Privacy policy
Effective date: 23 October 2026
This policy explains what personal data Freehold Index collects, why we collect it, who helps us process it, how long we keep it and what you can do about it. We have written it to meet UK GDPR and the UAE Personal Data Protection Law (Federal Decree-Law No. 45 of 2021).
Who we are
Freehold Index is operated by Fractionex Limited, a company registered in England and Wales, company number 15962270, with its registered office at 20 Wenlock Road, London, England, N1 7GU.
For your account, your properties, billing, broker and agency enquiries and the invitations you send when you share your portfolio, Fractionex Limited is the controller: we decide how and why that data is used. For the client records a broker or agency enters in Broker Desk, the broker or agency is the controller and we process those records on its instructions. See People a broker enters.
For anything about your data, email team@freeholdindex.com.
What we collect
We collect only what we need to estimate your properties, calculate their yield and keep you informed about them. Here is everything, grouped by where it comes from.
1. Information you give us
- Account details: your email address, which you use to sign in, your first name if you add it, and how you describe yourself (for example, owner of one let unit) if you answer that question.
- Property details: for each property you add, the building (or its name as you typed it if we cannot match it), project, community, unit number, number of bedrooms, size in sq ft and type. If you choose, also the annual rent, the lease end date, the service charge, the purchase price and purchase year, and whether the unit is let, lived in or vacant. Every field except the building, bedrooms and size is optional.
- Owner groups (Portfolio plan): the names you give the groups your properties belong to, such as a person, a spouse or a company.
- Email choices: which emails you want from us, and when and where you last changed that choice.
- The terms you were shown: when you create an account, the version of the terms of use shown to you and the time.
- Index sign-up: the sign-up box on the Index pages creates a free account with your email address, or with Google. There is no separate list.
- Sharing (Portfolio plan): the email address of the person you invite to view your portfolio. See Sharing your portfolio.
- Your plan choice before paid plans open: if you choose a paid plan before paid plans are available, the plan, the billing interval and the date, saved with your email address so we can tell you when paid plans open.
- Broker and agency enquiries: if you book a demo, join the Broker Desk early access list or ask for the sample statement, the details you enter: your name and work email, and depending on the form your phone number, agency, role, ORN, number of agents and number of client properties. We also keep whether you ticked the box for product news, the version of the consent wording you were shown and when you sent the form, the page you sent it from and any campaign tags in the link you followed (utm_source, utm_medium, utm_campaign, utm_term and utm_content; only if the link had them). See Broker and agency enquiries.
- Messages: anything you send us by email, such as a question about an estimate, and our replies.
- Payments are handled by Stripe. Stripe collects your card and billing details at checkout and keeps them under its own privacy policy. We receive and keep your Stripe customer and subscription ids, your plan and interval (for a one-off report, the report and the property it is for), the amounts, and payment status and dates.
2. Information from Google, if you sign in with Google
Your email address, whether Google has verified it, your name, the address of your profile picture and your Google account ID. See Google user data below for exactly how we use it.
3. Information we create for you
- Estimates: the estimated value, rent and gross and net yield of each of your properties, with the comparable sales and rents used, the data date and the method version, and a monthly record of each estimate.
- Alerts: new registered sales and rent contracts in the buildings you own in, and whether you have read them.
- Email records: which emails we have sent you and when, so we never send the same one twice.
4. Information collected automatically
- Cookies and browser storage: small files that keep you signed in and remember a few choices you make. See Cookies and browser storage.
- Server logs: when your browser requests a page, our hosting provider records technical details such as your IP address, browser and device type, the page requested, the time and whether the request succeeded. We use these only to run, secure and fix the service.
- Abuse protection: to stop abuse, we keep a keyed hash of your IP address, not the address itself, when you search for a building, load Index tables or send a form. It is removed about a day later, when the limit is next checked. We use it only to limit repeated requests.
- Usage analytics: we use PostHog, hosted in the United States, to see which pages are viewed and which features are used, with your device type and an approximate location derived from your IP address. What your browser sends is not linked to you: it carries a random identifier that lasts only until the page is reloaded. Our server sends a short list of events linked to your account identifier: signing up, creating an owner group, assigning a property to a group, opening billing, changing your email choices in your settings, adding an apartment above the 20 in Portfolio, downloading an estimate summary, exporting a CSV file, and inviting someone to view your properties, withdrawing an invitation or accepting one. Events from our automated jobs and from links in emails, such as an email being sent, carry no account identifier. We keep them on the basis of our legitimate interests in understanding how the service is used and improving it.
