Last updated: 11 September 2026. This policy applies to the PHIX-IT website, repair-reporting services and secure portals.
1. Who we are
PHIX-IT Property Solutions is a trading name of BS79 Ltd, a company registered in Scotland under company number SC831952. BS79 Ltd is the controller of personal information processed for its own business purposes.
Email: info@phix-it.co.uk
2. Information we collect
Depending on how you use PHIX-IT, we may collect:
- your name, email address, telephone number, company and account details;
- property addresses, tenant or occupier contact details and access information;
- repair descriptions, urgency, messages, photographs, videos and supporting documents;
- contractor details, qualifications, insurance and compliance information;
- quotes, invoices, payment status and records relating to repair work;
- portal activity, device, security and technical information needed to operate and protect the service; and
- information you give us through forms, email, telephone or other correspondence.
Please avoid including sensitive personal information in repair descriptions or uploads unless it is genuinely necessary.
3. How we obtain information
We receive information directly from you, from letting agents, landlords, tenants, contractors and other authorised users, and automatically when you use our website or portal. An agent or landlord may give us tenant or occupier details so that a repair can be arranged.
4. How and why we use information
We use personal information to:
- create and manage portal accounts;
- receive, assess, allocate, track and complete property repairs;
- contact agents, tenants, landlords and contractors about a job;
- prepare and manage quotes, invoices and supporting records;
- manage contractor applications, checks and our contractor network;
- respond to enquiries and requests to bring PHIX-IT to a new area;
- maintain service security, prevent misuse and troubleshoot faults;
- meet legal, regulatory, tax, accounting and insurance obligations; and
- improve our services and business operations.
Our lawful bases under UK data protection law are usually performance of a contract, steps requested before entering a contract, our legitimate interests in operating and improving PHIX-IT, compliance with legal obligations, and consent where consent is appropriate. We do not rely on consent where another lawful basis properly applies.
5. Who we share information with
We share only what is reasonably required with the relevant letting agent or landlord, tenant or occupier, contractor, and PHIX-IT personnel involved in a repair. We also use trusted providers that support our operations, including hosting, database, authentication, file storage, email delivery, form handling and document services. These currently include Netlify, Supabase, Resend and FormSubmit where applicable.
We may also disclose information to professional advisers, insurers, regulators, law-enforcement bodies or courts where required or permitted by law, or in connection with a business sale or reorganisation.
6. International transfers
Some service providers may process information outside the United Kingdom. Where this happens, we use the safeguards required by UK data protection law, such as an adequacy regulation or approved contractual protections.
7. How long we keep information
We retain information only for as long as needed for the purpose for which it was collected, to provide the service, resolve disputes and meet legal, accounting, insurance and regulatory requirements. Retention depends on the type of record and our relationship with you. Repair, contract, quote and invoice records may need to be retained for several years after completion. Information that is no longer required is deleted or anonymised securely.
8. Security
We use proportionate technical and organisational safeguards, including controlled portal access, authentication and restricted access to operational records. No internet service can guarantee absolute security, so please use a strong password and tell us promptly if you believe your account or information has been compromised.
9. Your rights
Under UK data protection law, you may have the right to access, correct or erase your personal information; restrict or object to processing; receive certain information in a portable format; and withdraw consent where processing is based on consent. These rights can be subject to lawful exceptions.
To exercise a right, email info@phix-it.co.uk. We may need to verify your identity. You may also complain to the Information Commissioner’s Office.
10. Cookies and browser storage
For information about cookies and similar browser storage, please read our Cookie Policy.
11. Other websites
Our website may link to third-party websites. Their privacy practices are governed by their own policies, and we are not responsible for those websites.
12. Changes to this policy
We may update this policy as our service or legal obligations change. The latest version will always be published on this page with its revision date.