Please find the privacy policy and terms of use for the EcoHomes App below. If you have any issues or additional questions, please email info@ecosafegroup.co.uk. 

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EcoHomes App – Privacy Policy

Company: Ecosafe Heating Ltd (trading as Ecosafe Group)

Effective date: 1/09/2024

Contact email: info@ecosafegroup.co.uk

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EcoHomes App is provided by Ecosafe Group to help clients and users create, manage, and review property related reports and surveys. This Privacy Policy explains how personal data is collected, used, stored, and protected when EcoHomes App is used.​

 

1. Who we are and how to contact us

EcoHomes App is operated by Ecosafe Group a UK based company that provides property maintenance and inspection services to organisations and individuals. For most housing association and local authority projects, your organisation is the Data Controller and Ecosafe acts as a Data Processor under a Data Processing Agreement. For any questions about this policy or your data, contact info@ecosafegroup.co.uk.

 

2. What data EcoHomes App collects

Depending on how the app is used, EcoHomes may collect the following categories of information:

• Account and contact details: Name, email address, password or login identifier, organisation, and role.

• Report and resident data: Property addresses, room details, survey answers, notes, ratings, photographs of property conditions (for example damp and mould), signatures and other information captured in reports.​

• Device and technical data: Device type, operating system, IP address, app version, log data and error information needed to keep the app secure and working properly.​

• Usage and analytics data: Actions taken in the app, pages and screens visited, dates and times of use, which features are used and how often.

• Location data (if enabled): Approximate location may be collected where the device or browser shares this for report context or security.

• Organisation data: Details about the client organisation, such as organisation name and user access settings.​

Where resident data is captured, this relates to residents and household members for the purpose of property surveys and housing quality compliance.​

 

3. How and why the data is used

EcoHomes App uses personal data for the following purposes:

• Report creation and syncing: To allow users to create, edit, and submit reports, including photos, notes, signatures, and survey responses, and to sync this data between devices and the secure backend server.​

• User and organisation management: To create and manage user accounts, control access for organisation administrators, manage roles and permissions, and maintain audit trails.​

• Service communication: To send important service emails such as account verification, password resets, technical notices, and updates about the app.​

• Analytics and improvement: To understand how the app is used, monitor performance, troubleshoot issues, and improve features and usability.​

• Security, compliance and legal obligations: To protect the confidentiality, integrity and availability of data, respond to data subject requests, comply with contracts and legal requirements, and manage incidents if they occur.​

• The main legal bases under UK GDPR for processing include performance of a contract, legitimate interests in delivering and improving the service, compliance with legal obligations, and consent where required for certain communications or optional analytics.​

 

4. Storage, hosting and security

• EcoHomes App data is stored on secure UK based servers operated by trusted hosting providers, including a Laravel backend hosted through Heart Internet. Data is encrypted in transit and at rest, access is role based, and access logs are maintained to support monitoring and audit.​

• Ecosafe Group operates an ISO 27001 certified Information Security Management System that governs how app data is hosted, stored and accessed, including risk assessments, access control, incident response, backup and recovery. Staff and contractors receive information security training and are bound by confidentiality obligations.​

 

5. Third party services used by EcoHomes

EcoHomes uses a small number of third-party services to deliver the app:

• Laravel backend (Heart Internet): The main server and API that stores and processes reports, photos, and account data on secure UK based servers.​

• Mailgun or similar email provider: Sends transactional emails such as verification links, password resets and system notifications to users.​

• localForage (on device storage): Stores drafts and offline report data locally on the user’s device so work can continue without an internet connection and sync later.

