Privacy Policy

1. Who we are

Fivura (“Fivura”, “we”, “us”) provides estate and letting agent software. This policy explains how we handle personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We handle personal data in two different roles:

• As a controller — for visitors to this website, people who contact us or book a demo, and the staff accounts of agencies that subscribe to Fivura.
• As a processor — for the data agencies keep in Fivura about their own clients (tenants, landlords, applicants, buyers, vendors and suppliers). The agency is the controller of that data and decides how it is used; if you are one of an agency’s clients, please contact that agency first.

2. This website

This website does not use analytics, advertising or tracking tools, and it does not set any tracking cookies. When you visit, our servers and our network provider receive standard technical information (such as your IP address, browser type and the pages requested) so the site can be delivered and protected from abuse.

Booking a demo. If you book a demo through the calendar on our Book a demo page, the booking is handled by Cal.com, which receives the details you enter (such as your name, email address and chosen time) and may set the cookies it needs to run the calendar. We receive those details to hold the call with you.

Emailing us. If you email us, we receive your email address, name and whatever you choose to tell us, and use it to reply.

3. Customer accounts

When an agency subscribes, we process:

• staff account details — name, email address, phone number (if given), role, branch and password (stored only as a one-way hash);
• records of activity in the workspace, such as an audit trail of changes and sign-in information, kept for security and so the agency can see who did what;
• billing contact details. Payments are taken by Paddle as merchant of record; Paddle processes your payment details as an independent controller under its own privacy notice, and we never receive full card numbers.

4. Data agencies keep in Fivura

Agencies use Fivura to manage their clients, so a workspace may contain names, contact details, messages, property and tenancy details, payment records, documents and signatures, and identity or right-to-rent documents that clients upload.

We process this data only on the agency’s instructions, to provide the Service. Each agency’s data is held in its own separate database. When a client signs a document, we record the time, IP address and device of the signature as evidence for the agency.

5. Why we use personal data, and our lawful bases

• To provide the Service and manage subscriptions — performance of our contract with the agency.
• To reply to enquiries and hold demos — our legitimate interest in responding to people who contact us, or steps taken at your request before a contract.
• To keep the Service secure and prevent abuse — our legitimate interest in protecting Fivura and our customers.
• To meet legal, tax and accounting obligations — legal obligation.

6. Cookies

We use only cookies that are strictly necessary. When you sign in to Fivura, a secure session cookie keeps you signed in; it is not used for tracking. Because we use no analytics or advertising cookies, we do not show a cookie banner. If we ever add optional cookies, we will ask for your consent first and update this policy.

7. Who we share data with

We do not sell personal data. We share it only with service providers that help us run Fivura, under contracts that require them to protect it, and only as far as they need:

We may also disclose data where the law requires it, or to protect the rights, property or safety of Fivura, our customers or others.

8. International transfers

Some of our providers process data outside the UK. Where they do, we rely on UK adequacy regulations or on appropriate safeguards such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

9. How long we keep data

We keep customer account data for as long as the agency subscribes, and for up to 30 days afterwards so that it can ask for a copy; we then delete it, except records we must keep for tax and accounting (normally six years). Enquiry and demo emails are kept for as long as they are useful for the conversation, and no longer than two years. Data inside an agency’s workspace is kept or deleted as the agency decides.

10. Your rights

You have the right to ask for access to your personal data, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a portable format. To use any of these rights, email [email protected]. If your data is held by an agency that uses Fivura, we will pass your request to that agency, as the controller.

You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk, though we would appreciate the chance to help first.

11. Security

We protect data with encrypted connections, a separate database for each agency, role- and branch-based access controls and audit trails. Read more on our Security page.

12. Children

Fivura is a business service and is not directed at children. We do not knowingly collect personal data from children through this website.

13. Changes to this policy

We will update this policy when how we handle personal data changes, and change the “last updated” date above. Significant changes will be notified to customers by email.

14. Contact us

For any privacy question or request, email [email protected].