FreeholdFreehold

Privacy Policy

Effective 22 May 2026

This policy explains how Freehold collects, uses and protects your personal data when you use our website and our iOS and Android apps (together, the “Service”). It also explains the rights you have over your data.

Freehold is operated by iCentric Systems Ltd (trading as Harbour SW Developments), a company registered in England & Wales (the “we”, “us” or “our” in this policy). For the purposes of UK data protection law, we are the “data controller” of the personal data described below.

1. Information we collect

We collect the following categories of information:

  • Account information — your name, email address and a securely hashed password when you register.
  • Property and financial records you enter — property addresses and details, rent and expense entries, tenancy information and any notes you add. This is the core data the Service exists to help you track.
  • Receipts and documents — photos, PDFs and other files you choose to attach to your records.
  • Payment information — if you subscribe to a paid plan, payments are processed by our payment provider (Stripe). We do not store your card details; we retain only limited billing data such as your plan, subscription status and a Stripe customer reference.
  • Technical and usage data — device and browser type, IP address, and log data generated when you use the Service, used to keep it secure and working correctly.

2. How we use your information

We use your information to:

  • provide, maintain and improve the Service;
  • create and secure your account and authenticate you;
  • store and display the property and financial records you enter;
  • process subscription payments and manage billing;
  • respond to your support requests;
  • detect, prevent and address fraud, abuse or security issues; and
  • comply with our legal obligations.

Our lawful bases for processing are: performance of our contract with you (to provide the Service), our legitimate interests (to keep the Service secure and improve it), compliance with a legal obligation, and your consent where we ask for it.

3. How we share your information

We do not sell your personal data. We share it only with service providers who help us run the Service, and only as needed to do so. These include:

  • Stripe — to process subscription payments;
  • Amazon Web Services (AWS) — to host the Service and store your data and uploaded files.

We may also disclose information where required by law, to protect our rights or the safety of others, or as part of a merger, acquisition or sale of assets (in which case we will notify you).

4. International transfers

Some of our providers may process data outside the UK. Where they do, we rely on appropriate safeguards (such as the UK International Data Transfer Agreement or equivalent standard contractual clauses) to ensure your data receives a comparable level of protection.

5. Data retention

We keep your personal data for as long as your account is active. If you delete your account, we delete or anonymise your personal data within a reasonable period, except where we are required to keep certain records (for example, billing and tax records) to meet our legal obligations.

6. Security

We use appropriate technical and organisational measures to protect your data, including encryption in transit, hashed passwords and access controls. No method of transmission or storage is completely secure, but we work to protect your information and to respond promptly to any incident.

7. Your rights

Under UK data protection law you have the right to:

  • access the personal data we hold about you;
  • ask us to correct inaccurate or incomplete data;
  • ask us to delete your data (“right to erasure”);
  • restrict or object to certain processing;
  • request a portable copy of the data you provided to us; and
  • withdraw consent at any time where we rely on it.

To exercise any of these rights, contact us at support@icentricsystems.com. You also have the right to complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk.

8. Cookies

We use essential cookies needed to sign you in and keep your session secure. We do not use cookies for advertising. Because these cookies are strictly necessary to provide the Service, they cannot be switched off.

9. Children

The Service is intended for landlords and is not directed at children. We do not knowingly collect personal data from anyone under 18. If you believe a child has provided us with personal data, please contact us and we will delete it.

10. Changes to this policy

We may update this policy from time to time. When we make material changes, we will update the “Effective” date above and, where appropriate, notify you within the Service.

11. Contact us

If you have any questions about this policy or how we handle your data, contact us at support@icentricsystems.com.

Freehold is a product of Harbour SW Developments, trading name of iCentric Systems Ltd.