• Analytics and crash reporting tools (if enabled): May collect anonymised or pseudonymised usage and crash information to help maintain stability and improve the service.​

• These providers are required to protect data and only process it under Ecosafe’s instructions, in line with UK GDPR and the Data Processing Agreement where applicable.​

 

6. Sharing and disclosure of data

Personal data from EcoHomes App is shared only where necessary:

• Client organisations: For resident and property data, the relevant housing association, local authority or client organisation is the Data Controller, and its authorised users can access data needed for inspections, maintenance and compliance.​

• Ecosafe staff and contractors: Internal teams with a need to know may access data to provide support, carry out works, and maintain the app, under strict access control.​

• Developers and hosting providers: Technical staff may access limited data for monitoring, support and diagnostics, subject to confidentiality and security controls.​

• Regulators and statutory bodies: Where required by law or to protect vital interests, information may be shared with regulators, law enforcement, or other statutory bodies.​

• EcoHomes does not sell personal data and does not share it with third parties for their own marketing purposes.​

 

7. Data retention and deletion

Data is retained only for as long as necessary for the purposes described above or in line with client contracts:

 

• For B2B clients, resident data is kept for the period agreed in the contract or up to a defined maximum retention period and then securely deleted or returned.​

• User account and activity data may be kept for a period after last use to maintain records, respond to queries, and meet legal obligations, after which it is deleted or anonymised.​

• Backups are kept for limited periods for security and disaster recovery before being overwritten.​

• Users may request deletion of their account and associated data by contacting info@ecosafegroup.co.uk. When an account is terminated, associated data such as reports, images, signatures and account details will be permanently removed from active systems and cannot be recovered, subject to limited retention in backups or where required by law.​

 

8. Your rights

Depending on your relationship with EcoHomes and your location, you may have the following rights regarding your personal data:

• Access: To request a copy of personal data held about you.

• Rectification: To ask for inaccurate or incomplete data to be corrected.

• Erasure: To request deletion of your personal data where there is no good reason for it to be kept.

• Restriction: To ask that processing is restricted in certain circumstances.

• Objection: To object to processing based on legitimate interests or to direct marketing.

• Portability: To request that certain data is provided in a structured, commonly used and machine-readable format.

• Withdraw consent: Where processing is based on consent, to withdraw it at any time.

• For resident data held on behalf of a housing association or local authority, requests should normally be directed to that organisation as Data Controller. Ecosafe will support the Controller in responding to requests as set out in the Data Processing Agreement.​

• To exercise your rights, contact info@ecosafegroup.co.uk, and a response will be provided in line with legal timeframes.​

 

9. Children’s data

• EcoHomes App is designed for use by adult professionals and clients and is not intended for children. The app does not knowingly collect personal data directly from children, and any resident data about households is collected in the context of property surveys and compliance activities managed by client organisations. If you believe children’s data has been collected inappropriately, info@ecosafegroup.co.uk so this can be reviewed and addressed.​

 

10. Cookies and tracking

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• Essential cookies and local storage are used to keep users logged in, remember preferences, and enable core functionality.

• Optional analytics tools may use cookies or similar technologies to measure usage and performance, subject to consent where required.​

• Details of specific cookies and choices available to users should be set out in a separate Cookie Notice or in this section, with a link from the app or web portal.​

 

11. Changes to this Privacy Policy

• This Privacy Policy may be updated from time to time to reflect changes to the app, legal requirements, or security practices. The “Effective date” at the top will be updated when changes are made, and where appropriate, important changes will be communicated through the app or by email. Continued use of EcoHomes App after changes take effect means acceptance of the updated policy.​

 

 

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EcoHomes App – Terms of Use

Company: Ecosafe Heating Ltd (Ecosafe Group)

Effective date: 01/09/2024

Contact email: info@ecosafegroup.co.uk

 

These Terms of Use apply to the EcoHomes App and any associated web portal provided by Ecosafe Heating Ltd (Trading as Ecosafe Group). By downloading, accessing, or using EcoHomes, the user agrees to these terms.

 

1. Service description

EcoHomes App enables users to:

• Create, view and manage property related reports and surveys.

• Capture and sync photos, notes, survey responses, room details and signatures.

