Privacy Notice

Last updated: 20 October 2026 Version: 1.3 

Company: Housemind Ltd (SC906223) Privacy enquiries: privacy@housemind.uk  Complaints: complaints@housemind.uk  General enquiries: info@housemind.uk Website: https://housemind.uk

YOUR PRIVACY, IN BRIEF

Housemind helps you organise everyday household life. We use information you choose to provide to run accounts, household lists and reminders, coordinate requests for assistance, and suggest useful next steps. Some information may concern people who do not themselves use Housemind. You can request a review to close a household, and you can separately exercise your data protection rights. Information in a shared household may be visible to authorised members. Information marked private is intended to be visible to its creator in the app, subject to applicable service and security controls. We use suppliers to operate the app and process payments. We may also share limited information with a booking or service provider when you ask us to arrange something. Customers pay these suppliers directly; Housemind does not handle supplier payments. Household closure, subscription cancellation and a request for erasure are different processes. Closing a household does not immediately remove all information. We assess what can be removed and what must be kept, and no unattended permanent deletion of household records is enabled. We do not need your passwords for other online services, online banking credentials, passports or medical records for our ordinary household service. Contact privacy@housemind.uk about your information or rights.  

1. WHO WE ARE AND WHO THIS NOTICE COVERS 

Housemind Ltd is a company registered in Scotland (company number SC906223). Housemind Ltd is responsible for deciding why and how personal information is processed for the Housemind household management and concierge service. Our privacy contact is privacy@housemind.uk. Our registered office is Office 1, Technology House, 9 Newton Place, Glasgow G3 7PR. Our general contact email is info@housemind.uk. Our website is https://housemind.uk. Adults may register for a free account and buy credits for eligible concierge requests without a paid subscription or household. Paid subscriptions offer additional household management features and entitlements. This notice covers customers, invited account users, household members (including children) whose details are provided by another user, people named in requests or lists, and people who contact Housemind or visit its website. Other businesses, such as payment providers and restaurants, may have their own privacy notices.

2. INFORMATION WE COLLECT AND WHERE IT COMES FROM

We may collect and process the following information, depending on how you use Housemind. Account and security information includes your name, email address, authentication reference, household role, invitation records, preferences, security information and access records. Household information includes household names, addresses, postcodes, names and relationships of household members, dates of birth or birthdays, and optional notes. Household organisation information includes tasks, routines, calendar events, reminders, bin collection information, lists, meal plans, selected memories and saved preferences. Home and vehicle information includes vehicle registrations, maintenance and MOT dates, home maintenance information, household service providers, renewal dates, recorded amounts and billing frequency for household bills. Concierge information includes requests, timings, quotes, messages, outcomes, limited staff notes, preferences and reminders or suggestions generated using recorded information. Payment information includes subscription plans, subscription status, prices, payment status, transaction and invoice references, credit grants, purchases and refunds. Stripe handles payment card processing. Technical and communication information includes emails, enquiries, device and IP information, app events needed for access or diagnostics, and optional push notification identifiers where enabled. Website information may include enquiries, essential functionality and security storage, and any optional tracking technologies that are deployed. Privacy and account closure information includes closure requests, household and requester references, request statuses and dates, staff decisions, legal holds, retention review findings and evidence of approval or response. Most information is provided by you or another authorised household user. We may also receive operational information from payment, email and infrastructure providers, or from relevant external service providers when you ask us to arrange something. If you request household closure or exercise a privacy right, we retain a limited record of the request, its status, decisions and completion evidence. Please provide only information necessary for the service. Do not enter health details, passwords, online banking login details, identity documents or unnecessary sensitive personal information in free-text fields.

3.WHY WE USE YOUR INFORMATION AND OUR LEGAL BASES

Under UK data protection law, we must have a lawful basis for processing personal information. We rely on different lawful bases depending on the purpose. Contract means processing is necessary to provide a service you have agreed to. Legitimate interests means we have assessed that limited and proportionate processing is necessary for our legitimate business interests and does not override the rights of people concerned. Legal obligation means processing is necessary to comply with the law. We use account and authentication information to create and maintain accounts, manage household access and protect the service. This generally relies on our contract with account users and legitimate interests relating to security and relevant non-users. We use household information, lists, calendars and reminders to deliver the service. This generally relies on our contract with the customer and legitimate interests where limited information concerns other people. We process concierge requests, bookings, quotes and correspondence to provide the services customers request. This generally relies on contract and, where relevant, legitimate interests involving third-party information. We use relevant dates, tasks, routines, preferences and previous requests to provide reminders and personalised suggestions. This generally relies on contract for requested features and proportionate legitimate interests where information concerns non-users. We process billing, subscription, credit and refund information to administer payments and comply with accounting and tax obligations. This relies on contract and legal obligation. We process security, diagnostic and support information to maintain our systems, prevent misuse and respond to problems. This generally relies on legitimate interests or legal obligation where applicable. We process information relating to complaints, disputes, legal claims and individual rights to meet legal obligations and protect legitimate interests. We may use contact details for optional direct marketing where consent or another permitted legal basis applies and the relevant electronic marketing rules are satisfied. Where optional tracking technologies require consent under applicable electronic privacy rules, we will seek that consent before using them. We process household closure, privacy-rights and retention records to manage accounts appropriately, comply with data protection requirements and meet applicable financial or legal obligations. Our legitimate interests include operating a reliable household service, protecting accounts, giving proportionate reminders, responding to disputes and preventing misuse. Where children or people without Housemind accounts are concerned, we pay particular attention to necessity, reasonable expectations, data minimisation and their rights.

