How we handle your agreement

Who we are. Reputable Sitters Ltd, a UK company (no. 17032078). Contact: privacy@reputablesitters.com.

What we keep.

• Your name and email, and the other person's name and email.
• Your answers and theirs, the facts you add (such as dates, the address and the animals), and each change either of you makes.
• When each of you signs: the name you type, the statement you ticked, the time, and a fingerprint of the exact wording you signed.
• The signed agreement itself, so either of you can prove what was agreed.

The three questions after signing. If you answer them, we keep your answers for 12 months and then delete them. We store them apart from your agreement, with only the month and whether you were the homeowner or the sitter, never your name, email or agreement. Because of that, we can't find one person's answers to delete them early. Please leave personal details out of the text box; we never publish what you write as it stands.

We don't use cookies, analytics or tracking. The only things kept on your device are your own unsent draft and, if you press "Not now" on the questions after signing, a note that you did. Both stay in your browser, and you can clear them.

Why. To run the tool you've chosen to use: sending the agreement between you, keeping your answers, and recording your signatures. We keep the signed copy because either of you may need to show what you agreed. The law calls this our legitimate interest in keeping a reliable record.

The other person's email. When you send an agreement, we use the other person's email only to send them the agreement and the messages about it. That means one invitation, then an email only when a step needs them (when it's their turn to answer or sign, the signed copy, and one email if the agreement is deleted). No reminders, and we never add them to any list. If they choose "This isn't for me", their answers and email are deleted, and you're told only that they declined, along with any line they choose to write you.

Who sees it. You, the other person, and no one else. No one at Reputable Sitters reads your agreement, and no AI tool reads it. The only figures we look at are counts made by code (how many agreements were started, answered and signed), with no names. If we ever needed to look at your agreement to fix a fault, we'd ask you first.

Where it's kept. With our hosting provider, Cloudflare, stored in Western Europe. Where Cloudflare handles data outside the UK, it's protected by the UK's approved international transfer terms. Emails are sent through our email provider, Resend, which stores them in the United States under the UK's approved international transfer terms. Resend keeps a copy of each email it sends, including what it says, for 30 days, and in its backups for up to 7 days more. We can't shorten that.

How long.

• A signed agreement: six years after the sit ends, then deleted. Six years is how long either of you could bring a claim about it in England and Wales.
• An agreement that's never signed: deleted 90 days after the last change.

Deleting it.

• Before you've both signed: whoever started the agreement can delete it at any time, and everything about it goes. We email the other person once to say so, then delete their email address from our records. Resend's copy of that email goes within 30 days (see "Where it's kept"). The person invited can choose "This isn't for me", which deletes their answers and email.
• Once you've both signed, the agreement is a shared record. We delete it early if you both ask, and email you both once to say it's done. If only one of you asks, we keep it until the six years are up, because the other person may rely on it, and we'll tell you that's why. The other person can see that you've asked.

Your rights. You can ask to see what we hold about you, to correct it, or to object to how we use it. You can complain to the Information Commissioner's Office (ico.org.uk) if you're unhappy with how we've handled your data.

We're not part of your agreement. It's between the two of you. We provide the tool and keep the record; we don't take sides.