1. Introduction and Summary
Boxpod Ltd understands the importance of your personal information and our legal responsibility to handle it lawfully. We process personal data on different lawful bases depending on the purpose — including performance of a contract (for account holders), our legitimate interests (to provide, secure and improve the service), your consent (for marketing and non-essential cookies), and compliance with our legal obligations. The basis relevant to each purpose is described in Section 5.
In summary:
- If you enquire about a property, we will only use your information to pass the enquiry to the relevant property advertiser (landlord or listing party). Your details will be securely stored on our system for up to 12 months to allow us to follow up if necessary.
- We will share your enquiry details with the landlord or advertiser of the property you are enquiring about, as this is essential to our service. We will not share your personal information with any other third parties except as described in this policy.
- You can contact us at any time to request the information we hold about you. You can also request that we delete your information at any time.
- If you advertise properties with us, we will securely store your details while the advertising agreement is active and for up to 24 months after, to manage your account and provide enquiries and management information.
- All information is securely stored, and access is via SSL-encrypted links, with encrypted passwords.
Boxpod Ltd is registered in England & Wales (Company No. 07824123). Our registered office address is Burley View, Hambleton Road, Egleton, Rutland, LE15 8AE.
Please read this Privacy Policy carefully and ensure that you understand it. Your use of our website constitutes your acceptance of this Privacy Policy.
2. What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the ‘GDPR’) and the UK GDPR as any information relating to an identifiable person, either directly or indirectly.
In simpler terms, personal data is any information that allows you to be identified. It includes obvious details such as your name and contact information, as well as less obvious data like identification numbers, email addresses, and online identifiers.
3. What Are My Rights?
Under the GDPR and UK GDPR, you have the following rights, which Boxpod Ltd is committed to upholding:
- The right to be informed about our collection and use of your personal data. This Privacy Policy explains how we use your data, but please feel free to contact us with any further queries using the details in Section 13.
- The right to access the personal data we hold about you. Details on how to request access are provided in Section 11.
- The right to rectification if your personal data is inaccurate or incomplete. Please see Section 13 for how to exercise this right.
- The right to erasure (also known as ‘the right to be forgotten’), meaning you can request that we delete your personal data. Details are provided in Section 13.
- The right to restrict processing of your personal data in certain circumstances, such as if you contest the accuracy of the data.
- The right to object to us processing your personal data for specific purposes, including direct marketing.
- The right to data portability, allowing you to request a copy of your personal data in a structured, commonly used, and machine-readable format for use with another service or organisation.
- Rights relating to automated decision-making and profiling. Boxpod Ltd does not use your personal data for automated decision-making or profiling.
For more information about your rights or to exercise them, please contact us using the details provided in Section 13.
4. What Data Do We Collect?
Depending on how you interact with our website, Boxpod Ltd may collect the following types of personal data:
- Name
- Organisation or company name
- Postal address
- Email address
- Telephone number
- Job title or role (if provided)
- Property requirements when enquiring about a listing
- Login username and encrypted password for account holders
We do not collect or store sensitive personal data (also known as ‘special categories of personal data’) as defined by the GDPR and UK GDPR.
5. How Do You Use My Personal Data?
Under the GDPR and UK GDPR, we are required to have a lawful basis for processing your personal data. Boxpod Ltd processes your data for the following purposes:
- Managing your account and providing you with access to our website and services.
- Facilitating communication between property enquirers and advertisers. When you submit an enquiry about a property, we will share your contact details and enquiry message with the relevant landlord or advertiser to enable them to respond to you.
- Personalising and improving our services to better meet your needs.
- Responding to your communications, enquiries, and support requests.
- Providing you with information, updates, and marketing materials that you have opted in to receive. You can unsubscribe from marketing communications at any time by contacting us at hello@boxpod.co.uk or by using the unsubscribe link in our emails.
- Complying with legal obligations and responding to lawful requests from authorities.
With your consent, or where permitted by law, we may use your personal data for marketing purposes, including the use of hashed email addresses with advertising platforms such as Google Ads to reach similar audiences. You will not receive unsolicited marketing communications directly from us unless you have explicitly consented to receive them.
Our lawful bases for this processing are: performance of a contract (managing advertiser accounts and providing the service), legitimate interests (operating, securing and improving the website, and facilitating enquiries between users), consent (for marketing communications and for analytics and marketing cookies), and compliance with a legal obligation (where the law requires us to process or disclose data).
Boxpod Ltd does not use automated systems for decision-making or profiling.
6. How Long Will You Keep My Personal Data?
Boxpod Ltd will not retain your personal data for longer than is necessary for the purposes for which it was collected. Different retention periods apply depending on how you use our services:
Property enquirers: If you submit an enquiry about a property, we will retain your personal data for up to 12 months from the date of your enquiry to allow us to follow up and provide customer support if needed.
Advertisers/landlords: If you advertise properties with us, we will retain your personal data for the duration of your advertising agreement and for up to 24 months after it ends, to manage your account, provide management information, and maintain business records.
Marketing contacts: If you have opted in to receive marketing communications, we will retain your contact details until you unsubscribe or request deletion.
You may request to be removed from our database at any time by contacting us at hello@boxpod.co.uk. Upon receiving your request, we will delete your data unless we are required by law to retain it.
7. How and Where Do You Store or Transfer My Personal Data?
Your personal data is stored securely on servers located within the United Kingdom and the European Economic Area (EEA). We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, or misuse.
All data transmission between your device and our servers is encrypted using SSL (Secure Socket Layer) technology. User passwords are encrypted and stored securely.
