Who we are
Tiffbox provides Tiffbox Assist, a managed communications and operational support service for estate and letting agency branches. Tiffbox is based in Newcastle upon Tyne. Privacy questions and rights requests can be sent to david@tiffbox.com.
Information you submit
When you complete an enquiry, branch assessment or fit call form, we may collect your name, work email, agency, branch count, service priorities, message, preferred contact arrangements, current CRM and indicative workload. Optional fields are clearly marked by the form.
Please do not put customer, tenant, vendor, landlord, applicant or other sensitive case information into the public website forms. Operational client information belongs in the agreed private service channels after onboarding.
How we use form information
We use the details to respond to your request, assess whether the service may fit the branch, arrange a call and keep a record of the enquiry. The usual legal bases are taking steps at your request before a contract, our legitimate interests in responding to business enquiries and operating the service, and legal obligations where applicable.
Submitting a form does not subscribe you to a marketing newsletter. We may follow up about the request you made. Any separate marketing activity will use an appropriate legal basis and offer the required choice or opt out.
Website analytics
The site uses a small Tiffbox analytics function to understand page views, navigation, document downloads, form starts and form completions. The Tiffbox analytics record stores the page path, event type, broad device category and broad traffic source. It does not store a visitor name, email address, full IP address or user agent, and it does not set an analytics cookie.
Netlify hosts the website and may process ordinary technical and security logs as part of providing the hosting, forms and network service. We do not use advertising pixels or behavioural advertising on this site.
Calculator and prepared examples
The branch calculator and service examples are illustrative. They do not make a solely automated decision with legal or similarly significant effects. A package suggestion is an estimate based on the values entered and must be confirmed through the branch Order Form before any service begins.
The examples use fictional names, properties and figures. Visitors choose from prepared examples rather than submitting customer or case information. Real Tiffbox Assist work uses the agency's approved facts, branding and voice, followed by human review before the branch receives it.
Who receives the information
Authorised members of the Tiffbox team may review website enquiries. Netlify hosts the site, stores Netlify Form submissions and runs the protected website analytics functions. The prepared service examples do not send visitor instructions to an external AI provider. We may share limited information with professional advisers or authorities where necessary for legal, security or regulatory reasons. We do not sell website enquiry information.
If an agency becomes a client, the Service Agreement, per branch Order Form, Data Processing Agreement and current subprocessor schedule govern the operational service and any agency customer data.
International processing
Some technology providers may process information outside the United Kingdom. Where required, Tiffbox uses an applicable adequacy arrangement, contractual safeguard or another lawful transfer mechanism and reviews the provider arrangement as part of the service governance process.
How long we keep it
Prospect and business enquiry information is normally kept for up to 12 months after the last meaningful contact, unless a contract begins or a legal, complaint or security reason requires a different period. The site's own analytics events are designed to be deleted after 90 days. Netlify may retain ordinary technical records as part of providing its hosting, forms and security services.
Your choices and rights
Depending on the circumstances, you may have rights to ask for access, correction, deletion, restriction or objection. Contact david@tiffbox.com. We may need to confirm your identity before acting on a request.
You can also raise a concern with the Information Commissioner's Office. Details are available on the ICO website.
Cookies
Tiffbox Assist does not currently use non essential website cookies. The site's own analytics does not set cookies. If this changes, the notice and any required consent controls will be updated before the new technology is used.
Changes to this notice
We review this notice when the website, forms, analytics or service providers change. The updated date at the top shows the current version.
This is the public website privacy notice. Agency customer information processed after onboarding is covered by the agency's instructions and the signed service and data processing documents.