Privacy Policy

Last modified: July 16, 2025

  • Introduction
  • About Our Company
  • Information We Collect
  • How We Use Your Information
  • Information Sharing and Disclosure
  • Data Security
  • Data Retention
  • Your Rights and Choices
  • Cookies and Tracking Technologies
  • Third-Party Services
  • International Data Transfers
  • Children's Privacy
  • Changes to This Privacy Policy
  • Legal Basis for Processing (UK GDPR)
  • Data Controller Information
  • Complaints and Concerns
  • Contact Us
  • Specific Feature Privacy Notes
  • Definitions

Introduction

Welcome to Plutoo Maintenance (“we,” “our,” or “us”). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property maintenance management platform (“Service”). Please read this privacy policy carefully.

About Our Company

Plutoo Maintenance is operated by DINOCO LONDON LTD (Company Number: 15979777). References to “we,” “our,” or “us” in this policy refer to both Plutoo Maintenance and DINOCO LONDON LTD as applicable.

Information We Collect

Personal Information

We collect personal information that you voluntarily provide to us when you:

  • Register for an account
  • Submit maintenance requests
  • Schedule services
  • Contact us for support

For Property Owners/Landlords:

  • Name, email address, phone number
  • Property addresses
  • Payment information
  • Property access details and emergency contacts

For Tenants/Residents:

  • Name and contact information
  • Property address
  • Maintenance history
  • Access preferences

For Contractors/Service Providers:

  • Business name and contact information
  • Professional licensing and certifications
  • Insurance information
  • Service rates and availability

Maintenance Information

  • Property details and locations
  • Maintenance request descriptions and photos
  • Service appointments and scheduling
  • Work completion reports and photos
  • Service history and records
  • Emergency contact information
  • Safety certificates and compliance records

Automatically Collected Information

  • IP addresses and device information
  • Browser type and version
  • Usage patterns and preferences
  • Log files and analytics data
  • Cookies and similar tracking technologies

How We Use Your Information

We use collected information for:

Service Provision

  • Creating and managing user accounts
  • Processing maintenance requests
  • Scheduling and dispatching contractors
  • Managing service appointments
  • Tracking maintenance status and completion
  • Processing payments for services

Communication

  • Sending maintenance request confirmations
  • Service appointment notifications
  • Contractor arrival alerts
  • Work completion updates
  • Emergency maintenance alerts
  • Customer support communications

Analytics and Improvement

  • Analyzing platform usage patterns
  • Improving our services and features
  • Generating maintenance reports
  • Ensuring platform security and performance
  • Evaluating contractor performance

Information Sharing and Disclosure

Authorized Sharing

We may share information with:

  • Between Platform Users: Property owners, tenants, and contractors as necessary for maintenance coordination
  • DINOCO LONDON LTD: Our parent company for business operations and support
  • Service Providers: Third-party vendors who assist in platform operations
  • Payment Processors: For processing service payments
  • Contractors: Service providers assigned to maintenance requests
  • Emergency Services: When necessary for safety or emergency situations
  • Legal Compliance: When required by law or legal proceedings

We Do Not Sell Personal Information

We do not sell, trade, or rent your personal information to third parties.

Data Security

We implement appropriate security measures to protect your information:

  • Encryption: Data is encrypted in transit and at rest
  • Access Controls: Role-based access controls limit data access
  • Authentication: Secure login with password protection
  • Regular Security Audits: Ongoing security assessments
  • Secure Infrastructure: Industry-standard security practices
  • Contractor Verification: Background checks and credential verification

Data Retention

Standard Retention Period

We retain your information for 7 years from the date of last activity or account closure, which aligns with maintenance record legal requirements and business needs.