- Failure alerts: when one of our automated jobs fails, n8n passes us the error text, with email addresses and keys removed, and the account identifier involved.
5. Public data we use
The market figures on Freehold Index come from Dubai Land Department open data published on Data.Dubai. It is public register data about transactions and does not include the names of buyers, sellers, landlords or tenants.
Unit numbers are never shown to third parties, except to someone you choose to share your portfolio with. They do not appear in any shared link, public page or email to anyone but you.
How we use it
We use each kind of information only for the purposes below, and for nothing that you would not reasonably expect.
| Purpose | Information used | Why we may use it |
|---|---|---|
| Create your account and sign you in | Email address, Google sign-in data, sign-in cookies | To provide the service you asked for |
| Estimate your properties and calculate their yield | Property details, public DLD data | To provide the service you asked for |
| Tell you about changes to your properties and their leases | Property details, alerts, email choices | To provide the service you asked for |
| Send the other emails you chose to receive | Name, email address, estimates, email choices | Your choice; unsubscribe at any time |
| Send the report you bought | Property details, estimates, email address | To provide the service you asked for |
| Send an invitation to the person you share your portfolio with, and show them a read-only view | Their email address, your first name, the shared figures | To provide the service you asked for; for the person invited, our legitimate interest in delivering the invitation you asked us to send |
| Tell you when paid plans open | Your plan choice and email address | Your request |
| Arrange your demo, tell you when Broker Desk opens or send you the sample statement, and follow up about it | Broker and agency enquiries | Your request, and the consent you give on the form |
| Send broker product news and the monthly broker briefing | Name, work email | Your choice: only if you tick the box on the form; unsubscribe at any time |
| Stop repeated or automated requests | Abuse protection | Our legitimate need to run a secure service |
| Answer your questions and correct an estimate | Messages, property details, estimates | Your request |
| Take payment for a paid plan (when available) | Stripe customer id and subscription id, plan and interval, amounts, payment status and dates | To provide the service you asked for, and to keep the records the law requires |
| Take payment for a one-off report (when available) | Stripe customer id, the report and the property it is for, the amount, payment status and date | To provide the service you asked for, and to keep the records the law requires |
| Keep the service secure, working and free of abuse | Server logs, failure alerts | Our legitimate need to run a secure service |
| Understand use and improve the service | Usage analytics | Our legitimate interests in understanding how the service is used and improving it |
| Keep a record of the terms you were shown and your email choices | Terms version and time, email choices | Our legitimate interest in being able to show what you were told and what you chose |
We do not sell your data. We do not share it with estate agents, developers, lenders or advertisers, we show no advertising, and we do not use your data to make decisions about you that have legal or similarly significant effects.
Emails we send
We send two kinds of email from your account.
- Marketing emails are the ones you choose to receive: the monthly Freehold Index report, the quarterly portfolio review, the monthly change alert on the free Owner plan, and occasional suggestions about our paid plans, such as a note before a lease ends. We send them only if you opted in, by ticking the box when you set up your account, or by choosing them on your dashboard or in your email preferences. Each one has an unsubscribe link, and email programs that support it show a one-click unsubscribe button.
- Service emails are about your account or something you asked for: sign-in links, your welcome and estimate-ready emails, account and billing messages (plan confirmations, renewal reminders, payment problems, a plan ending or being cancelled), the alerts and rent checks that are part of a paid plan, the report you bought when it is ready, and an invitation sent to someone you share your portfolio with. They do not have an unsubscribe link, because they are part of the service or answer a request. Change alerts on a paid plan can be turned off for each property on its page, or for all of them in your email preferences.
You can change your choices at any time in your email preferences. Unsubscribing from marketing emails does not stop service emails. Emails about a broker or agency enquiry are described under Broker and agency enquiries below.
Who processes it for us
We use the following service providers to run Freehold Index. They process data only on our instructions.
- Supabase: our database, sign-in and file storage. It holds your account, your properties and their estimates, alerts, email records, shares, billing records and broker and agency enquiries, and it checks your sign-in.
