Privacy notice

When you add a property, the postcode or address you type is sent to Ordnance Survey’s OS Places API so we can return the addresses at that location. This happens only when you press the search button; we do not send anything as you type, and we do not re-query Ordnance Survey when you sign in or open your dashboard.

When you choose your property we store the address returned to us together with its UPRN (Unique Property Reference Number), the parent UPRN where one exists, the source, and the date and account that made the match. This identifies the addressable location. It does not verify ownership, title or legal compliance.

We keep an internal count of these lookups so we can monitor our own usage. Address data is supplied by Ordnance Survey OS Places and may include Royal Mail PAF content; it remains subject to © Crown copyright and database rights and to Ordnance Survey’s own terms. Ordnance Survey is an independent controller for the search requests it receives.

When a property has been matched to its addressable location, we can retrieve the sales recorded for that address in HM Land Registry Price Paid Data, an open dataset. We query it by postcode and match the published address against your property using fixed rules; where a record cannot be matched confidently it is not attached to your property.

Price Paid Data records what was paid at the time of a past sale. It is not a valuation, and it does not evidence current ownership, title or tenure. Contains HM Land Registry data © Crown copyright and database right 2021. This data is licensed under the Open Government Licence v3.0.

Once a property is linked to a verified UPRN, we can retrieve its energy performance certificate history from the Energy Performance of Buildings Register (EPC register), a Government service. We send only the UPRN, and we hold and display the band, score and technical breakdown returned for the certificate, keeping earlier certificates for history and marking the most recent as current. We check for a new certificate at most once every 24 hours; you can ask for an earlier recheck.

We query planning.data.gov.uk, a Government service, using the property's UPRN and its coordinates to retrieve planning designations that apply to it or the area it sits in, such as conservation areas, listed building status and related designations, together with any planning applications the service returns. No personal data is sent; only the UPRN and coordinates. Results are refreshed at most once a month. Government Planning Data currently covers England; other jurisdictions are recorded as not checked rather than as having no designation.

We query the Environment Agency's published flood and environmental datasets for properties in England, and Natural Resources Wales' equivalent datasets for properties in Wales, using only the property's coordinates. This includes the Planning Flood Zone shown on the England Flood Map for Planning and the equivalent likelihood bands from the Welsh Flood Risk Assessment (FRAW). No personal data is sent. Results are refreshed at most once a month. These datasets describe land, not an individual building, and are not a substitute for a conveyancing environmental search.

Home Insights is an automated, rule-based process that cross-checks the official source results described above against the documents you have uploaded and the declarations you or a seller have made, to flag gaps, mismatches and points worth checking. Each finding records the version of the engine and the version of the rule that produced it, so a past finding can always be explained. Home Insights does not send anything to the official sources beyond the retrievals described above; it works only on data HomeRekkord already holds against your property record.

Home Insights is automated analysis, not a professional opinion. It does not inspect the property, does not give legal, surveying, insurance or compliance advice, and the absence of a finding does not confirm that a property is compliant or that a record is complete.

You can dismiss a finding you do not consider relevant. A dismissal is recorded against the finding, with the date it was dismissed; it does not remove or alter the underlying record, and it does not change what an official source publishes. If you believe an official-source result itself is wrong, the correction has to be made with the body that published it — HomeRekkord retrieves and displays what that source returns and does not edit it.

Results retrieved from Ordnance Survey, HM Land Registry, the EPC register, Planning Data, the Environment Agency and Natural Resources Wales are cached and retained against your property record so that history is not lost when a source is refreshed. Recorded sale history is rechecked at most every 14 days, planning designations and the flood and environmental baseline at most every 30 days, and energy performance certificates at most every 24 hours; you can trigger an earlier recheck from the property record. Retained results are deleted with the rest of your property record under the retention terms below.

Proja AI Ltd is the data controller for account data, property records and anything you upload to your own record. Data protection enquiries go to privacy@homerekkord.com.

Where a conveyancing firm uses a matter workspace to act for a client, the firm is the controller of the client matter and Proja AI Ltd acts as its processor for the matter, its evidence requests and its review records, under a written data processing agreement. The seller remains the controller of their own home record.

A property record can be shared with co-owners, household members and, for a limited scope, contributing contractors. Each role sees only what that role allows. Adding someone means their name, email address and activity become visible to the other people on that record. The account that created the record controls who is added and can remove them at any time.

• Account data: name, email address, account type and, for trades, company name.
• Record data: property addresses, work entries, contractors, costs, dates and any documents you upload.
• Technical data: IP address, device and browser information, and security and error logs.
• Billing data, where you take a paid plan, handled by our payment processor.

• To provide the service you asked for — performance of our contract with you.
• To keep the service secure, prevent abuse and improve it — our legitimate interests.
• To meet accounting and legal obligations — legal obligation.
• To send optional product updates — consent, withdrawable at any time.

Where you upload a document, we may send the file or its text to an AI model provider to extract details such as dates, references and expiry information, so that you do not have to type them. Extracted values are labelled as read from a document and can be corrected by you. Our AI provider processes the content only to return the extraction and does not use it to train models. No decision with a legal or similarly significant effect is made about you by automated means; a person always decides what is recorded.

A Seller Ready Pack holds your answers about the property and the documents you attach. When you accept an invitation from a conveyancing firm, that firm's named fee earner can see the pack for that property, open the attached evidence, request further items and record that an item has been reviewed or verified. The firm cannot change your answers or your documents.

Locking a version stores an immutable snapshot of the pack, including who locked it and when. Requests, reviews and version locks are written to the property's audit history, which cannot be edited or deleted. Access ends when the matter is closed. Where a pack is transferred to a buyer, the locked version and its evidence pass to them.

If you apply to the design-partner programme we collect your firm name, contact name, email address, phone number, region and the details you give us about your caseload. We use it only to assess and run the pilot — our legitimate interest in evaluating business partnerships — and delete it within 12 months if a pilot does not proceed.

Records are private by default. They are shared only when you choose to share them, to the recipients and for the scope you set. We use service providers for hosting, database and storage, email delivery and AI document extraction; they act on our instructions under written terms. The current list is published on our subprocessors page. We do not sell personal data.

When you buy something on the website, your order is handled by Stripe, our payment provider and merchant of record for the sale. Stripe acts as an independent controller for payment, invoicing, tax compliance and fraud prevention, and receives the details you enter at checkout (name, email, billing address and payment details). We receive only the order outcome — what was bought, when, the amount and a customer reference. Purchases made inside the HomeRekkord iOS app are processed by Apple through the App Store, and Apple's privacy policy applies to that payment. We never see or store your card details. Stripe’s own privacy notice governs the data it holds.

We may also share personal data with professional advisers (legal and accounting) and with authorities where we are required to do so by law.

Data is stored on managed cloud infrastructure with encryption in transit and at rest. Where a provider processes data outside the UK or EEA, we rely on adequacy regulations or standard contractual clauses.

We keep your record while your account is open. If you delete a record or your account, we remove it from live systems within 30 days, except where we must keep limited information for accounting or legal reasons, or where a locked pack version must be retained as a disclosure record for a transaction. Residual copies held in our infrastructure providers' encrypted backups are not individually deletable and age out on the provider's backup cycle, currently up to 35 days, after which they are destroyed.

You may request access, correction, erasure, restriction, portability, or object to processing based on legitimate interests. Write to privacy@homerekkord.com and we will respond within one month. If you are unhappy with our response, you may complain to the Information Commissioner's Office at ico.org.uk.