Some of the third-party providers we use process personal data outside the United Kingdom and EEA, including in the United States. In particular, our payment processor (Stripe) and the analytics and advertising services we use (Google and Meta/Facebook) may transfer and store data in the United States. Where personal data is transferred outside the UK/EEA, we rely on appropriate safeguards as required by UK GDPR — such as the UK International Data Transfer Agreement or Addendum, the EU Standard Contractual Clauses, or an applicable adequacy decision (for example the UK Extension to the EU–US Data Privacy Framework). Analytics and advertising that involve these transfers only take place where you have given consent through our cookie banner.
8. Do You Share My Personal Data?
Sharing with property advertisers: When you submit an enquiry about a property listed on our website, we will share your contact details and enquiry message with the landlord or advertiser of that property. This is essential to our service and enables them to respond to your enquiry. By submitting an enquiry, you consent to this sharing of your data.
Payment processing: We use Stripe Inc. as our third-party payment processor for card-based subscription payments. Stripe stores payment card information securely in accordance with their own privacy policy. Boxpod Ltd does not store credit card details on our servers. For certain legacy accounts, we accept payment via BACS bank transfer; in these cases the customer initiates the transfer manually using bank details provided on a PDF invoice issued by Boxpod Ltd, and no card or bank account information is processed or stored by Boxpod.
Legal requirements: We may share your personal data if required by law, court order, or other legal process, or if necessary to comply with legal obligations, protect our rights, prevent fraud, or ensure the safety of our users.
Analytics and advertising providers: Subject to your cookie consent, we use third-party analytics and advertising services that collect information about your use of our website and share it with those providers:
- Google — Google Analytics (to understand how the site is used) and Google Ads (to measure advertising and conversions). We may also use Customer Match, uploading your email address in hashed, one-way form to reach similar audiences; no raw or readable personal data is shared.
- Meta Platforms (Facebook/Instagram) — the Meta Pixel, which collects information about pages you view and actions you take on our site and shares it with Meta to measure and target our advertising. The Pixel only loads if you accept marketing cookies.
These providers may process the data outside the UK/EEA, including in the United States (see Section 7), under their own privacy policies. This processing only takes place where you have given consent through our cookie banner, which you can withdraw at any time.
Except as described above, we do not share, sell, or rent your personal data to third parties for their own marketing purposes. We will never share your data with third parties beyond what is described in this policy without your explicit consent unless required by law.
9. How Can I Control My Personal Data?
9.1 In addition to the rights outlined in Section 3, Boxpod Ltd provides you with control over how your data is used for marketing purposes. You can opt out of marketing communications at any time by:
- Using the unsubscribe link in any marketing email we send you
- Managing your communication preferences in your account settings
- Contacting us directly at hello@boxpod.co.uk
9.2 You may also register with the Telephone Preference Service (TPS), Corporate Telephone Preference Service (CTPS), and the Mailing Preference Service (MPS) to reduce unsolicited marketing from other organisations. However, these services will not prevent you from receiving communications that you have consented to receive from Boxpod Ltd.
10. Can I Withhold Information?
You may access and browse certain parts of our website without providing any personal data. However, to use specific services such as submitting property enquiries or creating an advertiser account, you will need to provide certain personal information.
You can also choose to restrict the use of cookies on our website by adjusting your browser settings. Please see Section 12 for more information about cookies.
11. How Can I Access My Personal Data?
You have the right to request access to the personal data we hold about you by submitting a ‘subject access request’. This request must be made in writing to the email or postal address provided in Section 13.
We aim to respond to all subject access requests within one month of receiving your request. If your request is particularly complex or if we receive multiple requests from you, we may extend this period by up to two additional months (for a maximum of three months total). If this is necessary, we will keep you fully informed of the progress of your request.
We will not charge a fee for processing subject access requests unless your request is manifestly unfounded, excessive, or repetitive. In such cases, we may charge a reasonable administrative fee or refuse to process the request.
12. Cookies
A ‘cookie’ is a small text file that is placed on your computer or device by our website when you visit it. Cookies help us provide you with a better experience by remembering your preferences and enabling certain website functionality.
Boxpod Ltd uses cookies to:
- Remember your login details so you don’t have to re-enter them each time you visit
- Improve website performance and user experience
- Analyse how visitors use our website to help us improve our services
With your consent, we use analytics cookies (Google Analytics) and marketing cookies (Google Ads and the Meta/Facebook Pixel). Marketing cookies share data with Google and Meta to measure and target our advertising, and may involve transfers outside the UK/EEA (see Section 7). These non-essential cookies are only set if you accept them, and you can change or withdraw your consent at any time. For full details, including the specific cookies and how to manage them, please refer to our Cookie Policy.
You can choose to disable or delete cookies through your web browser settings. Most browsers allow you to refuse cookies or delete existing cookies. For more information about how to manage cookies, please consult your browser’s help menu or the documentation provided by your device manufacturer.
Please note that disabling cookies may affect the functionality of our website and prevent you from using certain features. For more detailed information about our use of cookies, please visit our Cookie Policy.
13. How to Contact Us
If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or need to make a subject access request, please contact us using the following details:
Email: hello@boxpod.co.uk
Postal Address:
Boxpod Ltd
Burley View
Hambleton Road
Egleton
Rutland
LE15 8AE
If you are not satisfied with our response to a data protection concern or complaint, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection issues. You can contact the ICO at www.ico.org.uk or by calling 0303 123 1113.
14. Changes to this Privacy Policy
Boxpod Ltd may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational, legal, or regulatory reasons.
Any changes to this Privacy Policy will be posted on our website. Where appropriate, we will notify you of significant changes by email or through a prominent notice on our website.
By continuing to use our website after changes have been posted, you are deemed to have accepted the updated Privacy Policy. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.