Privacy and cookies

Who we are

Swallow Barn Property Care is a trading name of Swallow Barn Property Limited, registered in England and Wales, company number 16675771, registered office Ground Floor, The Maltings, Locks Hill, Rochford, Essex SS4 1BB. We decide how your information is used, so we are the "controller" of it under UK data protection law.

Questions about your information: hello@swallowbarn.co.uk.

What we collect

• Your name, email address and phone number.
• The property postcode and, if we do the job, its address and access arrangements.
• Details of the work, dates, and anything you choose to tell us.
• Photos and documents you send us, such as inventory or check-out reports.
• For letting agents: your agency and branch.

We never ask for or store key-safe or alarm codes. We take those by phone.

What we use it for

• To reply to your enquiry and give you a price. The legal basis is taking steps at your request before a contract.
• To do the job, send updates, produce the work completion report and invoice you. The legal basis is our contract with you.
• To keep accounts and tax records. The legal basis is our legal obligation.
• To check we are not already acting for the other side of the same tenancy, and to stop spam and misuse of our website. The legal basis is our legitimate interests.

We do not sell your information, use it for advertising, or send marketing emails.

Photos

We remove location data from photos before we store or publish them. We only show photos of a property on our website with the owner's permission.

Who else handles it

We use a small number of service providers, who only process your information on our instructions:

• Cloudflare: hosts this website, stores enquiries and photos, and protects our private pages.
• Our email provider: delivers enquiries and job updates.
• FreeAgent: our accounting and invoicing software.
• Stripe: if you pay an invoice or deposit by card.
• Anthropic (Claude, an AI assistant): to help turn a check-out or inventory report into a list of work. A person checks every list before we use it.

Some of these providers may process information outside the UK. Where they do, they use safeguards approved under UK data protection law.

If you are a landlord or letting agent, we share the work completion report with the people you ask us to, such as the deposit scheme.

We send reports as a private web link that only opens that one report and stops working after 30 days. Please download a copy to keep; if you need it again later, ask and we'll send a new link.

How long we keep it

• Enquiries that don't turn into a job: deleted after 12 months.
• Job records, reports and invoices: kept for 6 years, for accounts and in case of disputes.

Cookies

This website doesn't use advertising or tracking cookies, and we don't use analytics that follow you around the web. Our fonts and images are served from our own site.

We only use cookies that are strictly necessary: a sign-in cookie for our private staff pages, set by Cloudflare Access, and Cloudflare Turnstile, a spam check on our quote form that confirms a real person is sending it. These don't need your consent under UK law, so we don't show a cookie banner.

Your rights

You can ask to see the information we hold about you, correct it, delete it, or object to how we use it. Email us and we will reply within one month.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk.