Privacy policy

1. Who we are

Bushen Garvie Ltd ("we", "us", "our") builds bespoke property management software for landlords, developers and letting agents. This policy explains what personal data we collect through bushengarvie.com and through the services we provide, why we hold it, and what you can do about it.

Bushen Garvie Ltd is the data controller for the information described in sections 3.1 to 3.4 and section 3.6.

We handle personal data under the UK GDPR and the Data Protection Act 2018, and we are registered with the Information Commissioner's Office as a data controller.

2. Summary

We collect three kinds of information. Details you send us on purpose, such as a quote request or an email. Details we need to run a contract, such as billing and admin contacts. Technical details your browser sends when you load a page. We do not sell personal data and we run no advertising networks on our site.

3. What we collect and why

3.1 Website visitors

When you visit bushengarvie.com we collect your IP address, browser type and version, device type, operating system, referring page, the pages you view, and the date and time of your visit.

Why: to keep the site running, block abuse, and understand which pages people find useful. Lawful basis: legitimate interests (running and securing our website). Analytics cookies run only if you accept them, in which case the basis is consent.

3.2 Quote Builder submissions

The Quote Builder asks for the Modules and Option Packs you want, the size and type of your portfolio, and your contact details: name, email address, telephone number and company name.

Why: to produce your quote, follow up on it, and improve the tool. Lawful basis: steps taken at your request before entering a contract. Where you also ask for marketing updates, consent.

3.3 Enquiries and correspondence

Anything you send us by email, contact form, telephone or messaging: your name, contact details, and whatever you choose to tell us.

Why: to answer you and keep a record of what was agreed. Lawful basis: legitimate interests (responding to enquiries), or contract where you are a client.

3.4 Clients and their staff

For clients we hold contact details for named users and administrators, billing contacts, payment records held by Stripe, contract documents, support tickets, and account activity recorded in our audit logs.

Why: to deliver the software, take payment, provide support, and meet our accounting and tax duties. Lawful basis: contract, legal obligation, and legitimate interests (account security and audit).

3.5 Data inside client portals

Our clients use our software to manage tenants, residents, parking and maintenance. For that data the client is the controller and we act as their processor. We handle it on the client's written instructions under a data processing agreement, and we never use it for our own purposes.

If you are a tenant or resident of a building running on our software, contact your landlord or managing agent in the first instance. Write to us at privacy@bushengarvie.com if you cannot reach them and we will pass your request to the controller.

3.6 Applicants

If you apply to work with us we hold your CV, contact details, work history and interview notes.

Why: to assess your application. Lawful basis: steps taken at your request before entering a contract, and legitimate interests (keeping recruitment records).

4. Cookies

Strictly necessary cookies keep the site secure, remember your cookie choices, hold your session, and save your progress through the Quote Builder. These run without consent because the site will not work without them.

Analytics cookies count visits and show which pages perform. They run only after you accept them in our cookie banner. Change or withdraw your choice through the cookie settings link in the footer, or by clearing cookies in your browser.

We use no advertising or cross-site tracking cookies.

5. Who we share data with

We share personal data with the suppliers who help us run the business:

• Lovable and Supabase, for application hosting and databases
• Google Workspace, for email, calendars and document storage
• Stripe, for card payments and subscription billing
• Google Analytics 4, for website analytics, where you accept analytics cookies
• Our accountants, insurers and solicitors, where they need it to advise us

Each supplier works under contract and may use the data only to provide their service to us.

We also disclose data where the law requires it, where a court or regulator orders it, or where we need to establish or defend a legal claim. If we sell or restructure the business, the buyer receives client and prospect records as part of the transaction.

6. International transfers

Some of our suppliers process data outside the UK, mainly in the European Economic Area and the United States. Where data leaves the UK we rely on UK adequacy regulations, or on the International Data Transfer Agreement and the UK Addendum to the EU Standard Contractual Clauses, with additional technical safeguards. Email privacy@bushengarvie.com for a copy of the safeguards covering a particular supplier.

7. How long we keep it

When a client's subscription ends, access to the software stops immediately. We delete or return the data held in that client's environment within 30 days unless the client asks us in writing to hold it longer.

8. Your rights

You can ask us to:

• give you a copy of the personal data we hold about you
• correct data that is wrong or incomplete
• delete data where we no longer have a reason to hold it
• restrict how we use it while a dispute is resolved
• transfer data you gave us to another provider in a machine-readable format
• stop processing based on legitimate interests, where your circumstances justify it
• stop sending you marketing, at any time and without giving a reason

Withdrawing consent does not affect anything we did before you withdrew it.

Email privacy@bushengarvie.com to exercise any of these. We respond within one month and may ask you to confirm your identity first. We charge no fee unless a request is excessive or repetitive.

If our response leaves you unhappy, complain to the Information Commissioner's Office at ico.org.uk, on 0303 123 1113, or at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Tell us first if you can, so we get a chance to fix it.

9. Security

We protect data with encryption in transit and at rest, access controls tied to named user accounts, role-based permissions, audit logging of administrative actions, and regular backups. We limit staff and contractor access to what each person needs. No system resists every attack, so we keep an incident procedure, report qualifying breaches to the ICO within 72 hours, and tell affected clients without undue delay.

10. Children

Our website and services serve businesses. We do not knowingly collect data from anyone under 18 through bushengarvie.com. Tell us if you think we hold a child's data and we will delete it.

11. Automated decisions

We make no decisions about you by automated means that produce legal effects or similarly significant effects. The Quote Builder generates an indicative price from the options you select, and one of us reviews every quote before it becomes a contract.

12. Changes

We update this policy when our services or suppliers change. The version and date at the top show the current edition. For material changes affecting clients we give at least 14 days' notice by email.

13. Contact

Bushen Garvie Ltd, 66 Paul Street, London, England, EC2A 4NA. privacy@bushengarvie.com. +44 (0) 7375 564 174.