Privacy Policy

1. Information we collect

We collect your name, email address, and property information (address or listing URL) when you place an order. We also collect payment information, which is processed securely by our payment provider, we never store your card details. When you use our website, we may collect standard usage data such as IP address and browser type through our hosting provider. If you accept analytics cookies, we also collect site usage data through our analytics providers: pages viewed, referring URLs, and how pages are used. Your client portal and our staff tools are excluded from that collection entirely, and the forms you fill in are masked in session recordings.

2. How we use your information

We use your information solely to provide the service: scheduling and conducting property visits, delivering your report, and communicating with you about your booking. We do not sell or share your personal information with third parties for marketing purposes.

3. Third-party services

We do not sell your personal information, and we do not share it for advertising. We do rely on a small set of specialist providers to run the service. Each one receives only what it needs for its part, acts on our instructions, and is not permitted to use your information for its own purposes.

• Payment processing, which receives your name, email, phone and the property address so your payment can be matched to your booking. We never see or store your card details.
• Hosting, database and file storage, which runs the site and holds your account, your booking, and the photographs and recordings made during the visit.
• Email delivery, which sends the messages you receive from us, including your report and your sign-in links.
• Video hosting, which stores and streams the walkthrough video filmed inside the property. It receives the video file and nothing else: no address, no name.
• Speech transcription and report drafting, which turn the scout's spoken observations into written text and draft your report from what was captured. These providers receive the audio recorded during the visit, the photographs taken, the property address and the listing content. They receive nothing about your payment.
• Maps and address lookup, which turn the address into a precise location so we can send a scout to it. They receive the address, including as you type it into the search field.
• Listing data, which reads the public listing page when you give us a listing URL, so your scout knows what was advertised.
• Site chat, which carries the messages you write in our chat to our team so we can answer you.
• Push notifications, delivered to your device by your browser's own notification service if you turn them on.
• Analytics, and only if you accept analytics cookies: site usage statistics, session recordings and heatmaps, and page performance metrics. Your client portal and our staff tools are excluded from analytics entirely, and the forms you fill in are masked in session recordings.

Each provider has its own privacy policy. The live chat on our site is our own: messages you write there are stored in our database and relayed to our team so we can answer you. It sets no third-party cookie; if you start a conversation, a random identifier is kept in your browser so the conversation can continue when you come back, and you can leave an email address if you want a reply after you close the page.

4. Data retention

We retain your account information and reports for as long as your account is active. You may request deletion of your data at any time by contacting us at hello@scoutmyplace.com. Deletion takes precedence over retention: when you ask us to delete your data, we remove your reports, your photographs and the walkthrough video, including from our video host, even though we would otherwise keep them available to you for four years. Note that we may retain certain data as required by law, and that payment records are kept by our payment provider under its own legal obligations.

5. Cookies

We use a session cookie to keep you signed in to your client portal, and a preference cookie to remember your language. With your consent, we also use analytics cookies from our analytics providers, with IP anonymization enabled, to understand how the site is used. You can accept or decline analytics cookies in the banner shown on your first visit, and change your choice at any time via "Cookie preferences" in the footer; declining or revoking stops collection. We do not use advertising cookies.

6. Your rights

You have the right to access, correct, or delete your personal data. You may also request a copy of the data we hold about you. To exercise these rights, contact us at hello@scoutmyplace.com.

7. Security

All data is transmitted over HTTPS. Access to your account data is protected by row-level security in our database, which ensures that you can only access your own records.

8. Contact

For any privacy-related questions or requests, contact us at hello@scoutmyplace.com.