iHost – Legal & Privacy Policy 

 

London Blackbook Ltd ("Blackbook", "we", "us" or "our") operates iHost, a property maintenance and management platform available through web and mobile applications.

iHost provides role-based tools for landlords, tenants, contractors, property managers and other authorised users to manage property maintenance, appointments, communications, records and related operational activities.

This Privacy Policy explains how we collect, use, store and protect personal information when you use iHost.

​

1. Who We Are

iHost is a property maintenance and management platform developed by Nick Mavrokefalos and operated in connection with London Blackbook Ltd.

London Blackbook Ltd provides support in relation to access to the platforms, services and domains associated with iHost.

The identity of the data controller for personal information processed through iHost depends on the purposes and means of the relevant processing activity. Landlords, property managers and other organisations using iHost may act as independent data controllers for personal information they collect, manage or process through the platform.

Where London Blackbook Ltd processes personal information on behalf of such organisations, it may act as a data processor. The respective responsibilities of the parties depend on the specific processing arrangements and applicable data protection law.

For questions, concerns or requests relating to personal information processed through iHost, please use the contact details provided at the end of this policy.

​

2. Information We Collect

The information we collect depends on your role and how you use iHost.

​

2.1 Information you provide

This may include:

• Name

• Email address, where provided

• Mobile telephone number

• Information used for account registration and authentication

• One-time passcodes used for authentication

• User role and account information

• Property and tenancy information relevant to your account

• Appointment information, including dates, times, property information, service type, notes and access information

• Maintenance requests and job information

• Photographs or videos uploaded in connection with maintenance activities

• Audio recordings or audio information submitted through supported features

• Reports, notes and other information entered into the platform

• Other information you voluntarily provide when using iHost

Not every user provides every type of information.

For example, some contact information may be optional depending on the role and functionality being used.

​

2.2 Information generated through use of iHost

We may also process information associated with your use of the platform, including:

• User or account identifiers

• Device identifiers

• Push notification tokens

• Information about interactions with the application

• Security and authentication information

• Technical information required to maintain the service

• Information relating to requests, appointments, maintenance activities and other actions performed through iHost

 

3. How We Use Information

We use information to operate and provide iHost, including to:

• Create and manage user accounts

• Authenticate users and protect accounts

• Provide role-specific functionality

• Connect tenants with authorised contractors

• Manage properties, tenants and contractor relationships

• Create, manage and track maintenance requests

• Arrange and manage appointments

• Provide notifications and service updates

• Allow contractors to record completed work

• Store maintenance records, reports and supporting evidence

• Provide landlords and authorised managers with appropriate operational visibility

• Provide portfolio-level information and reporting

• Provide statistics, dashboards and operational insights for authorised users

• Maintain platform security

• Detect and prevent misuse or unauthorised access

• Maintain and improve the reliability and performance of iHost

• Provide customer and technical support

• Process payments and manage subscriptions where applicable

• Comply with legal and regulatory obligations

 

4. Role-Based Access

iHost is designed around role-based access.

Information available to a user depends on their role, account relationships and permissions.

For example, landlords and authorised property managers may be able to access information relating to their properties, tenants, contractors and maintenance activities.

Where accounts are connected for portfolio or management purposes, an authorised higher-level manager may be able to view operational information across connected accounts.

Users must only access information they are authorised to access.

We use access controls and account permissions to help prevent unauthorised access.

​

Landlords, property managers and other organisations using iHost are responsible for ensuring that their collection and use of personal information through the platform is lawful, that they have an appropriate legal basis for processing it, and that access is granted only to authorised individuals. They are also responsible for providing any privacy information required for the processing activities for which they act as data controllers. Blackbook remains responsible for its own obligations under applicable data protection law, including those relating to the operation and security of the platform.

 

5. Photos, Videos, Audio and Maintenance Records

Users may submit photographs, videos, audio or other content through iHost where the relevant functionality is provided.

For example, contractors may upload photographs or provide audio information as part of documenting maintenance work.

Such information is used to provide the relevant iHost functionality and maintain maintenance records.

Where audio is processed using an audio-to-text or transcription feature, the resulting text may be retained as part of the relevant maintenance record. Audio may not necessarily be retained indefinitely where it is no longer required for the relevant functionality.

 

6. Push Notifications

iHost may use push notification services to deliver account, security, maintenance and other service-related notifications.

Depending on your device and platform, this may involve services such as Firebase Cloud Messaging (FCM) or Apple's push notification infrastructure.

A device-specific notification token may be processed for the purpose of delivering notifications to your device.

Push notifications can generally be controlled through your device settings.

