Last updated: 13 October 2026

This policy explains how HousingAI Ltd collects and uses personal information when you visit housingai.uk, contact us or book a demo, and when your organisation uses the HousingAI platform.

Who we are

HousingAI Ltd is the controller of the personal information described in this policy, except where we say otherwise below. We are a company registered in England and Wales (company number 16485901). Our registered office is The Point, Granite Way, Mountsorrel, Loughborough, Leicestershire, LE12 7TZ.

If you have any questions about this policy or how we handle your information, email info@housingai.uk.

Information we collect and how we use it

When you contact us

Our contact form asks for your name, email address, organisation and message, and optionally your phone number. We use this to reply to you and deal with your enquiry. Submissions are checked by a spam filtering service before they reach us.

Please do not include personal information about residents, tenants or colleagues in your message. We do not need it to answer an enquiry.

When you book a demo

Our demo booking calendar is provided by HubSpot. When you book, HubSpot collects your name, email address and any other details you enter, and passes them to us so we can arrange and run the demo. HubSpot handles this information on our behalf and stores it in its EU data centre.

After an enquiry or demo, we may follow up with relevant information about HousingAI. You can ask us to stop at any time by emailing info@housingai.uk.

When you browse our website

Like most websites, ours records technical information such as your IP address, browser type and the pages you request. We use this to keep the site secure and working properly, for example to block malicious traffic.

If you accept analytics cookies, Google Analytics collects information about how you use the site, such as the pages you visit, how long you stay and the type of device you use. We use this to understand which content is useful and to improve the site. The cookies section below has more detail.

If your organisation uses HousingAI

When your organisation subscribes to HousingAI, it decides what information goes into the platform, including the questions its staff ask and any documents they upload. For that content, your organisation is the controller and we act as its processor, following its instructions under our Data Processing Agreement. If you have a question about how your organisation uses HousingAI, please contact your organisation first.

We are the controller of the information we need to provide and secure your account, such as your name, work email address, role and organisation, and records of when and how the service is used. We use this to give you access, tailor answers to your role, keep the platform secure, provide support and manage our contract with your organisation.

The HousingAI platform is hosted on Amazon Web Services in London, and AI processing takes place through Amazon Bedrock within the EU. Nothing you or your organisation enters or uploads is used to train AI models. Our Security page has more detail.

Our lawful basis

Data protection law requires us to have a lawful basis for using your personal information. We rely on:

• Legitimate interests to respond to enquiries and demo requests, follow up with people interested in HousingAI, provide and secure platform accounts for our customers' staff, and protect our website.

• Consent for analytics cookies. You can withdraw it at any time.

• Legal obligation where we must keep records, for example for tax and accounting.

We do not make decisions about you based solely on automated processing.

Who we share it with

We do not sell your personal information. We share it only with the organisations that help us run HousingAI and this website, each of which must protect it and use it only to provide its service to us:

• our website development and hosting partner, which builds and maintains this site and receives copies of website enquiries

• Amazon Web Services, which hosts the HousingAI platform

• HubSpot, which provides our demo booking calendar

• Google, which provides Google Analytics if you accept analytics cookies

• our spam filtering service, which checks contact form submissions

• Adobe, which serves the fonts on this site and receives your IP address to do so

We may also share information with professional advisers, or where the law requires us to.

International transfers

The HousingAI platform keeps your organisation's data in the UK and EU. Some of our website suppliers, including Google, HubSpot and Adobe, are based in the United States and may access information from there. Where that happens, we rely on safeguards recognised under UK data protection law, such as the UK Extension to the EU-US Data Privacy Framework or the ICO's International Data Transfer Agreement.

How long we keep it

• Enquiries and demo bookings: up to two years after our last contact with you, unless your organisation becomes a customer.

• Platform account information: for as long as your organisation's contract runs, then deleted in line with that contract and our Data Processing Agreement.

• Google Analytics data: no longer than 14 months.

• Security logs: only as long as we need them to investigate and prevent security problems.

• Accounting records: as long as the law requires.

Cookies

Cookies are small files stored on your device. We use the following.

Strictly necessary cookies do not need your consent because the site cannot work properly without them. Opening the demo booking calendar loads it from HubSpot, which may set its own cookies. See HubSpot's cookie policy for details.

To change your choice, clear the cookies for this site in your browser and the cookie banner will appear again. You can also block cookies in your browser settings, although parts of the site may then not work.

Your rights

Under UK data protection law, you have the right to:

• ask for a copy of the personal information we hold about you

• ask us to correct information that is wrong or incomplete

• ask us to delete your information

• ask us to restrict how we use it

• object to us using it, including for following up with you

• ask us to transfer it to another organisation

• withdraw your consent at any time, where we rely on consent

Some of these rights apply only in certain circumstances. To make a request, email info@housingai.uk. We will respond within one month, and there is normally no charge.

For information your organisation puts into the HousingAI platform, please make your request to your organisation, as it decides how that information is used. We will help it respond.

Complaints

If you are unhappy with how we have handled your information, please contact us first at info@housingai.uk so we can try to put it right. We will acknowledge your complaint within 30 days.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed.