Data Protection & Privacy

Privacy Policy

How we collect, use, and protect your personal information

Last Updated: 01/05/2026

1. Introduction

Welcome to Coordify, a platform owned and operated by Eleven Star Labs ("we", "us", or "our").

Coordify connects property managers, maintenance and security teams, councils, and tenants to streamline communication, property maintenance, and related services. The platform also allows property managers to list household items for tenants to purchase directly through the app.

We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, share, and safeguard your data when you use Coordify or interact with our services.

By using our app or website, you agree to this Privacy Policy.

2. Who We Are

Coordify is a service provided by:

Eleven Star Labs

We act as the Data Controller for the personal data we collect and process about you.

3. The Data We Collect

We may collect and process the following types of personal data:

a. Identity & Contact Data

  • Full name
  • Email address
  • Phone number
  • Role (tenant, property manager, maintenance team, council, or security staff)
  • Profile photo (optional)

b. Property & Tenancy Data

  • Property address
  • Tenancy details (start/end dates, rent, deposits, maintenance requests)
  • Associated property manager or landlord information

c. Transaction Data

  • Records of items purchased through the app (e.g., bedding, household goods)
  • Payment information (processed via third-party payment providers – we do not store card details)

d. Technical & Usage Data

  • Device information (type, operating system, app version)
  • IP address and login data
  • App usage patterns and interaction logs

e. Communication Data

  • Maintenance or support messages sent via the app
  • Notifications, chat, or reports shared with other users

4. How We Use Your Data

We process your personal data to:

  • Deliver and manage our property management and communication services
  • Facilitate purchases and process payments securely
  • Manage maintenance and incident requests
  • Verify user identity and role (e.g. tenant vs. property manager)
  • Comply with housing, safety, and council regulations
  • Provide customer support and respond to inquiries
  • Analyse app usage and improve functionality
  • Notify you of updates, policy changes, or new features

5. Legal Basis for Processing (UK GDPR)

We rely on the following lawful bases:

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Contractual necessity – to provide services you've requested

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Legitimate interests – for app security, product improvement, and fraud prevention

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Legal obligation – to meet regulatory or compliance requirements

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Consent – for marketing communications or optional features

6. Sharing Your Data

We may share data with trusted third parties, including:

Property managers, landlords, maintenance teams, and councils

As needed to deliver services.

Payment processors

For transactions – we never store card details.

Cloud hosting providers and IT support

UK or EEA-based only.

Legal or regulatory authorities

If required by law.

We do not sell your data to third parties.

7. Data Storage & Security

We may share your data with:

Service Providers: AWS (for cloud hosting), payment processors, analytics providers, and IT security services.

Authorised Users: property managers, maintenance or security teams, and councils directly linked to your property.

Professional Advisors: accountants, auditors, or legal advisers.

Authorities: where required by law, regulation, or court order.

Business Successors: if Coordify or Eleven Star Labs undergoes a merger, sale, or business restructuring.

All third parties are bound by confidentiality and data protection agreements to ensure your data is handled securely.

8. Data Retention

We keep your personal data only as long as necessary for the purposes for which it was collected or as required by law.

  • Account information: kept while your account is active
  • Tenancy or property data: retained for up to 6 years after contract end
  • Financial and transaction records: retained for accounting and compliance purposes

9. Your Rights

Under UK GDPR, you have the right to:

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Access your personal data

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Correct inaccurate information

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Request deletion (“right to be forgotten”)

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Restrict or object to processing

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Withdraw consent (where applicable)

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Request a copy of your data (data portability)

10. Cookies and Tracking

Coordify may use cookies and similar technologies on our website and app to:

  • Enable core functionality
  • Analyse usage for performance improvements
  • Remember your preferences

You can control cookie settings through your browser or device preferences.

11. Data Transfers Outside the UK

We currently do not transfer personal data outside the UK or EEA.

If that ever changes, we will ensure compliance using lawful safeguards such as Standard Contractual Clauses (SCCs).

12. Children's Privacy

Coordify is not intended for use by anyone under the age of 16. We do not knowingly collect data from minors.

13. Updates to This Policy

We may update this Privacy Policy periodically.

Any significant changes will be communicated via the app or email. The latest version will always be available on our website.

14. Contact Us

For any privacy-related questions, concerns, or data access requests, please contact:

Data Protection Officer

Eleven Star Labs