On this page
1. Who we are
PatchRight™ is a trading name of Crimson Fox Retail Ltd, a company registered in England and Wales (company number 16808606). Our registered office is Unit 1 Kataria Point, Riches Road, Ilford, England, IG1 1JH.
We're the data controller for the personal information described in this notice, which means we decide how and why it's used. If you've got a question about privacy, or you want to exercise any of the rights set out below, email us at hello@patchright.co.uk.
What PatchRight™ does, in one line. We monitor publicly advertised properties in the postcode districts our clients have signed up for, send them a daily shortlist of the sellers who look most motivated, and post direct to vendor letters on their behalf when they ask us to.
If you've received a letter from us, section 4 is the part that matters to you.
2. Information we collect
If you enquire through our website
- Your first name and surname
- Your email address
- Your phone number, if you give it to us
- The postcode districts you're interested in
- Anything else you choose to type into the enquiry form
- Whether you ticked the box to hear from us about PatchRight™ in future
We need your name, email address and the districts you're interested in so we can reply and tell you whether those districts are free. The rest is optional, though we can't run a subscription without a WhatsApp number and a payment method.
If you become a client
- Your contact details, including the WhatsApp number you want your properties sent to
- Your account and subscription details, including which districts are allocated to you and the search preferences you set
- Your billing information. Card details are handled by Stripe and never reach us; we see the payment record, not your card number
- Your messages to us, including WhatsApp messages, emails and any calls we arrange
- The name and phone number you want printed on your letters, so homeowners can contact you. This is printed on every letter we send for you and is passed to our print and post supplier, so it will be seen by the people you write to
If you just visit the website
- Technical information such as your IP address, browser type, and the pages you looked at
- Your cookie choices. See section 11
Where we get it
Almost always from you directly. We also use licensed property data from our data supplier and information that's already published on property portals. That's covered in section 4.
3. Why we use it, and our lawful basis
Under UK data protection law we need a lawful basis for everything we do with your information. Ours are set out below.
| What we do | Why | Lawful basis |
|---|---|---|
| Reply to your enquiry and tell you whether your districts are available | You asked us to | Steps taken at your request before entering a contract, and our legitimate interest in responding to enquiries |
| Set up and run your subscription, send your daily properties, post your letters | It's the service you're paying for | Performance of our contract with you |
| Take payment and keep billing records | To get paid, and to keep proper accounts | Performance of our contract, and our legal obligations |
| Send you marketing about PatchRight™ | To tell you about the service, districts coming free, and changes to pricing | Your consent, given when you ticked the box. If you're already a client we may also email you about the service you're already using, under the rules that allow that for existing customers. Either way there's an unsubscribe in every message |
| Keep records of complaints, opt outs and do not contact requests | So we honour them and can show we've honoured them | Legal obligation, and our legitimate interest in running the service properly |
| Improve the website and understand how it's used | To make it better | Your consent, given through the cookie banner |
| Advertise PatchRight™ and measure whether our advertising works | To reach investors who'd find the service useful | Your consent, given through the cookie banner. If you don't give it, no advertising or measurement tags load at all |
| Deal with disputes, fraud, or legal claims | To protect the business | Our legitimate interest in defending our position, and legal obligations |
Where we rely on legitimate interests, we've weighed our interest against your rights and we're happy to explain that assessment if you ask.
How we identify potential leads
We build your daily shortlist by applying fixed rules we've written ourselves to publicly available listing information and licensed property data. The rules look at how a property has been marketed over time. The result is a lead or motivation score, and nothing more. It isn't a guarantee that a seller is motivated, that a property is a good investment, or that a transaction will complete. You choose which properties to act on.
We use AI tools to help us run and support the business. We don't use AI to decide which properties appear on your list, or how they're scored. That's done by the fixed rules described above.
4. Properties and letters
This section matters if you've received a letter about your property.
We identify homes that are currently advertised for sale, using property information that's already publicly available and licensed data we pay for. We work with the property address. We don't hold or use owner names, we don't sell them, and we don't pass them on.
When one of our clients asks us to write to a property, we arrange for a letter to be printed and posted to that address. The letter carries that client's name and phone number, so you always know who's contacting you and can reply to them directly.
Our lawful basis for this is legitimate interests: our client's interest in contacting people who are actively trying to sell, balanced against your privacy. We've assessed that balance, we've written that assessment down, and we keep it under review. Ask us and we'll explain it.
Don't want letters to your address? Email hello@patchright.co.uk with the address and we'll stop. You don't have to give a reason, we won't ask for one, and there's no charge. This is an absolute right and we act on it straight away.
