Retrofit Design Pro

Legal

Privacy Policy

Last updated: 14 February 2026

Retrofit Design Pro ("the Platform") is operated by The Green Umbrella Collective Ltd ("we", "us"), registered in England & Wales. This policy explains what personal data we collect, why we collect it, and how you can exercise your rights under UK GDPR.

1. What we collect

We only collect data that is necessary to provide the Platform:

  • Account data — name, email address, hashed password, organisation name.
  • Project data — property addresses, RdSAP XML files, floor plans, photographs, and other content you upload to build a retrofit design pack.
  • Usage data — pages viewed, features used, AI prompts and completions (aggregated for billing and product analytics).
  • Support communications — messages you send us, including emails routed via our Resend integration.

2. Lawful basis

We rely on the following lawful bases:

  • Contract — to deliver the service you signed up for.
  • Legitimate interests — to secure the Platform, prevent abuse, and improve the product.
  • Consent — for optional marketing communications, which you can withdraw at any time.

3. AI processing

When you use AI-assisted features (measure suggestions, moisture strategy, RdSAP extract, condition-survey analysis), content is sent to third-party Large Language Model providers via our secure AI gateway. These providers are contractually prohibited from using your content to train their models. No personally-identifiable client data leaves the UK data zone without your explicit action.

4. Data hosting & retention

  • Application + database: UK-region cloud hosting.
  • File uploads: encrypted at rest in managed object storage.
  • Retention: project data is kept while your workspace is active. Deleted projects are soft-deleted for 30 days, then purged.

5. Your rights

Under UK GDPR you have the right to:

  • Access the personal data we hold about you.
  • Correct inaccuracies in that data.
  • Ask us to delete your data (subject to legal retention duties).
  • Export your data in a machine-readable format.
  • Object to processing based on our legitimate interests.
  • Lodge a complaint with the UK Information Commissioner's Office.

Email privacy@thegreenumbrellacollective.co.uk to action any of the above. We respond within 30 days.

6. Sub-processors

We use the following sub-processors:

  • Managed UK cloud infrastructure — application + database hosting, object storage, LLM gateway.
  • Resend — transactional email delivery.
  • MongoDB Atlas — primary database (UK region).

All sub-processors are bound by Data Processing Agreements requiring UK GDPR compliance and appropriate technical + organisational safeguards.

7. Cookies

We use strictly-necessary cookies to keep you logged in and to remember your preferences. We do not use tracking or advertising cookies. If we add analytics in future we will surface a clear consent banner first.

8. Contact

Data Controller: The Green Umbrella Collective Ltd,
privacy@thegreenumbrellacollective.co.uk