How Pellaby handles your information

Pellaby manages your building and, for some residents, the tenancy too. Pellaby is not yet a company: it is run by Gavin Hau, so in data protection terms the controller is Gavin Hau, trading as Pellaby — the person who decides how your information is used and answers for it. You can reach him at privacy@pellaby.com.

• Your name, your email address, and your phone number if you gave it to us.
• Which flat you live in or own, and what you are there: tenant, owner, landlord, director, or someone who works on the building.
• For a tenant, the tenancy that connects you to the flat: who rents it, from when, and the monthly rent if we were given it. Deposits and tenancy paperwork are not kept in the app.
• Anything you report to us about repairs, including photographs you send and what you write, and the record of what was done about it, by whom and when.
• Records of the building’s safety checks, such as weekly fire alarm tests, with the name of whoever recorded them.
• Notices and documents for your building.
• Messages sent to us on WhatsApp before it was switched off in October 2026, with the number they came from.
• What any website keeps to work: when you signed in, and the internet address you signed in from.

Pictures you send are often of the inside of your home. We remove the location and device information that cameras add to a photo before storing it, so a picture of your kitchen does not carry your address in it. The pictures themselves are kept with the repair they belong to.

To manage your building and your tenancy, which is what we are engaged to do. To meet obligations the law places on the people responsible for a building — fire safety, electrical testing, insurance and similar. And to keep a record of decisions, because a resident, an owner or a tribunal may later ask us to show why something was done and who paid for it.

• Pellaby.
• A managing agent who runs your building for its owner, where there is one: the name and contact details of everyone with a place in the building, its flats and leases, and every repair reported there, including inside flats, with photographs and the name of whoever reported it.
• The people who maintain the building, for the jobs they are given. That can include a repair inside your flat, with its photographs.
• Your landlord, for repairs in the flat they own and for your tenancy, including the rent.
• The building’s owner (the freeholder), the directors of its management company where it has one, and its caretaker, for anything reported in shared areas — not for anything inside anyone’s home, and not who reported it — and for the building’s notices, documents and safety records.
• Contractors, for the job they are sent to and what they need to do it.
• Other residents of your building, only for issues reported in shared areas, and not who reported them.
• Everyone in your building: its notices, its documents (some are for owners only), and the name of whoever recorded each fire alarm test.

• Supabase, which holds the database and the photographs, in London, and runs signing in.
• Vercel, which runs the app.
• Resend, which sends our emails, including sign-in codes and repair updates.
• GitHub, which keeps a weekly backup copy for 30 days.

Some of these companies are based in the United States. We do not sell your information or use it for advertising, and the app sets no advertising or tracking cookies: the only cookies it sets keep you signed in.

For as long as you are connected to a building we manage, and afterwards for as long as the records may be needed: repair, safety and tenancy records can be asked for years later to answer a dispute. We have not yet set a fixed period after which they are deleted. When we do, it will be written here.

You can ask for a copy of what we hold, ask us to correct it, ask us to delete it, or object to how we use it. Some records we must keep by law even if you ask us to delete them, and we will say so if that applies. Write to privacy@pellaby.com.

Tell us first and we will try to put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk.

We do not use WhatsApp at the moment. If you send a message to Pellaby’s WhatsApp number, nobody reads it and no repair is filed, so please report it in the app or email us instead. If WhatsApp comes back, this notice will say how it is used before it does.