Policies

Privacy Policy

Last reviewed: 14 October 2026

At The Upgrade Authority (TUA), we value your privacy and are committed to protecting your personal data. This Privacy Policy outlines how we handle your information, your rights under data protection laws, and how you can exercise those rights.

Who We Are

The Upgrade Authority is a trading name of The Upgrade Authority Ltd, headquartered at Henleaze House Business Centre, 13 Harbury Road, Henleaze, Bristol, England, BS9 4PN. We are the data controller responsible for your personal data in connection with our services.

Summary of How We Use Your Data

We collect and use your personal data for various purposes, including but not limited to:

  • Delivering property management services and responding to inquiries.
  • Conducting identity, residency, and credit checks as required by law or to assess tenancy applications.
  • Notifying you of any changes to our services or contracts.
  • Processing job applications and managing internal operations.
  • Marketing relevant services, products, and properties to you, where you have given consent.
  • Complying with legal obligations and for the exercise of legitimate interests.

We may share your data with trusted third parties, but only in compliance with legal requirements, as detailed in this policy.

What Information Do We Collect?

We collect personal data when you interact with us, including but not limited to:

  • Contact Information: Name, address, email, telephone number.
  • Verification Data: Date of birth, identification documents, previous addresses, credit history.
  • Technical Data: IP address, browser details, time zone, and information about your visit to our website (e.g., URL clickstream, pages viewed, and page interaction).

In some cases, we receive information from third parties, such as property portals, financial advisors, and previous landlords, when you request services or information related to our properties.

Telephone Call Recording

We may record telephone calls for the following purposes:

  • To ensure we deliver services effectively.
  • To respond to inquiries or complaints.
  • For quality assurance and training purposes.
  • To comply with legal requirements.

You will be notified if a call is being recorded. These recordings are securely stored.

How We Use Your Data

We process your personal data for the following purposes:

  • Fulfilling Contracts: Managing your property booking, tenancy, or related services.
  • Marketing: With your consent, we may send direct marketing communications related to properties or services we believe will interest you.
  • Legal Compliance: We use your data to meet our legal obligations, such as Right-to-Rent checks, anti-money laundering regulations, and identity verification.

You may withdraw your consent to marketing communications at any time by following the instructions in the communication or by contacting us.

Sharing Your Data

We may share your data with trusted third parties, such as:

  • Service Providers: Financial advisors, solicitors, utility companies, and contractors for property maintenance.
  • Referencing Agencies: To perform tenant checks.
  • Government Authorities: If required by law or for compliance with legal obligations.

All third parties we work with are required to protect your data in accordance with data protection laws.

Website analytics

If you allow optional cookies, we use Google Analytics to understand website visits and actions, Microsoft Clarity for masked visit recordings and heatmaps, and Google and Meta to measure advertising. Clarity uses strict masking for page content and form entries. Our usage events do not include contact details, listing text, photographs or report contents. Microsoft explains its processing in the Microsoft Privacy Statement.

You can reject optional cookies and still use our property tools and enquiry forms. Open Cookie settings to change your choice. We remember your choice in this browser for six months.

Listing Editor and remote tools

If you paste text into the Listing Editor or use its remote tools, we process the draft, any verified property facts you supply and the listing channel you choose so we can return the audit or rewrite you asked for.

Rewrites are generated by our AI service provider, OpenAI. The text is sent only when you request that action. We do not add the description or result to our property-management records, sell it or use it for marketing.

Please do not include names, contact details, door numbers, access codes or other personal or confidential information. Technical request data, such as an IP address, may be processed to keep the service secure and prevent abuse.

Property listing check

When you press Check listing, the description, concern and all included prepared photographs are sent to OpenAI to review the material you supplied. A separate public search uses the direct public listing link and, where our server can load the advert, its published title, address, room facts, any public advertiser name and property reference, and a short excerpt of its public description. We limit that excerpt to five hundred characters and remove web addresses, email addresses and telephone numbers. Search providers may receive these public query fields. Your private concern, pasted description and uploaded photographs are not used as web search queries. We use your affirmative consent for this analysis. A focus marker asks for closer attention to that photograph and does not exclude the others. Photographs you remove or that cannot be prepared are not analysed. Loading an advert or preparing its photographs does not start this analysis. You can untick the consent box to cancel a pending request, clear the page before submitting or stop using the tool at any time. Cancelling or clearing cannot recall material already sent. For a data request, contact hello@theupgradeauthority.co.uk.

When you paste a supported public listing link or request its details, our server requests the public advert. Its query string and fragment are removed first. When you start a check, our server also tries to read the public advert independently before searching. We may also read up to two public reference pages found in search or reached through a property link on a search result. We use them to check an exact advert link or match the published advertiser, property address and reference. These requests contain no private concern, pasted description or photographs. Automatic loading supports Airbnb, Rightmove and Vrbo. Zoopla direct listings can be searched even when their details cannot load. Links outside the recognised direct listing formats are not fetched or sent to public search. Gallery photographs load from the listing website’s image service, which receives your browser’s technical request information. The available gallery is automatically copied through our server and prepared in your browser, up to forty eight photographs per check. The tool shows how many of the photographs it found were included. Your browser prepares smaller JPEG images and removes file metadata before analysis. This does not remove names, faces, addresses or other information visible in an image. Please remove personal or confidential information before submitting and share only material you may use.

