Privacy Policy

1. Who we are

OurDomus Ltd (“OurDomus”, “we”, “us”) is the data controller for personal data processed through the property search platform at ourdomus.co.uk. We are registered in England & Wales.

For data protection enquiries, contact our Data Protection Lead at privacy@ourdomus.co.uk.

2. Data we collect

We collect the following categories of personal data:

Account & profile data

• Name, email address, and profile photo (from Google sign-in or email/password registration).
• Phone number, postcode, move intent, current home situation, and stamp duty status (collected during onboarding — all optional).
• Authentication identifiers (Firebase UID).

Search & interaction data

• Search queries (including natural-language queries processed by AI).
• Saved listings and property reactions (thumbs up / neutral / thumbs down).
• Listing views and engagement events.

Household data

• Household name, membership, and join codes.
• Discussion messages you post in household listing threads.
• Your reactions and saved listings are visible to all members of your household.

Ask Dom (AI Q&A) data

• Questions you ask about properties, follow-up conversations, and feedback you provide on answers.
• Your questions are sent to Google Gemini (an AI model) for processing. See section 5 for details.

Notifications

• In-app notification records (type, content, read status).

Payment data (Partner Portal)

• If you purchase paid features (e.g. Spotlight Placement), payment is processed by Stripe. We store a Stripe customer ID and transaction records but never store your full card details.

Usage analytics

• Page views, search events, and interaction events via Google Analytics 4.
• Internal product analytics (search patterns, listing engagement) linked to your account for service improvement.

Anonymous users

You may browse OurDomus without creating an account. We assign a temporary anonymous identifier to enable basic functionality. If you later create an account, your anonymous browsing data (reactions, saves) is linked to your new account.

3. How and why we use your data

Under UK GDPR, we must have a lawful basis for each type of processing. The table below sets out our purposes and legal bases:

Where we rely on legitimate interest, we have conducted a balancing test and concluded that our interests do not override your rights and freedoms. You may object to processing based on legitimate interest at any time (see section 8).

We do not sell your personal data to third parties.

4. Household data sharing

When you create or join a household, certain data becomes visible to all household members:

• Your name and profile photo.
• Your reactions on listings (thumbs up / neutral / thumbs down).
• Discussion messages you post in household listing threads.

You may leave a household at any time. Messages and reactions you posted before leaving will remain visible to other members. Share your household join code only with people you trust.

5. AI features and automated processing

OurDomus uses artificial intelligence (Google Gemini) in several features:

• Ask Dom — when you ask a question about a property, your question is sent to Google Gemini for processing. Dom is an AI assistant, not a human. Questions, answers, and your feedback are stored to improve the service.
• Natural-language search — search queries may be processed by AI to extract structured filters (location, price range, bedrooms, etc.).
• Listing descriptions — some property descriptions are generated or enhanced by AI and may contain inaccuracies.
• Design search — uploaded photos may be analysed by AI to detect design attributes.

AI-generated content is provided for informational purposes only and should not be relied upon for financial, legal, or surveying decisions. You have the right to request human review of any AI-generated output that significantly affects you.

6. Third-party service providers

We share personal data with the following processors, who act on our instructions under data processing agreements:

7. International data transfers

Some of our third-party processors are based outside the UK. Where personal data is transferred to countries that the UK has not deemed to provide an adequate level of data protection, we rely on UK International Data Transfer Agreements (IDTAs) or the provider’s approved data processing addendum incorporating Standard Contractual Clauses. You may request copies of these safeguards by contacting privacy@ourdomus.co.uk.

8. Your rights

Under UK GDPR, you have the following rights:

• Access — request a copy of your personal data.
• Rectification — correct inaccurate or incomplete data.
• Erasure — request deletion of your data (“right to be forgotten”).
• Restrict processing — limit how we use your data in certain circumstances.
• Data portability — receive your data in a structured, machine-readable format.
• Object — object to processing based on legitimate interest, including profiling.
• Automated decision-making — request human review of significant decisions made solely by automated means (including AI).
• Withdraw consent — where processing is based on consent (e.g. analytics cookies), you may withdraw it at any time.

We will respond to all valid requests within one calendar month. To exercise any right, contact privacy@ourdomus.co.uk. We may ask you to verify your identity before processing your request.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

9. Data retention

We retain personal data only for as long as necessary for the purposes set out in this policy:

You may request deletion at any time by emailing privacy@ourdomus.co.uk. Anonymised or aggregated data that cannot identify you may be retained indefinitely.

10. Cookies & local storage

We use cookies and browser local storage as follows:

Strictly necessary

• Firebase authentication session cookies and IndexedDB entries.
• Theme preference (theme key in localStorage).

Functional

• Recent search history (localStorage).
• Search type preference — sale or let (localStorage).
• Listing open preference — modal, tab, or new tab (localStorage).

Analytics (consent required)

• Google Analytics 4 cookies (_ga, _ga_*, _gid).

Third-party

• Google Maps may set cookies for map functionality.

Analytics cookies are only set with your consent. You can withdraw consent or manage cookie preferences at any time via the cookie settings on our site, or by using a browser extension such as the Google Analytics Opt-out Add-on.

11. Children’s data

OurDomus is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.

12. Data security

We implement appropriate technical and organisational measures to protect your personal data, including encryption in transit (TLS), access controls, and regular security reviews. In the unlikely event of a personal data breach that poses a risk to your rights, we will notify the ICO within 72 hours and inform you without undue delay.

13. Partner Portal & estate agent users

If you use OurDomus as an estate agent via the Partner Portal, we process your work email address, name, role, and office association for account management and authentication. Partner organisations’ contact details and logos are displayed publicly on listings. Partner data is subject to the same protections described in this policy.

14. Changes to this policy

We may update this policy from time to time. Material changes will be notified via the platform or by email. The “Last updated” date at the top of this page indicates when it was last revised. Continued use of OurDomus after changes constitutes acceptance of the updated policy.

15. Contact us

For any questions about this policy or to exercise your data rights, contact: privacy@ourdomus.co.uk.