Privacy & Data Protection Policy

Version: August 2026

Classic Folios Limited (“we”, “us”, “our”), trading as Spaciable, is committed to protecting your privacy and handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

This Privacy Policy explains how we collect, use, store, and protect personal data when you use the Spaciable web platform (spaciable.io). It applies to residents, homeowners, property developers, and building management personnel interacting with the platform.

1. Data Controller Information

  • Data Controller: Classic Folios Limited (trading as Spaciable)
  • Registered Office Address: Units 14–15 Monks Brook Industrial Park, School Close, Chandler’s Ford, Eastleigh, Hampshire, SO53 4RA
  • ICO Registration Reference: ZA347650
  • Contact Email: hello@spaciable.com
  • Data Protection Officer (DPO): David Graydon (hello@spaciable.com)
  • Telephone: 023 8062 6280

Spaciable is a software platform and brand owned and operated by Classic Folios Limited. The general corporate data protection practices, security standards, and terms set out in the overarching Classic Folios Privacy Policy apply to your use of this service alongside this policy.

(Note: Where Spaciable is deployed by your home builder or property management company, Classic Folios Limited acts as a Data Processor carrying out platform functions under the instruction of your Property Developer as the primary Data Controller).

2. Personal Data We Collect

We collect only the minimum personal data necessary to deliver and operate the Spaciable service.

A. Information Provided by You

  • Contact Information: Name, address, email address, and telephone number.
  • Support & Issue Communications: Details submitted when reporting maintenance issues, submitting snagging items, requesting support, or communicating with building managers/developers.
  • Uploaded Content: Documents, photos, or attachments uploaded to support issue resolution or account customization.

B. Information Provided by Your Property Developer / Building Manager

  • Resident & Home Details: Name, contact details, property address, and account activation details.
  • Documentation: Handover information, home manuals, warranty certificates, and property specifications.

C. Technical Data Collected Automatically (Web Platform)

  • IP address, browser type and version, operating system, session logs, error diagnostic logs, and page interaction data.

D. What We Do NOT Collect

We do not collect mobile device advertising IDs, push notification tracking tokens, or financial/credit profiling data. Spaciable does not deploy behavioral advertising cookies or commercial retargeting trackers.

3. How We Use Personal Data

We use your data strictly to operate and support the Spaciable platform:

  • Service Delivery (Contractual Necessity): Account management, providing access to home documentation and certificates, tracking issue resolution, and facilitating communications between residents and property developers.
  • Platform Security & Performance (Legitimate Interests): Diagnostic logging, troubleshooting, platform updates, and preventing unauthorized access or platform misuse.
  • Service Notifications: Delivering essential operational messages (such as maintenance notices or account alerts).

We do not sell personal data or process data for third-party advertising networks.

4. Sharing Personal Data

Personal data is shared strictly on a need-to-know basis to fulfill service delivery:

  • Property Developers & Building Management Teams: To allow relevant teams to process issue reports, manage inspections, and deliver resident services.
  • Maintenance Contractors: Appointed contractors assigned to resolve maintenance items or defect reports submitted via the platform.
  • Vetted Platform Service Providers: Trusted cloud hosting, system administration, and email transmission infrastructure providers.
  • Legal Bodies: Where required by applicable statutory law or regulatory mandate.

All third-party processors are bound by strict data protection agreements in accordance with UK GDPR standards.

5. International Data Transfers

Where personal data is hosted or processed outside the UK, we ensure statutory protections are in place:

  • UK International Data Transfer Agreements (IDTA) or Standard Contractual Clauses (SCCs).
  • Transfer Risk Assessments (TRAs).
  • Technical protections, including end-to-end encryption in transit and at rest.

6. Data Security

We implement robust technical and organizational security controls to safeguard personal data:

  • Secure encrypted storage and data transmission (TLS/SSL).
  • Role-based access controls and authentication safeguards.
  • Regular security testing and infrastructure monitoring.

7. Data Retention

We retain personal data only for as long as necessary to support service obligations, satisfy statutory legal requirements, or maintain property records:

  • Resident Account & Issue History: Retained for the duration of the agreement with your property developer/management company, plus up to 6 years following account deactivation or service completion to resolve ongoing property enquiries, support defect/warranty queries, and meet legal record-keeping standards.
  • Technical Diagnostics & Session Logs: Retained in accordance with standard automated platform retention settings (up to 12 months).
  • Suppression Lists: If you request to opt out of non-essential updates, basic contact details are retained indefinitely on a "Do Not Contact" list to ensure your preference is honored.

8. Your Rights

Under UK GDPR, you hold the following rights regarding your personal data:

  • Access: Request a copy of the personal data held about you.
  • Rectification: Request correction of inaccurate or incomplete information.
  • Erasure ("Right to be Forgotten"): Request deletion of data where no overriding legal or contractual requirement exists.
  • Restriction & Objection: Object to processing based on legitimate interests or request restrictions.
  • Data Portability: Request data transfer in a structured format.
  • Withdraw Consent: Withdraw consent at any time where processing relies on consent.

To exercise any of these rights, contact hello@spaciable.com.

9. Children’s Data

Spaciable is a property management and resident portal intended for adult homeowners and tenants. We do not knowingly collect or process data relating to children.

10. Contact & Complaints

If you have questions regarding this Privacy Policy or wish to make a complaint, please contact our Data Protection Officer at hello@spaciable.com.

You also hold the legal right to raise concerns with the UK supervisory authority:

  • Information Commissioner’s Office (ICO)
    Website: www.ico.org.uk | Helpline: 0303 123 1113