- Vercel: hosting of the website and our scheduled jobs. It handles every request to the site and keeps the server logs described above. Our server functions run in Vercel's Portland, Oregon region in the United States. When someone opens the private page for an estimate summary a broker sent them, Vercel receives their IP address as the page loads.
- Resend: sends our emails, including sign-in links: your email address and the content of each email, such as your property figures, the report you bought with its PDF, and the address of someone you invite to see your portfolio. For estimate summaries a broker sends through Freehold Index, it also tells us when each email is delivered, first opened, bounced or marked as spam.
- PostHog: product analytics, on PostHog's United States hosting. In your browser it records the pages you view and the features you use, with your device type and an approximate location derived from your IP address. Our server also sends it the events listed under Usage analytics, linked to your account identifier.
- Stripe (when paid plans are available): payments. It receives your email address, your account identifier and the plan or report you buy. Stripe collects and keeps your card details and your billing name and address. We receive and keep only your Stripe customer id and subscription id, your plan and interval (for a one-off report, the report and the property it is for), the amounts, and the payment status and dates.
- n8n: runs the automated steps after a broker or agency enquiry, such as adding it to our customer relationship tool and sending your confirmation email, using the details you sent on the form. It also passes us failure alerts: the error text, with email addresses and keys removed, and the account identifier involved.
- HighLevel (GHL): our customer relationship tool, where we keep broker and agency enquiries and our follow-up. It receives your enquiry through n8n: what you typed in the form, your consent and its time, your product-news choice, the page the form was on and any campaign tags.
- Google: only if you choose to continue with Google, Google confirms your identity to us when you sign in.
Some of these providers store data outside the UAE and the UK. We use established providers that offer data protection terms, and we transfer only what is needed to run the service.
Broker and agency enquiries
This section covers the forms on our pages for brokers, agencies and property managers: booking a demo, joining the Broker Desk early access list and asking for the sample statement.
What we collect. The details listed under What we collect: your name and work email, and depending on the form your phone number, agency, role, ORN, number of agents and number of client properties, with the consent record that goes with them.
Why. To do what you asked: arrange your demo, tell you when Broker Desk opens, or send you the sample statement, and to follow up with you about it. We send product news and the monthly broker briefing only if you tick the box for them.
A person may contact you. Someone from the Freehold Index team may email or phone you about your enquiry, using the details you gave.
Where it is stored. We copy all of it, with the page the form was on and any campaign tags, to our customer-relationship system, HighLevel (GHL). Your enquiry is held by our service providers, including Supabase, HighLevel (GHL), Resend and n8n, some of which store data outside the UAE. See Who processes it for us. We never sell your details.
How to have it deleted. Email team@freeholdindex.com and we will delete your enquiry and confirm when that is done.
People a broker enters
Brokers and agencies that use Broker Desk can enter the people they act for. For those records the broker or agency is the controller and we are its processor. We hold their name, email address, phone number and property details only because the broker or agency instructed us to. We do not use them for our own marketing.
If a broker or agency has entered your details, you can ask them about it, or email team@freeholdindex.com and we will help.
Summaries a broker sends you. When a broker sends you an estimate summary through Freehold Index, the email and the private page record a few facts so the broker can see what happened. For the email: whether it was delivered, the first time it was opened, whether it bounced, and whether you marked it as spam. Each is recorded as a time, once for each summary. An open is detected by a small image that loads when your email app shows the message, so some apps record an open automatically, and an open does not mean you read it. We do not store your IP address, device, email app, location or any link you click. The private page counts how many times the link was viewed and keeps the time of the latest view, for live links only. We run no analytics on that page. The private page does not set any cookies for a visitor who is not signed in. The broker sees these times and counts. We do not use them for analytics, profiling or advertising. If you mark an email as spam, we stop sending you summaries from that broker's organisation. Our email and hosting providers process technical data, such as your IP address, to deliver the message and the private page and to detect opens, under their own terms.
Google user data
You can sign in to Freehold Index with your Google account. This section explains exactly what we receive from Google and what we do with it. It applies only if you choose Google sign-in; if you sign in with an email link, we receive nothing from Google.
What we access. When you sign in with Google, you are asked to let Freehold Index see your basic profile. Google then shares with us:
- your email address, and whether Google has verified it;
- your name;
- the web address of your Google profile picture;
- your Google account ID, a number that identifies your account to us.
