Last updated: 9 May 2026
Applies to: www.viewbook.co.uk and the ViewBook booking platform
ViewBook Ltd ("ViewBook", "we", "us", or "our") operates the website at www.viewbook.co.uk and the ViewBook property-viewing booking platform. We provide software that enables estate and letting agents to manage property viewing schedules and enables buyers and tenants to book viewings online.
Our registered office address is (note: this is our registered office for legal purposes only and is not a trading or operational address):
ViewBook LtdViewBook is the data controller for personal data collected directly through the platform — for example, when a buyer registers an account, books a viewing, or submits feedback. This means we determine the purposes and means of processing that data and are responsible for it under UK GDPR and the Data Protection Act 2018.
Where estate or letting agents use ViewBook to manage their own clients' data (for example, adding landlord records or managing tenant bookings), the agent's business is the data controller for that data and ViewBook acts as a data processor on their instructions. In that capacity, we process data only as directed by the agent and in accordance with our Data Processing Agreement with them.
The Information Commissioner's Office (ICO) is the UK supervisory authority for data protection. Our ICO registration number is ZC143013.
We collect and process the following categories of personal data, depending on how you use the platform:
| Category | Data elements | Who it relates to |
|---|---|---|
| Account data | Name, email address, login method (Manus OAuth) | Registered users (buyers, tenants, agents, sellers, landlords) |
| Booking data — sales | Buyer name, email, phone number, buyer status (e.g. first-time buyer, chain-free), mortgage status, preferred viewing date and time, notes | Buyers booking sales property viewings |
| Booking data — lettings | Tenant name, email, phone number, preferred viewing date and time, notes | Tenants booking rental property viewings |
| Viewing feedback | Viewer name, overall rating, condition rating, interest level, price thoughts, comments, concerns, offer intent, second-viewing intent | Buyers and tenants who complete a post-viewing feedback form |
| Agent profile data | Name, email, phone number, job title, profile photograph (optional), biography (optional) | Estate and letting agents registered on the platform |
| Agency account data | Agency name, contact email, phone number, office address, website URL, Stripe customer ID, Stripe subscription ID, plan tier | Estate and letting agency businesses |
| Landlord records | Name, email, phone number, preferred contact method, portfolio size | Landlords whose properties are managed through the platform |
| Invitation data | Email address of the invited party, invitation type (agent or landlord), expiry timestamp | Persons invited to join the platform by an agency |
| Demo booking enquiries | Name, agency name, email, phone number, preferred date and time, message | Persons submitting a virtual appointment request via /book-demo |
| Contact form data | Name, email, phone number, message | Persons submitting a general enquiry via /contact |
| Technical and usage data | IP address, browser type and version, operating system, referring URL, pages visited, session duration | All website visitors |
We do not collect special category data (such as health information, racial or ethnic origin, or political opinions) and we do not collect financial pre-qualification data (such as proof of funds or mortgage agreements) at the viewing booking stage.
We collect personal data through the following means:
Direct interactions. You provide data to us when you register an account, book a property viewing, complete a post-viewing feedback form, submit a demo booking request, or contact us via the enquiry form or by email or telephone.
Automated technologies. When you visit our website, we automatically collect certain technical data about your device and browsing behaviour using server logs and strictly necessary session cookies. We do not currently use analytics or advertising cookies.
Third parties — estate and letting agents. Agents who use the ViewBook platform may add your details to the system on your behalf — for example, when creating a landlord record, sending you an invitation to join the platform, or recording notes against a booking.
Third parties — Manus OAuth. When you log in using Manus OAuth, we receive your name, email address, and a unique identifier from the Manus authentication service. We do not receive your Manus password.
We use your personal data only for the purposes set out below, and only where we have a valid lawful basis for doing so under UK GDPR Article 6.
| Purpose | Data used | Lawful basis |
|---|---|---|
| Register and manage your account | Account data | Performance of a contract |
| Process and confirm property viewing bookings | Booking data (sales and lettings) | Performance of a contract |
| Send booking confirmation emails | Buyer/tenant name, email, property address, date and time | Performance of a contract |
| Send booking confirmation SMS messages | Buyer/tenant phone number, property address, date and time | Performance of a contract |
| Send viewing reminder SMS messages (24 hours before the appointment) | Buyer/tenant phone number, property address, date and time | Performance of a contract / Legitimate interests |
| Send post-viewing feedback requests by SMS | Buyer/tenant phone number, feedback reference link | Legitimate interests |
| Notify estate/letting agents of new bookings and cancellations | Buyer/tenant name, booking details | Legitimate interests (agent's operational need) |
| Enable agents to manage their viewing schedules | Booking data, property data, time slot data | Performance of a contract (with the agent) |
| Process subscription payments via Stripe | Agency account data, Stripe customer and subscription IDs | Performance of a contract |
| Respond to demo booking requests | Demo enquiry data | Legitimate interests |
| Respond to general enquiries | Contact form data | Legitimate interests |
| Improve the platform and diagnose technical issues | Technical and usage data | Legitimate interests |
| Comply with legal and regulatory obligations | As required by applicable law | Legal obligation |
| Send marketing communications (only with your explicit consent) | Name, email address | Consent |
Legitimate interests: Where we rely on legitimate interests as our lawful basis, we have assessed that our interests are not overridden by your rights and freedoms. You have the right to object to processing based on legitimate interests at any time — see Section 9.
