correspondence

3. How we use your data

We use your data to:

• Create and manage your account
• Provide HomeSteward features (home records, asset tracking, maintenance timeline, document vault)
• Process AI-assisted extraction from uploaded documents
• Generate maintenance reports and exports
• Send maintenance reminders and service notices
• Manage your subscription and billing
• Provide customer support
• Secure the service and prevent misuse
• Improve the product using anonymised analytics (with your consent)
• Comply with legal obligations
• Send marketing communications where you have given consent

4. Lawful basis for processing

5. Uploaded documents

Uploaded documents may contain personal data about various individuals (surveyors, contractors, previous owners). Please upload only documents you are entitled to use and avoid uploading unnecessary sensitive personal data. Documents are stored securely with access controls and are not shared with third parties except as required to provide the service.

6. AI-assisted extraction

When AI extraction is enabled, uploaded documents are processed to identify assets, dates, maintenance events, warnings, recommendations, and information gaps. AI outputs are labelled as suggested until you review and confirm them. Our AI providers are not permitted to use your documents to train general models.

7. Sharing your data

We share personal data only with service providers who help us operate HomeSteward (hosting, payment processing, email delivery, AI processing) and as required by law. We do not sell your personal data. International transfers are made with appropriate safeguards (adequacy regulations or UK-specific data transfer agreements).

8. Data retention

We retain personal data only as long as reasonably necessary for service provision, legal obligations, dispute resolution, and security. Account data is retained while your account is active and for a reasonable period after deletion. You can request deletion at any time from Account Settings.

9. Your rights

Under UK data protection law, you have the right to:

• Access your personal data
• Correct inaccurate data
• Erase your data (right to be forgotten)
• Restrict processing
• Object to processing based on legitimate interests
• Data portability (receive your data in a machine-readable format)
• Withdraw consent at any time (without affecting prior processing)
• Complain to the ICO (ico.org.uk)

Exercise your rights via Account Settings or by contacting contact@impetusproductions.co.uk.

10. Security

We use authentication, access controls, encrypted connections, database security controls, row-level security, storage controls, and monitoring to protect your data. Absolute security cannot be guaranteed, but we take reasonable technical and organisational measures.

11. Cookies

We use cookies and similar technologies as explained in our Cookie Notice. Non-essential cookies are not loaded until you give consent.

12. Children

HomeSteward is intended for adults and is not directed at children under 18.

13. Changes to this notice

We may update this Privacy Notice from time to time. Material changes will be highlighted. Continued use after changes means acceptance.

14. Contact

Privacy questions: contact@impetusproductions.co.uk