Maintenance Desk™ Privacy Policy & Data Processing Notice
This page reflects the privacy and data-processing terms set out in the Maintenance Desk™ SaaS Agreement & Terms of Service.
1. Controller vs. Processor Relationship
- Tenant & Landlord Data (Processor): In accordance with the UK GDPR, you are the Data Controller for all personal data (PII) belonging to your tenants and landlords entered into the platform. We are the Data Processor, processing this solely on your documented instructions. You are solely responsible for handling your tenants' Subject Access Requests (SARs) or Right to Erasure requests.
- B2B Account Data (Controller): Maintenance Desk Ltd. acts as the Data Controller for your specific business account data (e.g., your staff names, business email addresses, and billing information) required to manage our B2B relationship.
2. The Data Registry (The "Property Passport")
While you retain complete ownership over the personal data of your clients, Maintenance Desk™ acts as a data registry for residential rental property intelligence. You agree that FiXiFi.Ai Ltd. retains exclusive, perpetual, and irrevocable ownership of all anonymised, non-personally identifiable data generated through the platform (the "Property Passport").
This exclusively owned data moat includes, but is not limited to:
- Asset Lifecycle Data: The make, model, serial numbers, lifespan, and repair history of all structural elements, fixtures, fittings, and appliances submitted via media or text.
- Telemetry & IoT Ingestion: Data streams from connected smart home devices, environmental sensors (e.g., moisture, humidity, temperature monitors, energy consumption), and smart meters linked to the property.
- Occupant & Environmental Metadata: Anonymised environmental degradation trends and usage patterns (e.g., condensation patterns, hardware wear-and-tear metrics) derived from tenant behaviour, strictly aggregated to prevent individual profiling.
3. AI Training License & Data Handling
To continuously improve our proprietary AI diagnostic and logistical algorithms, you grant us a perpetual, irrevocable, royalty-free license to use the fault media (written and verbal reports, photos, audio, and videos) uploaded by your tenants and contractors.
All such media is strictly anonymised and stripped of personally identifiable information before being used for internal AI training.
4. Omnichannel Instructions & Third-Party Platforms
Kojak can accept instructions via third-party channels (e.g., SMS, WhatsApp, voice, and email). When these channels are used, you are also subject to those third-party platform terms (e.g., Meta, Apple). You remain responsible for securing devices and communication channels used by your staff.
5. Third-Party Integrations
If you connect Maintenance Desk™ to third-party CRM or property management software (e.g., Reapit, Fixflo), we accept no liability for data corruption, sync failures, or system crashes originating from those third-party environments.
6. Legal & Privacy Contact Details
Maintenance Desk™ is a trading name of Maintenance Desk Ltd., a company registered in England and Wales, which is a wholly owned subsidiary of FiXiFi.Ai Ltd.
- Registered Office: 124 City Road, London EC1V 2NX
- Contact Email (Legal & Privacy Notices): office@fixifi.ai
Any formal legal notices or data protection inquiries should be sent in writing to the email or physical address above.