Privacy Policy

Your privacy is critically important to us.

Mytoor Ltd  is located at:

Mytoor Ltd
CRL, Shipping Building, 252 Blyth Road, Hayes, Middlesex, UB3 1HA

It is Mytoor policy to respect your privacy regarding any information we may collect while operating our website. This Privacy Policy applies to www.mytoor.co.uk (hereinafter, “us”, “we”, or “www.mytoor.co.uk”). We respect your privacy and are committed to protecting personally identifiable information you may provide us through the Website. We have adopted this privacy policy (“Privacy Policy”) to explain what information may be collected on our Website, how we use this information, and under what circumstances we may disclose the information to third parties.

Processing of your personal data

Under the GDPR (General Data Protection Regulation) we control and / or process any personal information about you electronically using the following lawful bases.

We are registered with the ICO under the Data Protection Register, our registration number is: ZA382794.

What data do we collect?

Collected customer/tenant information

We collect the following customer information when contacting us. This is used for contact and billing purposes and is not shared with any 3rd parties.

  • Name *
  • Email address *
  • Phone number *
  • IP Address (for the purpose of identifying and capturing the device used for electronic signatures)

Collected company Information

We collect the following company information when creating an account. This is used for contact and billing purposes and is not shared with any 3rd parties.

  • Company name *
  • Company Address *

Collected Property information

We collect the following property information when creating a booking. This is used to carry out the required property visit for the report and for billings.

  • Property Address *
  • Type of property *
  • Number of bedrooms *
  • Property furnished state *
  • Name of person making the booking *
  • Location of keys to be collected *
  • Location of meters
  • Any notes about the booking

* required data

The information we collect is only used to carry out the jobs for which we have been instructed.  We keep this information on file in order to prove the instruction for accounting purposes according to HMRC guidelines.

We do not share this information with any third party for marketing or any other purpose.  Our website does not have any tracking software and does not collect cookies.

How do we use your data?

We use the tenant, landlord, lettings branch and property information when undertaking the following services: –

  • Property Inventory Reports:
  • Check In Reports
  • Interim Check Reports
  • Check Out reports
  • Property photographs

How and where do we store your data?

Through use of our third party inventory software: –

We use standard Server Side Encryption (SSE). With SSE, every protected object is encrypted with a unique key. This object key is itself encrypted by a separate master key. A new master key is issued at least monthly. Encrypted data, encryption keys and master keys are stored and secured on separate hosts for multiple layers of protection.

Our servers provide a Secure Sockets Layer (SSL) certificate with unique IP. To avoid distribution denial of service (DDoS) attacks, managed firewalls with a multi-tiered approach to network security are in place to prevent the risk of a security compromise.

Photos with sensitive user information (right to rent; passports/photocards etc) are stored in a private (non public) s3 bucket.

We store our data of the reports we undertake on our client portal which each assigned user have access to (hub.mytoor.co.uk). We also store pictures of the properties for future reference (i.e. Check In photos are stored until we do a Check Out of the same property for the same tenant).

Data retention period: We will continue to process your information under this basis until you withdraw consent or it is determined your consent no longer exists. If you are an inactive client for over 3 months we will remove access to the Client hub (“hub.mytoor.co.uk”) so it is advised to download reports/links to your local device. If you have been an inactive client for over 3 months, Mytoor will hold no liability/responsibility if a report is no longer available.

If you are a client and no longer wish to use our services, Mytoor Ltd will provide a written 14 days notice before removing your information, this includes but not limited to property details, landlord information, tenant information, reports and other details. If you have received your 14 days notice (via email), Mytoor Ltd will hold no liability/responsibility if a report is no longer available.

Sharing your information: We do not share your information with third parties.

Changes to our Privacy Policy

We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.

Contact Information

If you have any questions about this Privacy Policy, please contact our Data Handler (Hardeep Toor) via email or phone.