• Assign, review and manage works information in line with client processes.​

• EcoHomes is provided primarily to organisations such as housing associations, local authorities and contractors to support inspections, maintenance and compliance. Any descriptions, estimates or outputs generated by the app are for guidance only and do not replace formal surveys, professional advice or separate written contracts for works.​

 

2. Eligibility and user accounts

• Users must be authorised by their organisation or by Ecosafe to use EcoHomes and must be at least 18 years old. Users are responsible for:

• Keeping login credentials secure and not sharing passwords or accounts with others.​

• Using strong passwords and taking care when accessing the app on shared devices, including logging out when finished.

• Ensuring that information provided in their account and reports is accurate and up to date.​

• Ecosafe and organisation administrators may suspend or disable accounts where necessary, including for security reasons, suspected misuse, or at the end of a client contract.​

 

3. User responsibilities and acceptable use

When using EcoHomes, users must:

• Only enter data that is relevant, lawful, and obtained in line with their organisation’s policies and privacy obligations.

• Not upload content that is defamatory, offensive, unlawful, infringes the rights of others, or contains malicious code.

• Not attempt to interfere with the security or operation of the app, servers, or networks.

• Respect confidentiality and data protection requirements relating to residents and other individuals.​

• Users are responsible for the content of the reports and records they create, submit, or export through EcoHomes, and for ensuring that their use of the app complies with applicable internal policies and laws.​

 

4. Subscription and payment terms (if applicable)

If EcoHomes is provided under a paid subscription or service agreement:

• Fees, billing cycles, and payment terms are set out in the separate contract between the client organisation and Ecosafe.

• Access to the app is dependent on compliance with that contract, and Ecosafe may suspend or limit access for nonpayment or at contract end, in line with the contract terms.​

 

5. Intellectual property

• EcoHomes App, including its design, software, branding, content and documentation, is owned by Ecosafe Heating Ltd. or its licensors. Subject to these terms, users are granted a limited, non-exclusive, non-transferable licence to use EcoHomes for authorised business or personal purposes and only as permitted by their organisation or Ecosafe.​

• Users must not copy, modify, reverse engineer, decompile, or create derivative works from the app except where expressly permitted by law. User generated content such as photos, notes and reports remains the responsibility of the user and their organisation, but EcoSafe is granted a licence to use this content as needed to operate and improve the service, in line with the Privacy Policy and relevant contracts.​

• 6. Limitation of liability and warranty disclaimer

• EcoHomes is provided on an “as is” and “as available” basis. While Ecosafe aims to keep the app secure and available, continuous, error free operation is not guaranteed.​

• To the maximum extent permitted by law:

• Ecosafe is not liable for indirect, incidental or consequential losses, loss of profits, loss of data, or business interruption arising from the use or inability to use EcoHomes.

• Ecosafe’s total liability for any claims relating to the app is limited to the amount paid by the client for the service over a defined recent period, or another cap agreed in the client contract.​

• Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be limited or excluded under applicable law.

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7. Termination and account cancellation

• Users can stop using EcoHomes at any time. Account deletion requests can be made by contacting info@ecosafegroup.co.uk or, where applicable, through the user’s organisation administrator.​

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When an account is deleted:

• The associated user data in EcoHomes, including reports, photos, signatures, rooms, and profile information, will be permanently removed from active systems and cannot be recovered, subject to limited retention in backups or where required by law or contract.​

• Ecosafe and client organisations may retain some records as needed to comply with legal, regulatory, or contractual obligations, in line with the Privacy Policy and Data Processing Agreement.​

• Ecosafe may suspend or terminate access to the app where there is a serious breach of these terms, security risks, misuse of the service, or on termination of the underlying client contract.​

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8. Governing law and contact

• These Terms of Use and any disputes arising from EcoHomes are governed by the laws of England and Wales. If you have any questions or concerns about these terms or the service, contact info@ecosafegroup.co.uk.​

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