Who is responsible
Fit Ventures AI is a trading name of Fit Property Limited, which is responsible for your personal information. Our registration number with the Information Commissioner's Office is. In this notice, "we" and "us" mean Fit Ventures AI, a trading name of Fit Property Limited.
What we collect
From the Hours Leak Scorecard request form (for estate and letting agents), we collect what you type into it:
- your first and last name
- your email address
- your agency name
- your answers about your agency: whether it does sales, lettings or both, how many people work in the branch, which job takes up most of the week, the most frustrating part of your week if you tell us, whether you have tried AI, and what you would do with time back
- whether you would like a short fit call
If you send us your Contractor Hours Scorecard or Business Hours Scorecard results, we keep your first and last name, email address, business name, the kind of work your business does if you tell us, how many people work in the business, which job takes up most of your week, the most frustrating part of your week if you tell us, whether and how you have used AI, what you would do with time back, whether you would like a short fit call, whether you ticked the box for follow up emails, and your scorecard answers: the hours you entered for each job, whether a first draft would help, your evening hours, the rates you chose and the totals worked out from them. We use them to reply to you and to understand what contractors and other small businesses need help with. Nothing you enter on the scorecard leaves your browser until you press Send my results to Fit Ventures AI. That opens a form run by Tally, an online form service, with your scorecard answers filled in, so Tally receives them at that point; they are kept only if you then submit the form.
Fit Property Limited is the controller, which means we decide how your details are used. Tally BV, of Gent in Belgium, runs the form and handles your answers only on our instructions, under a data processing agreement (a contract that limits what Tally may do with them), storing them with Google Cloud in Belgium. Tally emails us a copy of each request, and those emails are sent through SendGrid in the United States, under the safeguards Tally has in place for that transfer; email us if you'd like details. We keep your request in our Google Workspace email and in our contacts list. Tally's privacy notice explains how Tally handles data. If you email us instead, we receive only what you put in your email.
How we use it
We ask for your full name and agency name so we know who we are dealing with and can check a request comes from a real agency before we reply or arrange a call. We use your details to send you the Hours Leak Scorecard, to reply to you and, if you asked for one, to arrange a short call. We use your answers about your agency to prepare for that call and, combined with other requests, to understand what independent agencies need help with so we can improve our services. We rely on legitimate interests for this: the law lets us use your details for a genuine business need where your rights do not outweigh it, and you can object at any time. If you send us your Contractor or Business Hours Scorecard results, we use your name and business name in the same way, your details to send you a short note on your results and, if you asked, to arrange a call, and your scorecard answers, combined with others, to understand what small businesses need help with so we can improve our services. That is also in our legitimate interests, and you can object at any time. We do not sell your details.
Cookies and tracking
Our own pages set no cookies and use no tracking or analytics. The scorecard forms are loaded from Tally, and Tally's privacy notice covers what Tally collects and any cookies it sets.
Fonts
The fonts on this site are loaded from Google Fonts. When a page loads, Google receives your device's IP address. Google uses it to send the fonts to your device. We do not receive it, and we do not control what Google does with it.
Why we are allowed to use your details
We rely on legitimate interests to send the scorecard and respond to your enquiries. Our interest is answering requests about our business services. If you ask for a fit call, we use your details only to arrange it. You can ask us to stop at any time. If you go on to buy, we also use your details to take the steps you ask for before a contract.
The follow up emails are optional: up to seven emails over three weeks, described on the form. All three forms, the Hours Leak Scorecard request and the Contractor and Business Hours Scorecard results, offer them in the same way. They promote our services, including our prices, invitations to book a call and the start session offer. We send them only if you tick the box on the form, and your consent, given by ticking the box, is the legal reason we rely on to send them. We keep a record of when you ticked it and the wording you agreed to. If you leave the box unticked, you get only what you asked for: the scorecard, or our note on your scorecard results. You can withdraw consent at any time by replying "stop" or emailing us; we will stop straight away and keep your address on a do not email list. We send nothing beyond the seven emails unless you ask for it.
How long we keep it
We delete scorecard requests from Tally, our email and our working records 12 months after your last contact with us. Two exceptions: if you become a client, your details move to our client records and are kept as long as the law requires for business records; and if you ask us to stop emailing you, we keep just your email address on a do not email list for as long as we send marketing, so we never email you again by mistake. We keep the record of your consent for as long as we rely on it, plus 12 months.
Your rights
Under UK data protection law you can ask to see the information we hold about you, ask us to correct it, ask us to delete it, ask us to restrict how we use it, and object to how we use it, including an absolute right to object to direct marketing. Where we rely on your consent, you can also ask for a copy of your details in a common electronic format that you can give to another organisation, and withdrawing consent does not affect what we did before you withdrew it. To do any of these, email us.
If you are unhappy with how we have handled your information, you have the right to complain to the Information Commissioner's Office at ico.org.uk.
Contact
Questions about your details? Email us at [email protected].