Privacy Policy

Last updated: January 2025

1. Introduction

Utilio (“we”, “our”, or “us”) is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our tenancy responsibility platform.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our services, you consent to the data practices described in this policy.

2. Information We Collect

2.1 Information You Provide

  • Account information (name, email address, password)
  • Company/organization details
  • Property addresses and utility account information
  • Tenant and landlord contact details
  • Smart meter readings and utility data
  • Communications with our support team

2.2 Automatically Collected Information

  • Device information (browser type, operating system)
  • IP address and approximate location
  • Usage data (pages visited, features used, time spent)
  • Cookies and similar tracking technologies

3. How We Use Your Information

We process your personal data for the following purposes:

  • Providing and maintaining our platform services
  • Generating tenancy responsibility documents and handover records
  • Processing utility transfers and notifications
  • Communicating with you about your account and services
  • Improving and developing new features
  • Ensuring security and preventing fraud
  • Complying with legal obligations

4. Cookie Policy

We use cookies and similar technologies to enhance your experience on our platform.

4.1 Essential Cookies

These cookies are required for the website to function and cannot be disabled. They include authentication cookies, session management, and security features like CSRF protection.

4.2 Analytics Cookies

With your consent, we use analytics cookies to understand how visitors interact with our platform. This helps us improve our services and user experience. You can opt out of analytics cookies through our cookie preferences.

4.3 Marketing Cookies

These cookies track visitors across websites to display relevant advertisements. Marketing cookies are only set with your explicit consent.

You can manage your cookie preferences at any time by clicking the “Cookie Settings” link in the footer of our website.

5. Data Sharing and Disclosure

We may share your information with:

  • Service providers: Third parties that help us operate our platform (hosting, email, analytics)
  • Utility companies: When generating handover documents with your consent
  • Legal requirements: When required by law or to protect our rights
  • Business transfers: In connection with mergers, acquisitions, or asset sales

We do not sell your personal data to third parties.

6. Your Rights Under GDPR

Under the UK GDPR, you have the following rights:

  • Right of access: Request copies of your personal data
  • Right to rectification: Request correction of inaccurate data
  • Right to erasure: Request deletion of your personal data
  • Right to restrict processing: Request limitation of data processing
  • Right to data portability: Request transfer of your data to another service
  • Right to object: Object to processing based on legitimate interests
  • Rights related to automated decision-making: Right not to be subject to solely automated decisions

To exercise any of these rights, please contact us at privacy@utilio.co.uk.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Tenancy handover documents may be retained for up to 7 years for legal compliance purposes.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including encryption, secure servers, and access controls. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

9. International Data Transfers

Your data may be transferred to and processed in countries outside the UK. When we transfer data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Information Commissioner's Office.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the “Last updated” date. We encourage you to review this policy periodically.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been violated.