Privacy Policy

1. Introduction

Wooma Limited understands that protecting your personal data is important. This Privacy Policy explains how we collect, use and protect personal data when you use Wooma Business, our property inspection and reporting platform for letting agents and property professionals.

Please read this policy carefully. By using Wooma Business, you agree to the practices described here. If you don't agree, please don't use the platform.

This policy should be read alongside our Terms of Service. If you have any questions, get in touch at hi@wooma.app.

2. Who we are

• Company Name: Wooma Limited
• Registered Office: 86-90 Paul Street, London, EC2A 4NE
• Company Number: 16255038
• Contact: hi@wooma.app
• Website: wooma.com

Wooma Limited is the data controller for personal data collected through Wooma Business. This means we're responsible for deciding how and why your personal data is used.

3. What data we collect

We may collect and process the following categories of personal data:

We do not actively seek to collect special category data (such as health, ethnicity or biometric data). If any such data is included in content you upload, you are responsible for ensuring you have the appropriate basis to process it.

4. How we collect your data

We collect personal data in the following ways:

• Directly from you — when you register, use the platform, generate reports, contact support, or respond to communications
• Automatically — through cookies, analytics tools and server logs when you use the platform
• From third parties — such as Stripe, when processing payments

5. How we use your data

We only use your personal data where we have a lawful basis to do so. The table below sets out our purposes and the legal basis we rely on for each.

Where we rely on legitimate interests, we have considered whether those interests are overridden by your rights and interests. If you'd like more detail on any specific processing activity, please contact us.

6. Who we share your data with

We may share your personal data with the following categories of third party:

• Stripe — for payment processing. Stripe is PCI-DSS compliant and handles all card data directly.
• Amazon Web Services (AWS) — for cloud infrastructure and data storage.
• Hetzner — for server hosting.
• Google Analytics — for platform analytics and usage insights. Google may process data outside the UK; see Section 8 for more detail.
• Professional advisers — including lawyers, accountants and insurers, where necessary.
• Law enforcement or regulatory authorities — where we are required or permitted to do so by law.
• A successor business — in the event of a merger, acquisition or sale of assets.

We do not sell your personal data. We do not share it with advertisers.

7. Property and tenant data

When you use Wooma Business to create property reports, you may upload personal data relating to tenants or third parties, such as names, contact details or photographs.

In this context, you act as a data controller in your own right for that data. You are responsible for ensuring that:

• You have a lawful basis for processing tenant personal data
• Tenants have been informed about how their data will be used
• You comply with your obligations under UK GDPR and the Data Protection Act 2018

Wooma processes this data on your behalf as a data processor. Our processing is governed by our Terms of Service and this Privacy Policy.

8. International data transfers

Some of our third-party providers may store or process data outside the United Kingdom, including in the European Economic Area and the United States. Where this happens, we ensure that appropriate safeguards are in place, including:

• Transfers to countries recognised by the UK as providing adequate protection
• Standard contractual clauses approved under UK data protection law

Google Analytics data may be transferred to the US. You can opt out of Google Analytics tracking by using the Google Analytics Opt-out Browser Add-on, available at tools.google.com/dlpage/gaoptout.

9. How long we keep your data

We keep your personal data for as long as necessary to provide the service and meet our legal obligations. In practice:

• Account data is retained for as long as your account is active
• On account closure, personal data is deleted within 30 days, except where we are required to retain it by law
• Financial and transaction records are retained for 7 years to meet HMRC requirements
• We may retain data for longer if required in connection with a legal claim or complaint

10. Cookies and tracking

We use cookies and similar tracking technologies on the Wooma Business platform. These help us understand how the platform is being used and improve the experience for users.

We use:

• Essential cookies — required for the platform to function
• Analytics cookies — via Google Analytics, to understand usage patterns

You can control cookies through your browser settings. Disabling essential cookies may affect your ability to use the platform. For more detail, see our Cookie Policy.

11. Security

We take the security of your personal data seriously. We use appropriate technical and organisational measures to protect it from unauthorised access, loss, or disclosure, including encryption in transit and at rest, access controls, and regular security reviews.

No method of transmission over the internet is completely secure. While we work hard to protect your data, we cannot guarantee absolute security.

12. Your rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Access — you can request a copy of the data we hold about you
• Correction — you can ask us to correct inaccurate or incomplete data
• Erasure — you can ask us to delete your data in certain circumstances
• Restriction — you can ask us to limit how we use your data
• Portability — you can request your data in a structured, machine-readable format
• Objection — you can object to processing based on legitimate interests
• Withdraw consent — where processing is based on consent, you can withdraw it at any time

To exercise any of these rights, contact us at hi@wooma.app. We will respond within one month. There is no charge for most requests, but we may charge a reasonable fee for manifestly unfounded or excessive requests.

You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk. We'd appreciate the chance to address your concerns first, so please contact us before approaching the ICO.

13. Changes to this policy

We may update this Privacy Policy from time to time. If we make a significant change — particularly one that affects how we use your data — we'll notify you by email before the change takes effect. The updated policy will always be available on our website.

Your continued use of Wooma Business after any changes means you accept the updated policy.