We do not save the description, photographs or result in our application records, analytics or marketing systems. Results remain in the page until you change the supplied material, clear the form or leave it. Our request to OpenAI uses store false, but this is not a promise of zero retention. OpenAI may retain content in abuse monitoring logs for up to 30 days, or longer where required for legal or safety reasons. Its API data controls explain this processing. API content is not used to train OpenAI models by default.

Our hosting provider, Vercel, processes technical request information such as an IP address to operate the service and enforce usage limits. The check cannot establish property ownership, identity, availability, authenticity or payment safety. For a data question, use the contact details in this policy.

A security cookie recognises this browser for twenty four hours, including across tabs. The property listing checker and property listing audit share an allowance of three fresh analyses per browser during a rolling hour and a daily service analysis budget. The cookie contains an opaque identifier, not your material or report, and is not used for advertising. Separate server counters record the browser allowance and analysis cost without storing your description or photographs. Loading an advert or viewing a completed report does not use a fresh analysis.

Property listing audit

When you request a fresh property listing analysis, OpenAI processes the advert title and description, property facts, included photographs, your goal and the property and price details you supply. These details include the location, bedroom count, listing type, advertised price and requested stay dates, length and guest count. We use your consent to produce the review and proposed wording. Opening an advert or preparing its photographs does not start the analysis.

If a fresh analysis cannot run, we may show an Intelligence report using available public property and price evidence and basic checks of the supplied text. That report does not send advert material or photographs to OpenAI, assess images or produce new wording.

Our server opens supported public adverts and copies the available photographs for preparation in your browser, up to forty eight photographs. The images are resized and their file metadata removed before analysis. This does not remove information visible in a photograph. Share only material you may use and remove personal or confidential information first. Advert image services may receive your browser’s technical request information when photographs are displayed.

To find related adverts, OpenAI web searches use the property location, bedroom count, platform and type of letting. Our server may open the resulting public adverts. We also compare published Upgraded Intelligence price evidence where it is available. A location lookup service receives the postcode or town to find a comparison centre. Upgraded Intelligence receives that centre, bedroom count and requested stay date and length to return public advert prices. These are not private booking or customer records. Contact details entered below the report are not included in the analysis or searches.

We may retrieve the advert’s public property details and dated calendar observations from Upgraded Intelligence. Retrieved property details are included in the OpenAI analysis. Calendar observations are displayed in the report and are not sent to OpenAI.

We do not save the supplied advert material or report in our application, analytics or marketing records. We do not ask OpenAI to save responses for later reuse, but this is not a promise of zero retention. OpenAI may retain content in abuse monitoring logs for up to 30 days, or longer for legal or safety reasons. Its API data controls explain this processing. API content is not used to train its models by default. Vercel processes technical request information to operate the service and enforce usage limits.

A security cookie recognises this browser for twenty four hours to enforce the fresh analysis allowance, including across tabs. It contains an opaque identifier, not the report, and is not used for advertising. Separate server counters track browser allowances and service cost without storing the advert text or photographs.

You can untick consent before submitting, cancel the review or start again. Cancelling stops this page waiting for a result but cannot recall material already sent. For a data request or to withdraw consent, contact hello@theupgradeauthority.co.uk.

If you request property or management contact, your name, email, optional phone number, public listing URL, location and message are sent to UpgradedPM so we can respond. The enquiry may include the listing type, report type and report reference. Photographs, advert material and the full report are not included in that enquiry.

Cookies and Tracking Technologies

Essential browser storage keeps our property tools secure and remembers your cookie choice. Optional analytics and advertising tags load only after you allow them.

How Long Do We Keep Your Data?

We will retain your personal data for as long as necessary to fulfill the purposes outlined in this policy. Generally:

  • Contractual Data: Retained for up to 10 years after your last interaction with us.
  • Marketing Data: Retained until you withdraw your consent or request deletion.

After these periods, your data will be securely deleted or anonymized.

Your Rights

You have the following rights concerning your personal data:

  • Access: Request a copy of the personal data we hold about you.
  • Rectification: Ask us to correct any incorrect or incomplete information.
  • Erasure: Request deletion of your data in certain circumstances.
  • Restriction: Ask us to limit the processing of your personal data.
  • Objection: Object to our processing, particularly where we rely on legitimate interests.
  • Portability: Request a copy of your personal data in a machine-readable format.
  • Withdraw Consent: Where we rely on your consent, you may withdraw it at any time.

To exercise any of these rights, please contact us at support@theupgradeauthority.com.

Changes to Our Privacy Policy

We may update this policy from time to time. Any changes will be posted on our website, and where appropriate, we will notify you by email. Please check back regularly for updates.

How to Contact Us

If you have any questions or concerns regarding this Privacy Policy or how we use your data, please contact us:

The Upgrade Authority Ltd
Henleaze House Business Centre
13 Harbury Road, Henleaze
Bristol, BS9 4PN
Email: support@theupgradeauthority.com

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

Thank you for trusting The Upgrade Authority with your personal data. We are committed to safeguarding your privacy and ensuring transparency in how we handle your information.