Privacy policy

Welcome to Parallell. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website, services, or the Parallell property intelligence platform.

1. Information We Collect

1.1 Personal Information We may collect personal information such as your name, email address, phone number, and other contact details when you voluntarily provide them — for example, when enquiring about our services, booking a consultation, contacting us through the website, or creating an account on the Parallell platform.

1.2 Property Information As part of our services, we collect and store data relating to properties, including 3D scan data, photographs, floor plans, inventory records, appliance information, condition assessments, maintenance logs, and inspection reports. This data is collected only with the explicit consent of the property owner or authorised representative.

1.3 Platform & Account Data When you access the Parallell platform, we collect account information including your name, email address, assigned role (Admin, Landlord/Agent, Tenant, or Maintenance), and the properties you are authorised to access. We also collect records of actions taken within the platform such as messages sent, reports viewed, maintenance items raised, and documents signed.

1.4 Digital Signatures Where you provide a digital signature within the Parallell platform — for example, to sign a check-in inventory — we store the signature image, the date and time of signing, and the device used. This forms part of the legally relevant property record.

1.5 Usage Information We collect standard website and platform usage data including IP address, browser type, device information, and pages or features accessed. This helps us analyse trends, improve performance, and maintain security.

2. How We Use Your Information We use collected information to deliver our scanning, inventory, inspection, and maintenance services, operate and maintain the Parallell platform and its role-based access system, communicate with you about your enquiries, services, and property matters, generate and distribute inventory and inspection reports to authorised parties, manage maintenance logs and coordinate contractor activity on behalf of landlords and agents, send updates or information you have requested, analyse platform usage and improve our services, and meet our legal and regulatory obligations under UK law including the Renters' Rights Act 2025 and the Data Protection Act 2018.

3. Sharing Your Information

We do not sell, trade, or transfer your personal information to third parties without your consent. We may share information with trusted service providers who assist in delivering our services, solely for operational purposes and under strict confidentiality obligations.

3.1 Matterport 3D scan data, floor plans, and associated property documentation are processed and stored on Matterport's secure cloud platform. Matterport acts as a data processor on our behalf and handles all scan data in accordance with their own Privacy Policy and security standards. We hold a Data Processing Agreement with Matterport. We recommend reviewing Matterport's Privacy Policy at matterport.com for full details. Property scan data is never shared with any other third parties without explicit written consent from the property owner.

3.2 Base44 The Parallell property management platform is built on and hosted by Base44. Property records, inventory data, inspection reports, maintenance logs, user account information, platform messages, and associated files stored within the platform are held on Base44's cloud infrastructure. Base44 acts as a data processor on our behalf. All data is handled in accordance with Base44's security standards and their Privacy Policy, available at base44.com. We recommend reviewing Base44's Privacy Policy for full details of how they manage hosted application data.

3.3 Authorised Platform Users Where you are a landlord, agent, tenant, or maintenance professional with access to the Parallell platform, you will have visibility of property data relevant to your assigned role and properties. This is limited strictly to what is necessary for your role. No user can access data relating to properties they have not been explicitly assigned to by Parallell.

3.4 Contractors and Subcontractors Where Parallell coordinates specialist contractor work on behalf of a landlord or agent, relevant property information — such as access details, maintenance descriptions, and material specifications — may be shared with the appointed contractor solely for the purpose of carrying out the agreed works. This sharing is always on a need-to-know basis.

3.5 Aggregated Data Any use of anonymised or aggregated property data for research, product development, or market insight purposes will always comply fully with UK GDPR and will never include personally identifiable information.

4. Cookies and Similar Technologies We use cookies to enhance your experience on our website and platform. You can control cookies through your browser settings, though disabling them may affect certain features. Our platform may also use session tokens to maintain your logged-in state and role-based access.

5. Your Rights Under UK GDPR You have the right to access the personal data we hold about you, request correction of inaccurate data, request deletion of your data, object to or restrict how we process your data, withdraw consent at any time where processing is based on consent, and request a portable copy of your data. To exercise any of these rights please contact us at contact@parallellassets.com. We will respond within 30 days in accordance with our obligations under UK GDPR.

6. Data Retention We retain personal and property data for as long as necessary to deliver our services or as required by law. Property inventory and inspection records are retained for a minimum of six years following the end of a tenancy in line with best practice for deposit dispute and legal purposes. Platform account data is retained for as long as the account remains active. You may request deletion of your data at any time by contacting us directly, subject to any legal retention obligations.

7. Security We take appropriate technical and organisational measures to protect your personal information. This includes role-based access controls within the Parallell platform, ensuring each user can only access data relevant to their assigned role and properties. However, no method of internet transmission or electronic storage is completely secure and we cannot guarantee absolute security. In the event of a data breach that affects your rights and freedoms, we will notify you and the relevant supervisory authority in accordance with UK GDPR requirements.

8. Children's Privacy Our website and services are directed at property professionals and adults engaged in property management. They are not intended for individuals under the age of 18.

9. Changes to This Privacy Policy We may update this Privacy Policy periodically to reflect changes in our services, technology, or legal obligations. Changes will be posted on this page with an updated effective date. Continued use of our website or platform following any changes constitutes acceptance of the revised policy. Where changes are material we will notify active platform users directly.

10. Contact Us If you have any questions about this Privacy Policy or how we handle your data, please contact us at contact@parallellassets.com.

Parallell is a UK-based property intelligence company operating in full compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.