Privacy notice

Who we are

Casebriar (“Casebriar”, “we”) is the controller for the information described here. You can contact us about anything in this notice at reece@casebriar.com.

This notice covers our website, our business marketing and pilot requests. It does not cover tenant complaints entered into the Casebriar application by agencies; that is handled separately with each agency.

Business contact details we collect

Casebriar is software for letting agents and property managers. To tell businesses about it, we keep a record of UK letting and property management businesses and how to contact them. This can include:

• the business name, company number, registered office, company type and status;
• its website, branch addresses and business phone numbers;
• business email addresses published by the business, such as a lettings or enquiries inbox, and occasionally the name and job title of someone who handles lettings or complaints where the business publishes them;
• a record of the emails we’ve sent, replies, whether a link in our email was clicked, calls, notes, and any request not to be contacted.

Where it comes from

We collect these details from public sources: Companies House, the business’s own website, and search engine results that point to it. We record which source each detail came from. We don’t buy contact lists, we don’t guess email addresses, and we don’t collect personal (non-business) contact details.

Why, and on what basis

We use these details to send occasional emails about Casebriar to businesses it may be relevant to, and to follow up where someone has shown interest. Our lawful basis is legitimate interests: telling relevant businesses about a product that may help them, in a way they’d reasonably expect, with an easy way to say no. We only send unsolicited marketing emails to companies and limited liability partnerships, not to sole traders or partnerships, unless they have asked to hear from us.

Saying no

Every marketing email has an unsubscribe link, and you can also reply “unsubscribe” or email us. You have an absolute right to object to direct marketing. When you do, we stop straight away and keep only the minimum needed to make sure you aren’t contacted again (a suppression record).

Pilot requests

If you ask to join the pilot, we use what you give us (your name, work email, phone, role, agency details and message) to review the request, set up your account, contact you about the pilot and ask for feedback. The basis is taking steps at your request and our legitimate interest in running the pilot. If you tick the box for product updates, we’ll also email you about Casebriar on the basis of your consent, which you can withdraw at any time.

Replies and calls

When you reply to us, we keep the reply so we can respond and so we don’t contact you if you’ve asked us not to. We may use an AI service to sort replies (for example, spotting an unsubscribe request or an out-of-office message); a person reads anything that needs a response. We may phone a business number where someone has shown interest; we don’t make unsolicited marketing calls to numbers registered with the Corporate Telephone Preference Service.

This website

We don’t use advertising or analytics cookies. We count page visits in aggregate (which page, which site referred the visit, and campaign tags in the link) without storing IP addresses or setting cookies. If you arrived from one of our emails, the link carries a reference so we can tell which email it came from.

Who we share it with

We use service providers to run Casebriar: hosting and database (Railway), email sending, and an AI provider for sorting replies and drafting content (Anthropic). They process data on our instructions. Some of them may process data outside the UK, in which case we rely on UK-approved safeguards such as adequacy regulations or the International Data Transfer Addendum. We don’t sell data.

How long we keep it

Business contact records that have had no response are deleted or anonymised after 24 months. Records of people and businesses we’re in conversation with, or who take part in the pilot, are kept while that relationship continues and for up to two years after. Suppression records are kept indefinitely, because that’s how we make sure you’re not contacted again.

Your rights

You can ask for a copy of the information we hold about you, ask us to correct it, delete it or restrict how we use it, and object to how we use it. Email reece@casebriar.com. You can also complain to the Information Commissioner’s Office (ico.org.uk), though we’d appreciate the chance to put things right first.