We ask for nothing else. We do not access your Gmail, contacts, calendar, Drive files or any other Google data, and we cannot post or act on your behalf.
How we use it. We use your email address and Google account ID only to create your Freehold Index account, sign you in and recognise you when you return. We use your name to address you in the service and in the emails you choose to receive. We store your profile picture address with your sign-in record but do not currently display or use it.
How we store and protect it. This data is stored in our database, which is hosted by Supabase. It is encrypted in transit and at rest, and access controls in the database mean only your own account can read your record.
Who we share it with. We do not sell, rent or share your Google user data with anyone for their own use. It is processed only by the service providers listed above that run Freehold Index for us, such as Supabase for sign-in and storage, under our instructions. We may disclose it if the law requires us to.
What we never do with it. We do not use Google user data for advertising, including targeted or personalised advertising. We do not sell it or pass it to data brokers or information resellers. We do not use it to decide whether anyone can get credit or a loan. We do not use it to develop, improve or train artificial intelligence or machine learning models. People at Freehold Index do not read it except with your permission, to investigate abuse or security issues, or where the law requires it.
How long we keep it, and how to delete it. We keep it for as long as you have an account. To delete your account and the Google user data we hold, email team@freeholdindex.com and we will delete it and confirm when that is done. You can also remove Freehold Index's access at any time from your Google account's third-party connections page. After that you will need to sign in with an email link instead.
Freehold Index's use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements.
Your rights
- Access and correction: you can change your details and property details in your account at any time, and ask us by email what personal data we hold about you.
- Deletion: email team@freeholdindex.com and we will delete your account. We delete your profile, properties, estimate history, alerts, owner groups, email choices, email records and sign-in record. Some things are kept: billing records for 7 years; broker and agency enquiries until you ask us to delete them; the Broker Desk audit log for as long as the organisation it belongs to has an account; and the shares of other people that name you as the person invited, until each share ends. Deleted data also remains in our backups until the backup cycle overwrites it.
- Broker and agency enquiries: email us at team@freeholdindex.com and we will delete your enquiry and the details you sent with it.
- Your email choices: unsubscribe from marketing emails with one click, and change your choices in your email preferences, at any time. We keep a log of each choice you make and each consent you give on a form: what you chose, the version of the wording you were shown, the page and the time.
- Objecting to analytics: you can object to analytics about your use of your account by emailing team@freeholdindex.com.
You can also exercise any of your other rights under UK GDPR and the UAE Personal Data Protection Law, or ask a question, by emailing team@freeholdindex.com. We will reply as soon as we can. If you are not satisfied with our reply, you can complain to the Information Commissioner's Office in the UK, or to the data protection authority where you live.
How long we keep it
- Your account and everything in it: until you ask us to delete it.
- Billing records: the ids, plan (for a one-off report, the report and the property it is for), amounts, status and dates above are kept for 7 years for accounting and tax. Stripe keeps its own records under its policy.
- Reports you buy: we do not keep a copy of the PDF. We email it to you, and for 30 days after you buy it you can download it again; each download is made afresh from the current figures. After 30 days only the billing record of the purchase remains.
- Your plan choice before paid plans open: 12 months, or until paid plans open, whichever is first.
- The address of someone you invite: while the share is in place, then replaced with a scrambled form when the share ends or the invitation expires.
- Broker and agency enquiries: until you ask us to delete them.
- The Broker Desk audit log: for as long as the organisation it belongs to has an account.
- Abuse protection records: about a day; each is removed when the limit is next checked after that.
- Backups: deleted data can remain in our providers' backups until the backup cycle overwrites it.
Security
Your data is encrypted in transit and at rest. Access to each account's data is restricted at the database level, so one user cannot read another user's records. Only the systems that need it can reach your data, and staff access is limited to what is needed to run and support the service.
No service can promise perfect security. If a breach affects your data, we will tell you and the relevant authority as the law requires.
Children
Freehold Index is for adults and is not intended for children. We do not knowingly collect personal data from children.
Changes to this policy
If we change why we use your personal data, who we share it with, or what we collect, we will email you before it takes effect. Other changes will be posted on this page with a new effective date.
Contact us
Email team@freeholdindex.com, or write to Fractionex Limited, 20 Wenlock Road, London, England, N1 7GU.
See also our terms of use.