4. PROACTIVE HOUSEHOLD SUGGESTIONS

Housemind may use dates, tasks, household routines, renewals and preferences you have chosen to record to identify likely upcoming needs. For example, Housemind might identify an approaching service renewal or suggest preparing a checklist for a birthday. Software rules and Housemind staff may help identify these suggestions. A suggestion does not authorise Housemind to spend money, book a service or disclose information to a third party. We do not make solely automated decisions with legal or similarly significant effects as part of our ordinary household suggestions.

5. SHARED HOUSEHOLDS, PRIVATE INFORMATION AND CHILDREN

Housemind allows authorised people to access a shared household. Ordinary shared household information, including household member names, may be accessible to authorised household users. Authorised Housemind staff may access relevant household records to support accounts, fulfil requests and identify possible proactive, personalised suggestions. Staff access is subject to role-based controls and operational need. Information marked private in the app is not a promise that authorised staff can never access it for legitimate service, security or legal purposes. Information expressly marked private in the memories feature is designed not to be shared with other ordinary household users. Exceptional authorised operational or security access may still be possible where necessary and appropriately controlled. Not every list, event or note has an equivalent privacy setting. Please consider this before adding information. Customers may record limited information about children or people who do not use Housemind, where reasonably necessary to organise household life. We do not use this information to market directly to children. If you are named in a household record and wish to understand how your information is used or exercise your rights, please contact us. We assess requests individually, taking account of other household members' rights and applicable legal exceptions.

6. SERVICE MESSAGES AND MARKETING

We use account contact information to send necessary messages. These may include password recovery emails, security notifications, payment information, concierge updates and reminders. These messages are part of operating the service and are separate from promotional marketing. Optional channels such as browser or PWA push notifications may store a device subscription endpoint and associated technical keys. Where available, you can disable notifications through the app or your device settings. We send promotional email or other electronic marketing only where a lawful permission route applies, such as consent or a qualifying existing-customer soft opt-in. Marketing messages include a clear way to unsubscribe. Choosing not to receive marketing does not stop essential service messages.

7. WHO WE SHARE INFORMATION WITH

We use trusted providers to operate Housemind and deliver our services. These include Supabase for database services, authentication and infrastructure; WeWeb for the web application and publishing or hosting; Stripe for subscriptions, billing, credits and refunds; Resend for transactional emails; Microsoft 365 for business correspondence; and Zoho Books for bookkeeping. Website and domain providers such as GoDaddy may also process information relevant to the services they provide. Stripe may act as a data processor for some activities and an independent controller for others. Information may also be accessed by authorised members of your household, authorised Housemind staff, accountants, professional advisers, regulators and public bodies where required by law. Starling and other financial institutions may receive necessary transaction information as separate banking service providers. Where you authorise a concierge request, we may share the limited information necessary with a restaurant, venue, tradesperson or other relevant service provider. For supplier bookings, the customer contracts and pays directly with the supplier. Housemind does not receive, hold, advance or pay supplier funds on customers’ behalf. These providers may be independent data controllers and have their own privacy notices. Some suppliers use their own infrastructure providers and subprocessors. We do not sell information about your household to advertisers.

8. INTERNATIONAL DATA TRANSFERS

Housemind's main Supabase project is hosted in the United Kingdom, in the London region. However, some service providers and support teams operate internationally, including in the United States. This means certain personal information may be accessed or processed outside the United Kingdom. Where a restricted international transfer requires safeguards, relevant arrangements may include UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, as appropriate. You may request further information about relevant transfer arrangements by contacting privacy@housemind.uk.

