Privacy

How your information is used

This notice covers the pages your managing agent uses to run your building: the director and leaseholder portal, the report-an-issue form and its tracking page, contractors’ job pages and check-in, shared reports and signing requests. It was last updated on 14 October 2026.

Who is responsible

The managing agent of your building decides what information is collected about you and why. In law they are the controller. The software is provided by Servanda, which holds and processes the information on their behalf and only on their instructions. Questions about your information, or a request to see, correct or delete it, go to your managing agent. You can also write to Servanda at sam@servanda.co.uk.

If you are a director or a leaseholder

Your name, email address, the building and flat you are connected with, and your role on the board.
What you do in the portal: invoices you authorise, query or reject, votes you cast, documents you add, questions you ask. These are kept as the building's record, with your name, because that is what makes them a decision.
If the managing agent holds your email address to send you reports about the building, it is kept on that building's contact list. Only the managing agent's staff can see that list. You can ask them to stop emailing you at any time.

If you report an issue

What you tell us: your name, flat, phone, email, the problem, where it is, and any photos or your location if you choose to pin it.
It is used to deal with the problem. The page you are given to follow your report shows only your own report and where it has got to.
Updates are emailed only when a member of staff chooses to send one. Nothing is sent automatically.
If something you write suggests you may be in distress, a person at the managing agent is asked to read it the same day, and no automatic message is sent to you. If you need to talk to someone now, the Samaritans are free at any hour on 116 123, and in an emergency call 999.

If you are a contractor

Your firm's details, the jobs sent to you, your quotes, invoices, certificates, insurance and accreditations.
When you mark yourself on site and off site, the time, and the location of your phone at those two moments only, if you allow it. Your location is not followed in between, and the visit is recorded even if you do not share it. The location is used to show the building's managers that the visit took place at the building.
Photos you add during a visit or to a job, and the name and signature of whoever accepts the finished work.
Visit times, photos and sign-offs are shown to the building's directors and can appear in reports to the building's leaseholders, by your firm's name and the name you give.

Who else handles it

Servanda uses a small number of service providers to run the software, each under a written agreement: Supabase (database and file storage, hosted in London), Vercel (hosting), Resend (sending email), and Anthropic (reading certificates the managing agent uploads, so their dates can be entered for them to check, and answering questions a board that runs its own building types into Ask, from what it types and a summary of the building; no leaseholder’s name, email or address goes in that summary). Vercel, Resend and Anthropic may handle information outside the UK, under the safeguards the law requires. Postcodes are looked up with postcodes.io to place a building on a map. Nothing is sold, and nothing is used for advertising.

How long it is kept

Records about a building, including works, visits, sign-offs, invoices and decisions, are kept for as long as the managing agent keeps the building’s records, because they are evidence of what was done and when. Contact details are removed when the managing agent removes them, for example when a flat is sold. Sign-in links expire after 24 hours and work once.

Your rights

You can ask to see the information held about you, to have it corrected, or in some cases deleted or restricted, and you can object to how it is used. Ask the managing agent first. If you are not happy with the answer you can complain to the Information Commissioner’s Office at ico.org.uk.