 

7. Payments

Where iHost provides paid subscriptions or other paid services, payments may be processed through third-party payment providers.

For payments processed through Stripe, payment card information is transmitted to Stripe for payment processing. London Blackbook Ltd does not intentionally store complete payment card numbers or security codes on its own systems.

We may retain limited payment-related information necessary to maintain your account and subscription status, such as payment status, subscription status, relevant transaction references, the last purchase or payment information required to determine entitlement, and subscription expiry information.

Where payments are made through an app-store payment system, such as Apple's In-App Purchase system, the payment is processed by the relevant app-store provider.

 

8. Third-Party Service Providers

We may use carefully selected third-party service providers to provide parts of iHost's infrastructure and functionality.

These may include providers supporting:

• Hosting and database infrastructure

• Authentication and security

• Push notifications

• Payment processing

• Communications and SMS/telephone verification

• Application configuration and remote service configuration

• Technical infrastructure and service reliability

Examples may include Stripe, Twilio, Firebase and Apple services, depending on the platform and functionality being used.

These providers process information only as necessary to provide their relevant services and subject to their applicable contractual and legal obligations.

 

9. Sharing Information

We do not sell your personal information.

We do not use your personal information for third-party advertising.

Information may be made available to authorised users where necessary for iHost to perform its intended functions.

This may include:

• Landlords

• Property managers

• Contractors authorised to work on relevant properties

• Authorised higher-level managers connected to relevant accounts

• Other users with appropriate permissions

We may also disclose information to service providers supporting iHost, or where disclosure is required by law, regulation, legal process or to protect the security and integrity of the service.

 

10. Legal Basis for Processing

Where applicable under UK data protection law, we process personal information on one or more of the following bases:

Contract – where processing is necessary to provide iHost services or perform an agreement with you.

Legitimate interests – where processing is necessary for security, administration, service improvement, fraud prevention, maintenance of the platform or other legitimate business purposes, provided those interests are not overridden by your rights.

Consent – where we rely on your consent, such as for certain optional features or permissions. You may withdraw consent where applicable.

Legal obligation – where processing is necessary for compliance with a legal or regulatory obligation.

 

11. Data Security

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure or destruction.

Communication between supported applications and our services is protected using encrypted connections.

Authentication credentials and tokens are handled using appropriate security mechanisms.

No internet-based service can guarantee absolute security, but we take reasonable measures to protect information within our control.

 

12. Data Retention

We retain personal information for as long as reasonably necessary for the purposes described in this policy.

Retention periods may depend on:

• The type of information

• The purpose for which it was collected

• Whether your account remains active

• Legal, regulatory or contractual requirements

• The need to maintain maintenance, property or transaction records

• Security, dispute resolution and fraud-prevention requirements

When information is no longer required, we may delete it, anonymise it or securely dispose of it in accordance with our retention practices.

 

13. Your Rights

Depending on the circumstances and applicable law, you may have rights including:

• The right to be informed about how your information is used

• The right to access your personal information

• The right to correct inaccurate or incomplete information

• The right to request deletion

• The right to request restriction of processing

• The right to object to certain processing

• The right to data portability in applicable circumstances

• The right to withdraw consent where processing is based on consent

To exercise your rights, contact London Blackbook Ltd using the details below.

We may need to verify your identity before processing certain requests.

 

14. Account Deletion

If you wish to close your iHost account or request deletion of your personal information, please contact us.

Some information may need to be retained where required by law, necessary for legitimate security purposes, or required to maintain appropriate property, maintenance or transaction records.

Where information is retained, it will continue to be handled in accordance with applicable data protection requirements.

 

15. Children's Information

iHost is intended for use by authorised adults and organisations involved in property management and maintenance.

iHost is not directed at children, and we do not knowingly design the service to collect personal information from children.

 

16. International Data Transfers

Some service providers used by iHost may process information outside the United Kingdom.

Where personal information is transferred internationally, we seek to use appropriate safeguards and mechanisms required by applicable data protection law.

 

17. Complaints

If you have a concern about how we handle your personal information, we encourage you to contact us first so that we can investigate and attempt to resolve the matter.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection supervisory authority.

 

18. Contact Us

London Blackbook Ltd

1 Byng Place
London
WC1E 7LE
United Kingdom

Email:
admin@celesta.uk
contact@londonblackbook.co

Website:
www.londonblackbook.co

For privacy or data protection requests, please include "Privacy Request" in the subject line where possible.

 

19. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes to iHost, our services, technology, legal requirements or data-processing practices.

The latest version will be made available at: https://www.londonblackbook.co/ihost-policy

​