Account Closure Options

When you close your account or leave the platform, you have two options:

Option 1: Paid Storage Service

  • Continue secure storage of your data for the full 7-year period
  • Storage fees apply (details available upon request)
  • Data remains accessible through secure portal
  • Includes all maintenance records, photos, and service history

Option 2: Digital Data Return

  • Receive complete digital export of your data
  • Includes all maintenance requests, service records, photos, and documents
  • Provided in standard formats (PDF, Excel, etc.)
  • One-time export provided within 30 days of account closure
  • After export, data is deleted from our systems (subject to legal retention requirements)

Legal and Regulatory Retention

Certain information may be retained beyond 7 years where required by:

  • Legal Obligations: Financial records as required by law
  • Regulatory Requirements: Safety certificates, gas safety records, electrical certificates
  • Legal Proceedings: Information subject to litigation holds
  • Warranty Claims: Service records for warranty purposes

Your Rights and Choices

Access and Control

You have the right to:

  • Access your personal information
  • Update or correct inaccurate information
  • Request account closure with data export or paid storage options
  • Export your data in a portable format
  • Restrict processing of your information (subject to legal requirements)

Important Note: Due to the 7-year retention period required for maintenance records, complete data deletion may not be possible until this period expires, except where you choose the digital data return option.

Communication Preferences

You can:

  • Opt out of marketing communications
  • Manage notification preferences
  • Update contact information
  • Choose communication methods

Note: You cannot opt out of essential service notifications related to active maintenance requests or emergency alerts.

Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Maintain user sessions
  • Remember user preferences
  • Analyze platform usage
  • Improve user experience
  • Track maintenance request status

You can manage cookie preferences through your browser settings.

Third-Party Services

Our platform may integrate with third-party services:

  • Payment Processors: For handling service payments
  • Email Services: For sending notifications
  • SMS Services: For urgent alerts and notifications
  • Cloud Storage: For photo and document storage
  • Analytics Tools: For platform improvement
  • Mapping Services: For location and routing

Each third-party service has its own privacy policy.

International Data Transfers

International Data Transfers

If you are located outside the UK, your information may be transferred to and processed in the UK. We ensure appropriate safeguards are in place for international transfers in compliance with UK GDPR.

Children's Privacy

Our service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

Changes to This Privacy Policy

We may update this privacy policy periodically. We will notify you of material changes through:

  • Email notifications
  • Platform announcements
  • SMS alerts for critical changes
  • Updated policy posting with revision date

Legal Basis for Processing (UK GDPR)

We process your personal information based on:

  • Contract Performance: To provide our maintenance services
  • Legitimate Interests: For platform improvement, security, and service quality
  • Legal Obligations: For compliance with health and safety laws
  • Vital Interests: For emergency maintenance situations
  • Consent: Where explicitly provided

Data Controller Information

Data Controller: Plutoo Maintenance
Parent Company: DINOCO LONDON LTD (Company Number: 15979777)

Complaints and Concerns

If you have concerns about our privacy practices:

  1. Contact us directly using the information above
  2. File a complaint with the Information Commissioner’s Office (ICO)
    • Website: ico.org.uk
    • Helpline: 0303 123 1113
  3. Seek legal advice if necessary

Contact Us

For privacy-related questions or concerns:

  • Email: [email protected]
  • Subject Line: “Privacy Policy Inquiry”
  • Response Time: We aim to respond within 48 hours

Specific Feature Privacy Notes

Maintenance Requests

  • Request details are shared with assigned contractors
  • Photos uploaded are accessible to property owners and contractors
  • Location data helps contractors find properties
  • Access instructions are securely shared with authorized personnel
  • Emergency requests may be shared with emergency services

Contractor Platform

  • Contractor profiles are visible to property owners
  • Service history and ratings are maintained
  • Insurance and certification documents are verified
  • Background checks may be conducted
  • Performance metrics are tracked

Payment Processing

  • Payment data is processed through secure, PCI-compliant systems
  • Service invoices include maintenance details
  • Payment history is maintained for both parties
  • Refund requests are processed securely

Communication System

  • Messages are stored securely within the platform
  • Communication history is maintained for service records
  • Email and SMS notifications include necessary information only
  • Emergency communications may override notification preferences

Photo and Document Storage

  • Photos are stored securely and encrypted
  • Access is limited to relevant parties
  • Before/after photos document service completion
  • Documents include certificates and compliance records
  • Storage complies with UK data protection laws

Definitions

  • Personal Information: Any information that identifies or can be used to identify an individual
  • Processing: Any operation performed on personal information
  • Data Controller: The entity that determines how personal information is processed
  • Data Processor: The entity that processes personal information on behalf of the controller
  • Maintenance Records: All information related to property maintenance, including requests, service history, and completion reports

Important: This privacy policy is effective as of the date listed above. By using our service, you acknowledge that you have read and understood this policy.