PRIVACY POLICY.
See also our Terms of Service. Questions: hello@roamlistings.co.uk
Last updated: October 2026 · Version 5
This policy explains how ROAM Listings collects and uses personal information when you visit our website, contact us, place an order or receive a walkthrough video. It covers home sellers ordering for their own property and estate and letting agents ordering for clients.
1. Who we are
ROAM Listings is a trading name of Callum Ramsden, a sole trader. We are the controller of the personal information described in this policy, except where section 5 says otherwise.
- Email: hello@roamlistings.co.uk
2. What we collect
| Category | Examples | Where it comes from |
|---|---|---|
| Contact details | Name, email, phone, and agency name if you are an agent | You, when you order or contact us |
| Order details | Order reference, package and extras, property address or reference, whether it is your first order, any discount code, delivery and revision history | You, when you order |
| Order materials | Photos, floorplans, listing links, logos. These may show your home and, incidentally, people, personal belongings or documents | You, or the listing you link to |
| Payment information | Name, email, amount paid, payment status, last four digits of your card | Stripe, our payment provider. We never see your full card number |
| Messages | Emails, contact form messages, feedback, complaints | You |
| Technical information | IP address, browser and device type, and the date and time of your visit, recorded in our website host's logs and by our spam protection | Your device, automatically |
| Marketing preference | Whether you have asked to receive our news and offers | You |
3. Why we use it and our lawful basis
| Purpose | Lawful basis (UK GDPR Article 6) |
|---|---|
| Checking your materials, quoting and invoicing your order | Contract (steps at your request before a contract) |
| Making, checking and delivering your video, and handling revisions | Contract |
| Taking payment and keeping accounting and tax records | Contract; legal obligation |
| Applying the new-customer offer and discount codes, and preventing misuse | Legitimate interests: running fair offers |
| Recording which agent's code was used, so we can thank and work with agents who recommend us | Legitimate interests: managing our referral relationships |
| Answering messages and handling complaints, cancellations and refunds | Contract; legal obligation; legitimate interests |
| Protecting our website and forms from spam and fraud | Legitimate interests: keeping our service secure |
| Showing your finished video as an example of our work, if you tick the optional box when ordering | Consent (you can withdraw it at any time) |
| Sending news and offers by email | Consent (you can withdraw it at any time) |
| Establishing or defending legal claims | Legitimate interests |
Where we rely on legitimate interests, we have balanced them against your rights and interests. You can ask us for details. You do not have to give us your information, but we need your contact details and materials to provide a video.
4. How your video is made
We create your walkthrough from your photos using specialist visualisation software, including generative AI video tools provided by Kling AI. Your photos are sent to that provider only so that it can generate the scenes for your video, and its own terms and privacy policy apply to how it handles them. Our staff check every scene, create the final edit and approve every video before it is sent. We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.
5. If you are an agent: personal data in your materials
If you are an estate or letting agent and your photos or floorplans contain personal data about other people, for example a person reflected in a mirror or a document on a table, your agency is the controller of that data and we process it on your behalf under the Data Processing Terms in Schedule 2 of our Terms of Service. Please remove or blur personal information before sending materials wherever you can.
6. Who we share it with
We share personal information only with providers who help us run ROAM, under contracts that require them to protect it, and only as much as they need. They act on our instructions.
| Provider | What they do |
|---|---|
| Cloudflare | Hosts our website, receives our order and contact forms and passes them to Make, and protects the site from attacks |
| Tally | Hosts the photo upload box on our order page and stores uploaded files |
| Cloudflare (Turnstile) | Checks order and contact form submissions come from a person, not a spam program |
| Plausible Analytics | Counts visits to our website without cookies and without identifying you |
| Google (Drive and Sheets) | Stores order folders, finished videos and our order records |
| Make | Receives form submissions from our website, sends us and you the related emails, checks discount codes and keeps our order records |
| IONOS | Our email provider |
| Stripe | Invoices and card payments |
| Kling AI | Generates video scenes from your photos |
| Our accountant and professional advisers | Where necessary for accounts, tax or legal advice |
If you are a home seller and you used a discount code from your agent, we may tell that agent that a code they issued has been used, but we will not share your materials or video with them unless you ask us to.
We may also share information if the law requires it, to protect our rights, or with a buyer if our business is sold. We never sell personal information.
7. International transfers
Some of our providers process data outside the UK, including in the United States, the European Economic Area and, for our video generation provider, countries in Asia. When they do, we rely on UK adequacy regulations (including the UK-US data bridge where the provider is certified), or on the International Data Transfer Agreement or Addendum approved under UK law, with any extra safeguards needed. Contact us for more information.
8. How long we keep it
| Information | How long |
|---|---|
| Photos, floorplans and other materials | 90 days after delivery, then deleted |
| Finished videos | 90 days after delivery (download links expire after 30 days) |
| Orders you didn't go ahead with | 90 days after we last heard from you |
| Order and contact details | 2 years after your last order |
| Payment, invoice and accounting records | 6 years after the end of the tax year they relate to |
| Contact form messages | 12 months, or longer if they become an order or complaint |
| Complaint, cancellation and refund records | 2 years after the matter is closed |
| Marketing preference | Until you unsubscribe, then a short record so we don't contact you again |
9. Your rights
Under UK data protection law you have the right to:
- ask for a copy of your personal information;
- have inaccurate information corrected;
- have information deleted in some circumstances;
- restrict or object to how we use it, including objecting to direct marketing at any time;
- receive information you gave us in a portable format; and
- withdraw consent at any time, where we rely on consent.
To use any of these rights, email hello@roamlistings.co.uk. We will reply within one month, and we may need to confirm your identity first. There is no charge in most cases.
10. Cookies and similar technology
Our website does not use advertising cookies or analytics cookies. We count visits with Plausible Analytics, which uses no cookies, does not track you across websites and does not collect information that identifies you. Some features use technology that is strictly necessary to provide them or keep them secure:
- Cloudflare Turnstile on our order and contact forms, which checks the form is being sent by a person and not a spam program. It works without advertising cookies and is used only for security.
- The Tally upload box on our order page, which may set cookies needed for uploading files.
- Stripe's payment page, which may set cookies to prevent fraud.
Our order form remembers your order reference in your browser only until you close the tab, so we can show it on the confirmation page. If we ever add analytics or other cookies that need your consent, we will ask first.
11. Security
We use encrypted connections, access controls and reputable providers to protect your information, and only people who need it to fulfil your order can see it. No method is completely secure, but if a breach affects your information we will tell you and the Information Commissioner's Office where the law requires.
12. Children
Our service is not intended for anyone under 18, and we do not knowingly collect their information.
13. Complaints
If you have a concern about how we handle personal information, please tell us first by emailing hello@roamlistings.co.uk with "Data protection complaint" in the subject line. We will acknowledge your complaint within 30 days, look into it, and tell you the outcome without undue delay.
You also have the right to complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint or 0303 123 1113.
14. Changes
We will post any changes to this policy on this page, with the date it was last updated.