Privacy Policy
How we collect, store, and protect your personal data.
1. Information About Us
We are Pearl IT Systems (UK) Limited, a company dedicated to providing secure and compliant software solutions.
2. What Does This Notice Cover?
This Privacy Notice outlines how we collect, store, and process your personal data. It also describes your rights under applicable laws and how we fulfil our responsibilities to protect your data.
3. What Is Personal Data?
Personal data, as defined by UK GDPR and the Data Protection Act 2018, refers to information about an identifiable person. This includes:
- Names, addresses, and contact details.
- Identification numbers and online identifiers (e.g., IP address).
- Special category data like health information (only processed with explicit consent).
For details on the data we collect, refer to Section 5.
4. What Are My Rights?
As per UK GDPR, you have the following rights:
5. What Personal Data Do You Collect and How?
We collect personal data required to provide Pearl TradeConnect and associated business services for tradesmen, clients, landlords, property managers, and contractors.
| Data Type | Examples |
|---|---|
| Account Information | Name, email address, password (encrypted), account verification status |
| Contact Information | Address, phone number, business details, company name |
| Property Information | Property addresses, compliance records, maintenance history, access notes |
| Images and Documents | Property photos, before/after job images, compliance evidence, certificates, invoices, uploaded documents |
| Financial Information | Quotes, invoices, payment status, transaction references, VAT records, subscription history |
| Messaging Data | In-app messages, job notes, quote discussions, customer communications |
| Technical Information | IP address, device identifiers, mobile push notification tokens, browser type, operating system |
| Usage and Audit Data | Login history, security logs, audit trails, access records, service activity history |
We collect data directly from users during account registration, property management, job requests, quotations, messaging, invoicing, customer support interactions, and mobile application usage. Some information may also be provided by linked tradesmen, authorised business users, or integrated service providers where required for service delivery.
6. How Do You Use My Personal Data?
Under UK GDPR and the Data Protection Act 2018, we must always have a lawful basis for processing personal data. We use your personal data for the following purposes:
- Service Delivery: To provide platform access, account management, quote requests, job management, compliance tracking, invoicing, and customer support.
- Client and Tradesman Linking: To allow users to securely link with authorised tradesmen and service providers so they can manage jobs, quotations, property compliance, and maintenance services.
- Communication: To send account verification emails, OTP verification codes, push notifications, service updates, reminders, and support communications.
- Financial Administration: To manage invoices, subscriptions, transaction records, VAT compliance, and accounting integrations where applicable.
- Security and Compliance: To maintain audit trails, fraud prevention, account security, system monitoring, and compliance with legal, regulatory, tax, and contractual obligations.
- System Improvement: To improve application performance, service quality, platform stability, and customer experience.
- Marketing (with consent): To send promotional communications where users have actively opted in.
We will only use your data for the purpose for which it was collected unless we reasonably believe another purpose is compatible with the original purpose and permitted by law. Where required, we will notify you of any such changes.
7. How Long Will You Keep My Personal Data?
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, tax, accounting, regulatory, dispute resolution, and contractual obligations.
| Data Type | Retention Period |
|---|---|
| Account and Client Records | Up to 7 years after account closure or termination of service relationship |
| Invoices and Financial Records | Minimum 6 years in accordance with HMRC and accounting obligations |
| Compliance and Property Records | Retained where legally required or contractually necessary for property compliance and audit purposes |
| Support and Communication Records | As long as reasonably required for service continuity, dispute resolution, and support management |
| Security Logs and Audit Trails | Retained in line with security, fraud prevention, and compliance requirements |
Where users request deletion of their personal data, we will comply where legally permitted. Certain records may need to be retained to meet statutory obligations, including tax, financial reporting, fraud prevention, legal claims, and regulatory compliance.
8. How and Where Do You Store or Transfer My Personal Data?
We store your data securely within the UK. To protect your data, we implement the following measures:
- Data encryption to prevent unauthorised access.
- Access control ensuring only authorised personnel can access sensitive data.
- Regular audits and security testing of our systems.
We do not transfer personal data outside of the UK.
9. Do You Share My Personal Data?
We only share personal data where necessary for the operation of Pearl TradeConnect, legal compliance, or delivery of contracted services.
- Linked Tradesmen and Service Providers: Users may intentionally link their account with authorised tradesmen or contractors. Relevant personal data, property details, quotations, compliance records, and communications are shared only as necessary to deliver requested services.
- Trusted Service Providers: We may use carefully selected third-party processors for services such as cloud hosting, email delivery, push notifications, payment processing, accounting integrations, and technical support.
- Legal and Regulatory Requirements: Where required by law, court order, regulatory authority, fraud prevention, or law enforcement obligations.
- Business Transfers: If we sell, merge, or restructure part of our business, personal data may be transferred subject to continued legal protection.
All third-party processors are subject to strict contractual obligations and are required to maintain appropriate security, confidentiality, and compliance with UK GDPR and applicable data protection legislation.
10. How Can I Access My Personal Data?
You have the right to request access to the personal data we hold about you. This is known as a "Subject Access Request."
To make a request, contact us using the details in Section 11. There is typically no fee for this service, but excessive requests may incur a small administrative charge.
We will respond within one month of receiving your request unless it is complex, in which case we may require up to three months.
11. How Do I Contact You?
For any queries or concerns regarding your personal data, you can contact us:
- Email: scott.jacobs@pearlitsystems.uk
- Phone: 020 3388 8822
- Address: Churchill House, 120 Bunns Lane, Mill Hill, London NW7 2AS
12. Changes to This Privacy Notice
We may update this Privacy Notice periodically. Any changes will be published on this page. Please review this policy regularly to stay informed about how we protect your data.
This policy was last updated on 15 February 2026.