Privacy notice
What information RetroPilot uses, why it is needed and how to ask about your data.
Last reviewed
This notice covers the website and account service. A business using RetroPilot is also responsible for the personal information it records about its own workers and contacts.
On this page 9 sections
Who handles your information
RetroPilot is a trading name of VibePilot Systems Ltd.
Registered in England and Wales. Company number 17085959. Registered office: 3rd Floor, 86-90 Paul Street, London, EC2A 4NE, United Kingdom.
VibePilot Systems Ltd is the data controller for account administration, service security, billing and enquiries. This means we decide why and how that information is used. Contact us through the linked form about this notice or the information we hold.
If an employer or another business invited you to a Team, that business controls its membership, assignments and work records. For information it adds about workers or household contacts, the business determines the purpose of the processing; VibePilot Systems Ltd provides RetroPilot as a processor acting on that business's instructions to store and manage those records.
Information used by the service
We receive information you provide directly, information supplied by your workspace owner, and activity generated while you use the service.
- Account and invitation information, such as name, email, organisation, role and account status. Passwords are stored as hashes.
- Enquiries, support messages and information you choose to include in them.
- Saved properties, routes, visit outcomes, notes, follow-up dates, assignments and exports.
- Search, reveal, order, credit and administrative records needed for the workspace and its activity reports.
- Technical request information needed to serve and protect the website, such as IP address, request time and browser information.
Why information is used
We use information to provide access, operate requested features, answer enquiries, deliver account messages and process orders. Where the agreement is with you personally, this supports performing that agreement or taking steps you request before it.
For business account administration, protecting the service and investigating faults or misuse, we rely on legitimate interests in running a reliable, secure service. Accounting and disclosures required by law are handled to meet legal obligations.
Device location is requested when you use a location feature. Your browser asks for permission, and you can change that permission in its settings. Property filters help users research records; they do not make automated decisions about a person's legal rights or entitlement to a grant.
Property records and information added by customers
Property information comes from EPC and other public-data services, including available planning records. It can include addresses, location, certificate dates and recorded property characteristics. We also retain selected records in workspaces so users can return to their work.
Customers may add visit notes and contact information. They must have a lawful reason to do so, provide any required information to the people concerned, and keep the content appropriate. Public availability of a property record is not permission to use personal information without restriction.
Who can see workspace information
A Solo user works in their own workspace. Team members see their own saved or revealed properties and work assigned to them. The Team owner can review company activity and shared credit use. Membership changes can remove a worker's access.
Platform administrators can access information needed for account administration, support and investigating problems. Workspace notes and private account information are not published as public website content.
Service providers and external maps
OVH hosts the service. Stripe handles card payments when checkout is used; RetroPilot retains order and payment references rather than full payment-card details. Resend delivers account and service emails.
Map tiles load from OpenStreetMap's tile service, which receives the network request needed to display the map. Opening Google Maps, Apple Maps or Waze sends the chosen destination to that provider; its own privacy notice applies.
Providers may process information in more than one country. Their notices describe their locations and transfer arrangements. Contact us for information about the arrangements relevant to your account; processing locations depend on the service provider.
How long information is kept
Workspace information is kept so an active account can return to saved work. Deleting or correcting an item can leave a record of the action for accountability. Some export and storage limits depend on the plan.
After access ends, information may still be needed to handle outstanding support, accounting obligations, security incidents or disputes. The appropriate period depends on that purpose; we do not claim that closing an account instantly deletes every record or recovery copy.
Contact us about a particular record or deletion request. We will explain any information that must be retained and why. The Cookies page separately explains information stored on your own device.
Your choices and rights
Depending on the circumstances, you can request access, correction, erasure, restriction or a portable copy of your personal information, and object to processing based on legitimate interests. Where processing relies on consent, you can withdraw it without changing the lawfulness of earlier use.
Use our contact form to make a request. We may need enough information to verify your identity and locate the records. Do not send passwords or payment-card details. If the request concerns information controlled by a Team's business, we may need to involve that business.
Account details such as an email address are needed to provide a login and account messages. Optional company information in the contact form can be left blank.
Questions, complaints and updates
Please tell us if you are concerned about how information is handled. You can also complain to the Information Commissioner's Office, the UK data protection regulator, through its website or on 0303 123 1113.
This notice may be updated when the service or its processing changes. The review date identifies this version. Related browser-storage information is available in the Cookies notice.