The following third-party service providers process personal data on our behalf. Each is subject to a Data Processing Agreement and is required to process data only on our instructions and in accordance with UK GDPR.
| Provider | Purpose | Data transferred | Location |
|---|---|---|---|
| Stripe, Inc. | Payment processing and subscription management | Agency billing email, Stripe customer and subscription IDs | USA (covered by Standard Contractual Clauses) |
| Twilio, Inc. | SMS delivery — booking confirmations, reminders, feedback requests | Buyer/tenant phone numbers, message content | USA (covered by Standard Contractual Clauses) |
| Resend, Inc. | Transactional email delivery — booking confirmations, demo enquiry auto-replies | Buyer/tenant/agent email addresses, message content | USA (covered by Standard Contractual Clauses) |
| Manus (authentication provider) | User authentication via OAuth | Name, email address, unique user identifier | Refer to Manus Privacy Policy |
| Cloud infrastructure provider | Hosting, database, and file storage | All platform data | Refer to provider's DPA |
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Our retention periods are as follows:
| Data category | Retention period | Reason |
|---|---|---|
| Active user account data | Duration of account, plus 2 years after last activity | Contract / legitimate interests |
| Sales and lettings booking records | 6 years from the date of the booking | Legal obligation (Limitation Act 1980; HMRC tax records) |
| Cancelled or no-show booking records | 12 months from the date of cancellation | Legitimate interests (dispute resolution) |
| Viewing feedback records | 6 years from submission | Legitimate interests (aligned with booking record retention) |
| Payment and subscription records | 6 years from the transaction date | Legal obligation (HMRC tax record-keeping) |
| Demo booking enquiries | 12 months from submission, or until the enquiry is resolved | Legitimate interests |
| Contact form enquiries | 12 months from submission, or until the enquiry is resolved | Legitimate interests |
| Invitation tokens (unused) | 30 days from creation (automatically expired) | Operational necessity |
| Marketing consent records | Duration of consent, plus 3 years after withdrawal | ICO guidance on consent records |
| Session cookies | Deleted when you close your browser | Strictly necessary |
| Server logs (technical data) | 90 days | Security and operational monitoring |
When data reaches the end of its retention period, it is securely deleted or anonymised.
Under UK GDPR and the Data Protection Act 2018, you have the following rights in relation to your personal data. These rights are not absolute and may be subject to exemptions in certain circumstances.
| Right | What it means | Response time |
|---|---|---|
| Right of access | Request a copy of the personal data we hold about you (a Subject Access Request) | 1 calendar month |
| Right to rectification | Request correction of inaccurate or incomplete data | 1 calendar month |
| Right to erasure | Request deletion of your data where there is no overriding legal reason to retain it | 1 calendar month |
| Right to restrict processing | Request that we pause processing of your data in certain circumstances | Without undue delay |
| Right to data portability | Receive your data in a structured, machine-readable format (applies to data processed under contract or consent) | 1 calendar month |
| Right to object | Object to processing based on legitimate interests, including direct marketing | Without undue delay (marketing: immediately) |
| Rights related to automated decision-making | Not to be subject to solely automated decisions that produce significant effects — not currently applicable to ViewBook | N/A |
To exercise any of these rights, please contact us at [email protected] with the subject line "Data Rights Request". We may need to verify your identity before processing your request. We will not charge a fee for reasonable requests.
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Information Commissioner's OfficeWe implement appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures include:
In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours of becoming aware of it, and will notify affected individuals without undue delay where the risk is high.
Some of our third-party processors are based outside the UK. Where personal data is transferred to a country that does not provide an equivalent level of data protection, we ensure that appropriate safeguards are in place — typically the UK International Data Transfer Agreement (IDTA) or Standard Contractual Clauses (SCCs) approved by the European Commission and adopted for UK use. The specific safeguards for each processor are noted in Section 7.
The ViewBook platform is not directed at children under the age of 18. We do not knowingly collect personal data from anyone under 18. If you believe we have inadvertently collected data from a child, please contact us at [email protected] and we will delete it promptly.
We may update this Privacy Notice from time to time to reflect changes in our processing activities, applicable law, or regulatory guidance. The date at the top of this page shows when it was last revised. Where changes are material, we will notify registered users by email or by a prominent notice on the platform before the changes take effect.
We encourage you to review this notice periodically. Continued use of the platform after changes take effect constitutes acceptance of the updated notice.
If you have any questions about this Privacy Notice, wish to exercise your data rights, or have a concern about how we handle your personal data, please contact us:
ViewBook LtdWe aim to respond to all data rights requests and privacy enquiries within 5 working days of receipt, and in all cases within the statutory timeframe of one calendar month.