Privacy Policy

1. Introduction

BlocIQ Ltd ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management platform.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, company name, phone number
• Building Data: Property addresses, unit details, leaseholder information
• Documents: Leases, compliance certificates, invoices, correspondence
• Payment Information: Billing details (processed securely by Stripe)

2.2 Information We Collect Automatically

• Usage Data: Pages visited, features used, time spent in the application
• Device Information: Browser type, IP address, operating system
• Cookies: Session management and analytics (see Section 9)

3. How We Use Your Information

We use your information to:

• Provide and maintain the BlocIQ service
• Process documents using AI and OCR technology
• Send service notifications and compliance reminders
• Process billing and manage subscriptions
• Improve our platform through analytics
• Provide customer support
• Comply with legal obligations

4. Trial Account Data

4.1 Data Collection During Trial

Data submitted during free trials is processed and stored under the same safeguards as paid accounts. We collect and process:

• Building and property information
• Document uploads and OCR content
• User account information
• Usage metrics and analytics

4.2 Data Retention for Trial Accounts

• Active Trial (Days 1-30): All data is retained and accessible
• Expired Trial (Days 31-60): Data is retained in read-only mode for export
• After Day 60: Data is permanently deleted or anonymized

4.3 Trial Data Deletion

Upon expiry or cancellation of a trial account that is not converted to a paid subscription:

• Users have 30 days to export their data
• After 60 days total from trial start, all Customer Data is permanently deleted
• Deletion is irreversible and cannot be undone
• Anonymized usage statistics may be retained for product improvement

4.4 Data Protection

Trial account data receives the same security protections as paid accounts, including:

• Encryption at rest and in transit (AES-256)
• Access controls and authentication
• Regular security audits
• GDPR and UK Data Protection Act 2018 compliance

4.5 Analytics and Usage Data

We collect anonymous usage statistics from trial accounts to improve our product, including:

• Feature usage metrics
• OCR page volumes
• AI query patterns
• Conversion funnel analytics

This data is anonymized and cannot be used to identify individual users or agencies.

4.6 Marketing Communications

During your trial, we may send you:

• Onboarding and product education emails
• Usage updates and progress reports
• Conversion incentives and upgrade reminders
• Trial expiration notices

You may opt out of marketing communications at any time by clicking "unsubscribe" in any email. Service-related communications (e.g., trial expiration notices) cannot be opted out of while your account is active.

5. Data Security

We implement industry-standard security measures to protect your data:

• Encryption: AES-256 encryption for data at rest, TLS 1.3 for data in transit
• Access Control: Role-based permissions and multi-factor authentication
• Infrastructure: Hosted on secure cloud infrastructure (Supabase, Vercel)
• Monitoring: 24/7 security monitoring and incident response
• Backups: Regular automated backups with point-in-time recovery

6. Data Sharing and Disclosure

6.1 Third-Party Service Providers

We share data with trusted third-party providers who assist in operating our platform:

• Supabase: Database and authentication
• OpenAI: AI processing and analysis
• Stripe: Payment processing
• Vercel: Application hosting
• Microsoft: Outlook integration

All third parties are contractually obligated to protect your data and use it only for the purposes we specify.

6.2 Legal Requirements

We may disclose your information if required by law, court order, or government request, or to protect our rights, property, or safety.

6.3 No Data Sales

We do not sell, rent, or trade your personal information or building data to third parties for marketing purposes.

7. Your Data Rights (GDPR)

Under GDPR and UK data protection law, you have the following rights:

• Right to Access: Request a copy of your data
• Right to Rectification: Correct inaccurate data
• Right to Erasure: Request deletion of your data
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Export your data in a machine-readable format
• Right to Object: Object to certain processing activities

To exercise these rights, contact us at privacy@blociq.co.uk

8. Data Retention

8.1 Paid Accounts

• Active Accounts: Data retained for as long as your subscription is active
• Cancelled Accounts: Data retained for 30 days, then permanently deleted
• Legal Requirements: Some data may be retained longer to comply with legal obligations (e.g., financial records for 7 years)

8.2 Trial Accounts

• Active Trial: 30 days from signup
• Grace Period: Additional 30 days (read-only)
• Permanent Deletion: After 60 days total if not converted

9. Cookies and Tracking

We use cookies and similar technologies for:

• Essential Cookies: Session management and authentication (required)
• Analytics Cookies: Understanding usage patterns (optional)
• Preference Cookies: Remembering your settings (optional)

You can manage cookie preferences in your browser settings. Note that disabling essential cookies may affect platform functionality.

10. International Data Transfers

Your data is primarily stored in the European Economic Area (EEA). Where data is processed outside the EEA (e.g., by OpenAI in the US), we ensure adequate safeguards are in place, such as Standard Contractual Clauses (SCCs).

11. Children's Privacy

BlocIQ is not intended for users under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected data from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the Service. Your continued use of BlocIQ after changes are posted constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or how we handle your data:

BlocIQ Ltd
Email: privacy@blociq.co.uk
Support: support@blociq.co.uk
Website: www.blociq.co.uk

14. Data Protection Officer

For GDPR-related inquiries, you can contact our Data Protection Officer at:

Email: dpo@blociq.co.uk