Privacy Policy

Last updated: 10 April 2026

Bearmend (“Bearmend”, “we”, “us”, “our”) respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, store, and protect personal data when you visit our website, communicate with us, or use the Bearmend platform.

1. Who we are

Bearmend is a property maintenance workflow platform for landlords, property operators, and trusted service providers.

Data Controller:
FIXWELL TECHNOLOGIES LTD
66 Paul Street, London, EC2A 4NA
Company number: 16784379
Email: hello@bearmend.com

2. What personal data we collect

We may collect the following categories of personal data:

• Identity and contact data: name, email address, phone number, business or portfolio name.
• Account data: login details, sign-in events, and account preferences where applicable.
• Property and issue data: property address, property notes, issue descriptions, preferred timing, uploaded photos or videos, repair history, and related communications.
• Payment-related data: limited payment metadata, billing status, and transaction references. We do not store full card details.
• Technical and usage data: IP address, browser type, device information, approximate location data, logs, session activity, and website usage information.
• Support and communications data: messages, support requests, responses, and related records.

3. How we collect your data

• Directly from you when you use the platform, contact us, or submit information through the website.
• Automatically when you use our website or product, including through logs, cookies, and similar technologies where applicable.
• From third-party service providers where needed to operate the service, such as payment and infrastructure providers.

4. How we use your data

We may use personal data to:

• provide and operate the Bearmend platform;
• allow users to create and manage property records and repair issues;
• coordinate communications, updates, and workflow activity connected to a property or issue;
• process or facilitate payments and related administrative records;
• provide customer support and respond to enquiries;
• monitor platform performance, improve features, and develop the service;
• maintain security, prevent abuse, detect fraud, and investigate misuse;
• comply with legal, regulatory, tax, and accounting obligations.

5. Our lawful bases for processing

Depending on the purpose, we rely on one or more of the following lawful bases under the UK GDPR:

• Contract: where processing is necessary to provide the services you request, operate your account, or take steps before entering into a contract.
• Legitimate interests: where processing is reasonably necessary for operating, securing, improving, and administering Bearmend, provided your interests and rights do not override those interests.
• Consent: where we specifically ask for your consent, for example for optional marketing communications where required.
• Legal obligation: where processing is necessary to comply with applicable legal or regulatory requirements.

6. Marketing communications

If you ask to hear from us, we may send you updates about Bearmend, onboarding, release progress, and relevant service information.

Where consent is required, you may withdraw it at any time. You can also opt out of non-essential marketing emails at any time by using the unsubscribe link or by contacting us at hello@bearmend.com.

7. Sharing your data

We do not sell your personal data.

We may share personal data with trusted third parties where reasonably necessary, including:

• hosting and infrastructure providers;
• email and notification providers;
• payment providers, such as Stripe;
• analytics, logging, monitoring, and security providers;
• service providers or contractors where necessary to operate the repair workflow;
• professional advisers, insurers, or legal representatives where needed;
• public authorities, regulators, law enforcement, or courts where legally required.

8. International transfers

Some of our service providers may process personal data outside the UK. Where that happens, we take reasonable steps to ensure appropriate safeguards are in place, such as approved contractual protections or equivalent lawful transfer mechanisms.

9. Data retention

We retain personal data only for as long as reasonably necessary for the purposes set out in this policy, including to meet legal, regulatory, tax, accounting, and operational requirements.

• Account and property workflow data: for as long as the account remains active and for a reasonable period afterwards where needed for audit, dispute, legal, or security purposes.
• Payment and billing records: for the period required by applicable accounting and tax rules.
• Technical logs and security data: for a limited period appropriate to security and operational needs.

10. Security

We use appropriate technical and organisational measures designed to protect personal data against unauthorised access, disclosure, misuse, alteration, or loss.

No system can be guaranteed to be completely secure, but we work to keep our systems, providers, and processes under regular review.

11. Cookies and similar technologies

We may use cookies and similar technologies to operate the website, remember preferences, understand site usage, and improve performance.

Where required, we will provide additional information or controls relating to cookies.

12. Your rights

Subject to applicable law, you may have the right to:

• request access to your personal data;
• request correction of inaccurate or incomplete data;
• request erasure of your personal data;
• object to certain processing;
• request restriction of processing;
• request portability of certain data;
• withdraw consent where processing is based on consent.

To exercise your rights, contact us at hello@bearmend.com.

13. Complaints

If you have concerns about how we handle personal data, please contact us first so that we can try to resolve the issue.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached.

14. Third-party websites and services

Our website or platform may contain links to third-party websites or services. We are not responsible for the privacy practices of third-party sites, platforms, or providers outside our control.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be available on this page together with the date of the latest update.

16. Contact

For privacy-related questions or requests, contact:

FIXWELL TECHNOLOGIES LTD
66 Paul Street, London, EC2A 4NA
Company number: 16784379
hello@bearmend.com