Privacy Policy
1. Who we are
Estaita Ltd
Registered office address:
2000 Cathedral Square, Cathedral Hill, Guildford, Surrey, United Kingdom, GU2 7YL
Email: hello@estaita.com
Estaita Ltd is the data controller for personal data processed through the Estaita platform, unless stated otherwise.
2. Scope of this Policy
This Policy applies to:
Property managers and estate agents
Developers and landlords
Residents and tenants
Contractors and service providers
Website and app visitors
It applies to all Estaita powered software, mobile apps, dashboards, and communication tools.
3. Personal data we collect
We may collect and process the following categories of personal data.
3.1 Identity and contact data
Name
Email address
Phone number
Job title or role
Property or unit reference
3.2 Account and usage data
Login details
Platform activity logs
Device and browser information
IP address
Time zone and approximate location
3.3 Resident and property related data
Messages and chat transcripts
Maintenance requests
Photos and videos uploaded
Property related notes and metadata
3.4 Technical and analytics data
Cookies and similar technologies
Performance and error logs
Feature usage metrics
3.5 AI related data
Inputs submitted to AI systems
AI generated outputs
Interaction metadata used to improve system performance
Estaita does not intentionally collect special category data.
4. How we collect data
We collect data:
Directly from users
Automatically through platform usage
From property managers or developers providing resident access
From third party integrations used to operate the platform
5. How we use personal data
We use personal data to:
Provide and operate the Estaita platform
Enable communication between users
Automate workflows and issue routing
Generate AI assisted outputs and recommendations
Improve product performance and reliability
Monitor security and prevent misuse
Comply with legal obligations
We do not sell personal data.
6. Legal bases for processing
Under UK GDPR and EU GDPR, we process data on the following bases:
Contractual necessity
Legitimate interests
Legal obligations
Consent where required
Under CCPA, we act as a business processing personal information for business purposes.
Under UAE data protection laws, processing is based on contractual and legitimate interest grounds.
7. Automated decision making and AI
Estaita uses automated systems and artificial intelligence to:
Categorise requests
Route maintenance issues
Generate suggested responses
Optimise workflows
These systems may make automated decisions.
They do not replace human decision making and may be overridden by users.
AI outputs may be inaccurate or incomplete.
Responsibility for decisions remains with users.
8. Third party processors and AI providers
We use trusted third parties to operate the platform, including:
Cloud hosting providers
Analytics tools
AI providers including OpenAI
Data shared with third parties is limited to what is necessary for service delivery.
All processors are required to meet appropriate data protection standards.
9. International data transfers
Personal data may be transferred outside the UK, EU, or UAE.
Where this occurs, we use appropriate safeguards including:
Standard contractual clauses
Equivalent contractual protections
Secure infrastructure controls
10. Data retention
We retain personal data only for as long as necessary to:
Provide services
Meet legal or regulatory obligations
Resolve disputes
Enforce agreements
Data may be retained after account termination where legally required or operationally necessary.
11. Data security
We implement appropriate technical and organisational measures to protect personal data, including:
Access controls
Encryption where appropriate
Monitoring and logging
Secure infrastructure
No system is completely secure, and we cannot guarantee absolute security.
12. Your rights under GDPR and UK GDPR
You may have the right to:
Access your personal data
Request correction
Request deletion
Restrict processing
Object to processing
Request data portability
Requests can be made by contacting hello@estaita.com.
13. Rights of US residents under CCPA
If you are a California resident, you may have the right to:
Know what personal information is collected
Request deletion of personal information
Opt out of sale of personal information
Estaita does not sell personal information.
Requests can be made via hello@estaita.com.
14. UAE data subject rights
Where applicable, individuals may request:
Access to personal data
Correction or deletion
Information about processing purposes
Requests will be handled in accordance with applicable UAE laws.
15. Cookies and tracking
Estaita uses cookies and similar technologies to:
Enable platform functionality
Improve performance
Analyse usage
You can control cookies through browser settings.
16. Children’s data
Estaita is not intended for use by people under 18.
We do not knowingly collect data from children.
17. Changes to this Policy
We may update this Privacy Policy from time to time.
The latest version will always be available on our website or app.
Continued use of the platform constitutes acceptance of the updated Policy.
18. Contact
For questions or data requests, contact:
hello@estaita.com