privacy policy

1. Information We Collect

1.1 Information You Provide Directly

We collect information that you voluntarily provide when you:

• Create an account (name, email address, phone number, date of birth)

• Complete your profile (employment details, income information, rental history, lifestyle preferences)

• Upload verification documents (identity documents, Right to Rent documentation, proof of income)

• List properties as an agent or landlord (property details, contact information, business credentials)

• Communicate with us or other users through the Platform

• Participate in surveys, contests, or promotional activities

1.2 Information Collected Automatically

When you use our Platform, we automatically collect:

• Device information (IP address, browser type, operating system, device identifiers)

• Usage data (pages viewed, features used, search queries, swipe interactions, time spent on Platform)

• Location data (with your consent, to show properties near you and enhance neighbourhood matching)

• Cookies and similar tracking technologies (see Section 7 for details)

1.3 Information from Third Parties

We may receive information from:

• Identity verification services (to confirm your identity and Right to Rent status)

• Credit reference agencies (with your consent, for tenant vetting purposes)

• Property management systems and CRMs (when integrated via Gluedog or similar services)

• Analytics providers and advertising partners

2. How We Use Your Information

We process your personal information for the following purposes:

2.1 Provide and Improve Our Services

• Create and manage your account

• Match renters with suitable properties using AI-powered algorithms

• Enable communication between renters and agents/landlords

• Verify user identities and conduct Right to Rent checks

• Display property listings with neighbourhood insights and Habit dial scores

• Analyse usage patterns to improve Platform functionality and user experience

2.2 Business Operations

• Process payments and manage subscriptions

• Provide customer support and respond to enquiries

• Generate analytics reports for agents and landlords

• Prevent fraud, unauthorised access, and illegal activities

2.3 Marketing and Communications

• Send service updates, property recommendations, and Platform notifications

• Deliver marketing communications about our services (with your consent)

• Feature partner properties in newsletters and promotional materials

2.4 Legal Compliance

• Comply with legal obligations, including Right to Rent requirements and anti-money laundering regulations

3. Legal Basis for Processing (UK GDPR)

Under UK GDPR, we process your personal data based on the following legal grounds:

Contractual Necessity:
Processing is necessary to provide our Services under our Terms and Conditions

Legitimate Interests:
Processing is necessary for our legitimate business interests, such as improving our Platform, preventing fraud, and conducting analytics

Consent:
You have given explicit consent for specific processing activities, such as marketing communications or location tracking

Legal Obligation:
Processing is required to comply with legal requirements, such as Right to Rent checks

4. How We Share Your Information

We may share your information with:

4.1 Other Users

When you express interest in a property, we share relevant profile information (name, contact details, verified status) with the listing agent or landlord. Agents may see aggregated demographic and lifestyle data about interested renters.

4.2 Service Providers

We work with trusted third-party service providers who assist us with:

• Identity verification and Right to Rent checks

• Payment processing

• CRM integrations (such as Gluedog)

• Cloud hosting and data storage

• Analytics and performance monitoring

• Email and communication services

These providers are contractually bound to protect your data and use it only for the purposes we specify.

4.3 Legal Requirements

We may disclose your information if required by law, court order, or governmental authority, or to protect our rights, property, or safety, or that of our users or the public.

4.4 Business Transfers

If nHabit is involved in a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to this Privacy Policy.

5. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Active accounts:
Information is retained while your account is active

Closed accounts:
Most data is deleted within 90 days of account closure, except where retention is required for legal, regulatory, or legitimate business purposes

Verification records:
Identity and Right to Rent documentation may be retained for up to 7 years to comply with legal obligations

Analytics data:
Anonymised or aggregated data may be retained indefinitely for research and Platform improvement

6. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right of Access:
Request a copy of the personal data we hold about you

Right to Rectification:
Request correction of inaccurate or incomplete data

Right to Erasure:
Request deletion of your personal data ("right to be forgotten")

Right to Restriction:
Request limitation on how we process your data

Right to Data Portability:
Request transfer of your data to another service provider

Right to Object:
Object to processing based on legitimate interests or for direct marketing purposes

Right to Withdraw Consent:
Withdraw consent at any time where processing is based on consent

To exercise these rights, please contact us at contact@nhabit.com. We will respond to your request within one month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

7. Cookies and Tracking Technologies

We may use cookies and similar technologies to enhance your experience on our Platform. Cookies are small text files stored on your device that help us:

• Remember your preferences and login status

• Analyse Platform performance and user behaviour

• Deliver personalised property recommendations

• Provide targeted advertising (with your consent)

You can manage cookie preferences through your browser settings. Note that disabling certain cookies may affect Platform functionality.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal information from unauthorised access, disclosure, alteration, or destruction, including:

• Encryption of data in transit and at rest

• Regular security audits and vulnerability assessments

• Access controls and authentication protocols

• Employee training on data protection and security

• Secure third-party service provider agreements

While we strive to protect your data, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but continuously work to maintain the highest standards of data protection.

9. International Data Transfers

Our Platform primarily operates within the United Kingdom. However, some of our service providers may be located outside the UK or EEA. When we transfer your data internationally, we ensure:

• The recipient country has been deemed to provide adequate data protection by the UK government

• We have implemented appropriate safeguards such as Standard Contractual Clauses

• The transfer is necessary for the performance of our contract with you

10. Children's Privacy

Our Platform is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child without parental consent, we will take steps to delete that information promptly. If you believe we have inadvertently collected information from a child, please contact us at contact@nhabit.com.

11. Third-Party Links

Our Platform may contain links to third-party websites or services. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party services you visit.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on our Platform and updating the "Last Updated" date. Your continued use of the Platform after such changes constitutes your acceptance of the revised policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us. Email: contact@nhabit.com

14. ICO Registration

nHabit is registered with the Information Commissioner's Office (ICO) as a data controller. Our ICO registration details are available upon request.By using nHabit, you acknowledge that you have read and understood this Privacy Policy.