Privacy policy
Last updated: 5 June 2026
Who we are
Houseroom is a trading name of [[COMPANY LEGAL NAME]], a company registered in England and Wales (company number [[COMPANY NUMBER]]), registered office [[REGISTERED OFFICE ADDRESS]]. For the purposes of UK GDPR and the Data Protection Act 2018 we are the data controller for personal data you give us through this site and the Houseroom service, and we are registered with the UK Information Commissioner's Office (registration [[ICO REGISTRATION NUMBER]]).
For any privacy question, contact us at privacy@houseroom.uk.
What we collect
- Account data — your email or phone number, and any name or postcode you choose to give us.
- Family profile — children's first names, ages, target entry points, and priorities you enter to power matching and alerts.
- Application tracker data — the schools you save, applications you record, deadlines you set, and notes you make.
- Usage data — basic, aggregated analytics about which pages are viewed, so we can improve the product.
- Communications — emails, WhatsApp or SMS messages sent through the service, and replies.
Why we collect it
- To run your account and the shortlist, tracker, and alerts you sign up for (contractual basis).
- To send the deadline alerts you've explicitly opted into (consent).
- To improve the product and fix bugs (legitimate interest).
- To meet our legal obligations.
What we don't do
- We don't sell your data to schools, advertisers, or third parties. Ever.
- We don't share your application tracker with the schools you've applied to.
- We don't run third-party advertising on Houseroom.
Children's data
Houseroom accounts are for adults: you must be 18 or over to register. To power matching, shortlisting, and deadline alerts, the family profile you create can include information about your child — typically a first name, age or year group, target entry points, and the priorities you choose. You provide this as the parent or guardian, and we process it to deliver the service you have asked for.
We follow the ICO's Age Appropriate Design Code (the Children's Code): we collect only what the matching and tracking features need, we do not use children's data for advertising or for profiling beyond generating your shortlist, and we never sell it. Please add only details that genuinely help your research, and avoid sensitive information such as medical, SEND, or safeguarding details unless it is necessary. Where you do choose to share special-category information, we rely on your explicit consent and you can remove it at any time.
Sub-processors we use
- Supabase — database and authentication (UK region).
- Vercel — hosting.
- Resend — transactional email delivery.
- WhatsApp Business / SMS provider — alert delivery.
- OpenAI — the AI assistant. We send only your current assistant question and retrieved Houseroom source context, not your wider account data.
All sub-processors are bound by a data-processing agreement and handle UK / EU personal data under appropriate safeguards.
International transfers
Most of your data stays in the UK — our database and authentication run in Supabase's UK region. Some sub-processors are based in the United States, including our hosting (Vercel) and the AI assistant (OpenAI). Where personal data is transferred outside the UK, we rely on the UK International Data Transfer Agreement, or on the EU Standard Contractual Clauses together with the UK Addendum, so your data keeps an equivalent level of protection. Ask us using the contact details above for detail on any specific transfer.
How long we keep it
Account and tracker data: while your account is active, plus 30 days after deletion. Communications: up to 24 months for support and audit. Analytics: aggregated and retained indefinitely; raw event data is retained for 12 months.
Your rights
Under UK GDPR you have the right to access, correct, export, restrict, object to, or delete your data, and to withdraw consent for marketing or alerts at any time. The quickest route is our data requests page, or email privacy@houseroom.uk. We respond within one month. You can also lodge a complaint with the UK Information Commissioner's Office (ico.org.uk).
Matching and the AI assistant
Our shortlist matching and Fit Score are tools to support your own research; they do not make any decision that has a legal or similarly significant effect on you, and you stay in control of what you do with the results. The AI assistant only receives your current question and the Houseroom source material needed to answer it.
Cookies
We use a small number of strictly-necessary cookies for sign-in and security, and we do not use cookies for advertising or cross-site tracking. Our full cookie notice explains exactly what we set and how to control it.
Changes
We'll update this page when our practices change and bump the "Last updated" date at the top. Material changes are also announced by email to current members.