9. HOW LONG WE KEEP INFORMATION

We retain personal information only for as long as necessary for the purpose for which it is processed, taking account of active accounts and households, outstanding service requests, shared access, security, legal obligations and disputes. Account and household information is ordinarily held while the account or household is active and the information remains necessary. Cancellation of a paid subscription does not itself close an account or require deletion. Customers with unused purchased credits may retain a limited account to use eligible concierge services. For an eligible household closure or erasure request, our operational target is to remove information that is no longer needed from active systems within 30 days of the request. This is a target, not a guarantee that every item will be permanently erased within that period. We may need to verify identity, resolve shared-household interests, preserve necessary financial records or apply lawful exceptions. We will handle statutory requests without undue delay and within applicable legal time limits. Backups may retain residual copies temporarily after deletion from active systems. Our proposed backup expiry target is 90 days, subject to verification of each provider's backup arrangements. Backup removal is not currently verified as a universal 90-day guarantee. Our current retention schedule generally provides for unused household invitations older than 90 days and routine activity logs older than 180 days to be removed by scheduled cleanup, subject to exceptions such as legal holds. These cleanups are separate from complete household deletion. Completed concierge service records are generally reviewed after up to 24 months, where continued retention is justified. Privacy-rights case records are normally reviewed after approximately three years. Accounting and tax information is generally retained for at least six years after the end of the relevant financial year, or for longer when legally required. Information may be removed earlier where there is no longer a valid reason to retain it. Some records may be kept for a longer period where necessary to meet legal obligations, establish or defend legal claims, investigate security incidents or protect the rights of other people. We assess these circumstances individually.

10. CLOSING A HOUSEHOLD AND REQUESTING DATA DELETION

Household owners may request a review to close a household through account settings, where available, or by emailing privacy@housemind.uk. You may separately request erasure of personal information about you, whether or not you close a household. Household closure, subscription cancellation, account closure and statutory erasure requests are distinct. Requesting household closure does not itself cancel billing; subscription cancellation must also be completed through the relevant billing process. Closing one household does not automatically close your account or remove access to other households. Housemind checks that the requester has the necessary authority and reviews active subscriptions, unused purchased credits, outstanding concierge work, the rights of other household members and any legitimate retention obligations. Closure and disposal are subject to authorised staff review and appropriate records of decisions. When a household closure is approved, the household is made inactive and associated routine notifications and invitations are disabled or stopped where supported. The database records a disposal review target of 30 days from the original request. Supabase currently has scheduled cleanup for older unused invitations and routine activity logs. A restricted, staff-authorised process can erase certain household-associated operational records after safeguards are checked. Full permanent erasure across all linked household records, user accounts, financial information, backups and third-party systems is not yet fully automated or verified. We do not describe household closure as an immediate or automatically complete deletion. We evaluate eligible erasure requests under UK data protection law, including applicable exemptions and the rights of other household members. We normally respond without undue delay and within one month, subject to extensions permitted by law. Our operational deletion targets do not reduce your statutory rights. For details of information retained after a request, or to exercise your rights, email privacy@housemind.uk.

11. SECURITY AND ACCESS TO INFORMATION

We use access permissions, role-based controls and technical and organisational safeguards intended to protect customer information. Household access is restricted to authorised users. Private memories are designed to be hidden from other ordinary household users, subject to necessary and controlled staff access. Household closure and data-disposal decisions require staff authorisation and are recorded for accountability. We review security controls as the platform develops. You should protect your Housemind sign-in information and contact us if you suspect unauthorised account access.  

12. YOUR DATA PROTECTION RIGHTS

Depending on the circumstances, UK data protection law gives you rights relating to your personal information. These may include the right to access information about you, correct inaccurate information, request deletion, restrict certain processing, object to certain uses, and receive or transfer certain information in a portable format. Where processing relies on consent, you may withdraw that consent without affecting processing that was lawful before withdrawal. Some rights are subject to statutory qualifications and exemptions. You can exercise your rights by emailing privacy@housemind.uk. Where available, signed-in customers can also submit privacy-rights requests through the Housemind app. We may request proportionate identity verification before fulfilling a request. We must also take account of the privacy and rights of other household members. We ordinarily respond without undue delay and within one month, subject to legally permitted extensions and exceptions. A household closure request is not automatically treated as withdrawing consent or requesting deletion of every associated record. 

13. WEBSITE COOKIES AND SIMILAR TECHNOLOGIES

Our website and app may use cookies and similar technologies to provide essential functionality. This may include authenticated sessions, user preferences and security functions. Any optional analytics or marketing technologies must be identified and handled under applicable UK electronic privacy rules. Where consent is required, we will seek it before using those technologies. We will provide more detailed information about cookies and device storage where required for the technologies actually in use.

14. CHANGES TO THIS NOTICE AND COMPLAINTS 

We may update this privacy notice when our services, suppliers, processing activities or legal obligations change. Updated versions will include a revision date. Where appropriate, we will inform users about material changes. If you have a question about personal information or data protection, contact privacy@housemind.uk. 

To make a formal complaint about our service or how we have handled your information, contact complaints@housemind.uk. We will acknowledge data protection complaints within 30 days and handle them under our complaints process. 

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

ICO website: https://ico.org.uk/make-a-complaint Telephone: 0303 123 1113 Postal address: Information Commissioner's Office, 4th Floor, No. 3 Circle Square, 5 Hawkshaw Street, Manchester, M1 7BL.