What we hold, why, and for how long.

Who we are

Resident Led is a product from Instig8 Ltd, company number 11213906, registered in England and Wales at Bartle House, 9 Oxford Court, Manchester, M2 3WQ. Registered with the Information Commission, reference ZA832654. Questions about this notice go to privacy@residentled.com.

The free tools

Each time someone uses a free tool, we keep a record of it for 12 months: which tool, when, what it found, the page you came from, your country and region, and your browser type.

Demand checker. The text you paste is checked in the moment and is not kept. The record holds what the check found, such as which required items the demand has, without names, addresses or amounts. If you ask for the report by email, we keep your email address and the report for 90 days so we can send it and answer a question about it.

Block health check. We read the public register at Companies House and the ICO register when you enter a company number. The record holds the company number, the company name and what the check found, with the officers as a count. If you ask for reminders, we keep the company number, the dates and your email address until 90 days after the last of the dates. Every reminder has a link to stop them.

Section 20 timeline. The record holds the dates and the number of flats you entered. If you ask for the dates by email, we keep your email address for 90 days.

Questions, calls and partner messages. When you send us a question, ask for a call or write to us about taking part, we keep your email address, your message, and your name where the form asks for it, for 12 months after your last message, so we can answer and follow up.

To count repeat use on the same day without cookies, the record holds a scrambled code made from your IP address and browser. The code changes every day. If you accept cookies, the record also holds your PostHog analytics ID, which links your visits across days.

Early-access list. When you join the early-access list, we keep your email address, the size of your block, any answers you give about the company and who runs it, the page you came from, the offer you joined under, and the words you agreed to and when. To spot automated sign-ups, the record also holds the scrambled daily code described above, and whether the sign-up looked automated, and why. We use them to confirm you are on the list, to tell you if the opening moves, and to email you when the software opens. We keep them until you leave the list, or until 90 days after the founding price stops being held, whichever comes first, and delete them within two days of that. Every email has a link to leave.

Lawful basis: legitimate interests (improving the tools, spotting automated misuse, helping companies meet legal duties, answering the questions and requests you send) for the records and messages; consent for the emails you ask for. To object to the records, write to privacy@residentled.com. Lawful basis for the early-access list: consent, which you can withdraw at any time with the link in any email from us about it; legitimate interests (spotting automated sign-ups) for the scrambled code and the automated check.

Data from the public register

The health check shows officers’ names and verification status because they are on the public register and because a director needs to know who still has to verify. We do not show addresses. Result pages are not indexed by search engines and are not published. If you are an officer of a company and want to talk to us about how your details appear, write to us; to change what the register itself shows, contact Companies House. To answer quickly, we keep what we read from Companies House about a company for up to two days: the officers’ names, roles and verification status, and the filing dates. Officers’ addresses and dates of birth are never kept. To check the ICO fee, we keep a list made from the ICO’s public register of fee payers and replace it every day. For each organisation on it we keep only a scrambled code made from its name. The names, addresses and contact details the register publishes are dropped as the file is read. Some organisations on the register are people trading under their own name, so this notice covers those codes too.

Who else handles the data

Six companies help us run the website and the free tools. Each one handles the data to do its job for us, under a written contract. Stripe also has one use of its own, set out below.

Some of this data goes to the United States. Each company’s contract with us covers that transfer with a safeguard UK law recognises. Vercel, Supabase, Resend and Stripe use the International Data Transfer Addendum, a set of contract terms issued by the Information Commission. PostHog relies on the UK Extension to the EU–US Data Privacy Framework, which covers US companies that sign up to it, and uses standard contract terms as well. Resend and Stripe have also signed up to the Data Privacy Framework. For a copy of the safeguard for any one company, write to privacy@residentled.com.

When you buy a pack, Stripe also uses your payment details for its own checks against fraud and money laundering. For those checks Stripe decides how the data is used, and Stripe’s privacy notice applies.

Your rights

You can ask what we hold about you, ask us to correct or delete it, ask us to restrict how we use it, object to our using it, and take it elsewhere. Where we rely on your consent, for the emails you ask for, you can withdraw it at any time; that does not affect what we did before you withdrew it. Write to the address above and we answer within a month. You can also complain to us at the same address, and we acknowledge a complaint within 30 days. If you are not satisfied you can complain to the Information Commission’s Office at ico.org.uk.

Analytics and cookies

We use PostHog, hosted in the EU, to count visits and see which pages and tools are used. If you accept cookies, PostHog sets cookies and records visits so we can see where the site is hard to use. Those recordings hide the text of a pasted demand and the names of officers. If you decline, PostHog counts the visit without cookies and does not record it. You can change your choice at any time from the Cookies link at the foot of every page. PostHog keeps the record of visits for up to 12 months and recordings for one month.

Packs

When you buy a pack, we keep the order: its reference, the pack, the amount, the email address and company name given at checkout, and when the details arrived. We keep the order for 6 years from the end of the financial year it relates to, which is how long a company must keep its accounting records. Stripe keeps its own record of the payment, as its privacy notice sets out.

The details you send for a pack, such as the list of flats and leaseholders and a description of the works, are used to prepare the pack, kept with it, and deleted 90 days after the pack is finished. We handle the list of leaseholders for the block, as the terms set out.

Customers

This notice covers the website, the free tools and the packs. When the software opens in early 2027, what we hold for a block that subscribes, and how the block controls who sees it, is set out in the terms.