We keep a record of the address so it's suppressed for every client, not just the one who wrote to you. It's the one thing we keep even after you ask us to delete everything else, because it's the only way to make sure the suppression sticks.
If you've already replied to one of our clients, you can simply tell them to stop. Once you've contacted them, they hold your details rather than us, and our contract requires them to tell us straight away when someone asks not to be written to again. As soon as they do, we add the address to our list and no further letters go there, from them or from any other client.
You don't have to go through the client if you'd rather not. Emailing us directly does the same thing, and you don't have to have spoken to anyone first.
Our contract also requires clients to comply with data protection law and not to harass anyone, and we can suspend or end a subscription if they don't.
You can also complain to the Information Commissioner's Office at any time, as set out in section 13.
5. Marketing
If you tick the marketing box on our enquiry form, we may email you about PatchRight™, what it does, availability and pricing. If you're already a client, we may send you similar information about the service you're using.
Every marketing email has an unsubscribe link, and you can stop it at any time by emailing hello@patchright.co.uk. Opting out of marketing doesn't stop the messages we have to send you to run your subscription, like your daily properties, billing notices or service updates.
6. Who we share information with
We don't sell your personal information. We do use suppliers who process it on our behalf, under contract and on our instructions. The categories, and the suppliers we currently use, are:
| What for | Who |
|---|---|
| Website hosting and security | Cloudflare |
| Delivering enquiry form submissions to us | FormSubmit |
| Email, documents and the sign up record | Namecheap Private Email and Google |
| Customer records and the sign up workflow | GoHighLevel |
| Payments and subscriptions | Stripe |
| Sending your properties and taking your replies | WhatsApp Business Cloud API, provided by Meta |
| Advertising and measurement | Meta |
| Property data | A licensed UK property data provider |
| Printing and posting letters | Stannp |
| Internal automation | n8n |
| Customer database | Supabase |
How your record gets set up
When you sign up, your details go into a restricted record that only authorised PatchRight™ people can open, and from there into our CRM and our customer database. Access is kept within our team, and every account is password protected. The suppliers involved are the ones listed in the table above.
We'll also share information where we're legally required to, for example with HMRC, a regulator, or in connection with a legal claim. If the business is ever sold or restructured, information may pass to the buyer, who'd have to keep protecting it in the same way.
7. Sending information outside the UK
Some of our suppliers are based outside the UK, or store data outside it. Where that happens we rely on UK adequacy regulations or on the International Data Transfer Agreement or Addendum approved by the UK government, so your information keeps essentially the same protection it has here. Ask us and we'll tell you which safeguard applies to a particular supplier.
8. How long we keep it
| What | How long |
|---|---|
| Enquiries that don't become clients | 18 months from your last contact with us |
| Client account and correspondence records | For the life of your subscription, then 6 years |
| Billing and accounting records | 6 years after the end of the tax year they relate to |
| Letter records, including which address was written to and when | 6 years, so we can answer any question or claim about a letter we sent |
| Do not contact and suppression records | Indefinitely, so the suppression keeps working |
| Marketing consent records | For as long as we hold the consent, plus 2 years |
When a period ends we delete the information or anonymise it so it can't be traced back to you.
9. How we keep it safe
We use reputable suppliers, and access to client information is kept within our team. Every system holding client information is password protected, we use two factor authentication where it's offered, and data is encrypted in transit. No system is perfectly secure, but if something goes wrong and it's likely to put your rights at risk, we'll tell you and the ICO as the law requires.
10. Your rights
You can ask us to:
- Give you a copy of the personal information we hold about you
- Correct anything that's wrong or incomplete
- Delete information we no longer have a good reason to keep
- Restrict what we do with it while a query is sorted out
- Send your information to you or another provider in a portable format
- Stop using it for direct marketing, which we'll always do, straight away and without asking why
- Object to us using it where we're relying on legitimate interests
- Withdraw consent, where consent is what we relied on
Email hello@patchright.co.uk and we'll respond within one month. If your request is complicated, or you've made several, we may need up to two further months, and we'll tell you within the first month if that's the case. It's free, and we may ask you to confirm who you are first so we don't hand your information to someone else.
11. Cookies
We use a small number of cookies and similar technologies. The ones that keep the site working are always on. Anything optional, such as analytics or advertising, stays off until you turn it on in the banner. Full detail, including how to change your mind, is in our cookie policy. You can reopen your choices at any time.
12. Changes to this notice
We'll update this page when the way we work changes. The date at the top tells you when it last changed. If a change materially affects you, we'll tell you directly.
13. How to complain
Please come to us first at hello@patchright.co.uk, and we'll try to put it right. You also have the right to complain to the Information Commissioner's Office at any time.
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline 0303 123 1113. ico.org.uk