Privacy Policy

UKVPM Ltd, operating as Roomvia, is the data controller for the personal data described in this notice. It is a company registered in England and Wales under company number 15373066, with its registered office at 124 City Road, London, United Kingdom, EC1V 2NX. Questions about this notice or how we handle your data can be sent to support@roomvia.com.

Depending on how you use Roomvia, we collect:

• Account and profile information — name, email address, phone number and the other details you give us when you register or edit your profile.
• Organisation information — where you host on behalf of a business, details of that organisation.
• Listings and uploaded images — the descriptions, photographs and attributes you publish about a space.
• Enquiries and messages — communications sent between hosts and searchers through the site, and enquiries you send to a Partner Services provider, which we pass to that provider so they can reply.
• Location data — the address or area of a listing, and, where you allow it, your device’s location to help you search nearby.
• Approximate public location — for listings where the exact address is kept private, an approximate area only, as described in Location privacy below.
• Billing and customer identifiers — the reference Stripe gives us for your account, and the record that a payment was made, not your card details.
• Technical, device and security information — IP address, browser and device information, and logs kept for security and abuse prevention.
• Site usage statistics — counts of which public pages are viewed, the kind of site that referred the visit and any campaign tags in the link. These are counted on our own systems without a cookie and without storing your IP address, as described in Site usage statistics below.
• App notification tokens — if you use a Roomvia mobile app and allow notifications, the token your device’s notification service gives us so we can deliver them, and the type of device.
• Support communications — messages you send us for help or support.
• Marketing preferences — whether you have opted in or out of marketing communications.

We use personal data to:

• create and manage your account, and verify who you are;
• publish and display listings, and let searchers find and enquire about them;
• process payments for Professional Listing, Market Watch and Boost;
• operate customer support and respond to enquiries;
• maintain the security of the site and prevent fraud and abuse;
• understand, in aggregate, how the site is used, so we can improve it;
• send transactional communications about your account, listings and payments; and
• send marketing communications, where you have agreed to receive them.

We rely on different lawful bases depending on the activity: performance of a contract (running your account, publishing your listing, processing a payment you have chosen to make), our legitimate interests (keeping the site secure, preventing abuse, improving the service, including counting page views in aggregate), consent (where you opt in to marketing, to sharing your device location, to app notifications, or to “Analytics” in cookie settings, which lets us count you as one visitor for a day), and legal obligation (where we must keep or disclose information to comply with the law).

Where Roomvia is designed to keep a listing’s exact location private, only an approximate area is ever shown publicly — the exact address is not displayed on the map or in the listing. A host’s exact address is used internally only where the listing type calls for it to be shown, or where we need it to operate the service. Map positions shown publicly may be approximate rather than exact, by design.

Payments on Roomvia are processed by Stripe, our payment provider. Stripe collects and processes your payment card details directly; Roomvia does not receive or store your full card number, expiry date or security code. We hold only the identifiers Stripe gives us to associate a payment or subscription with your account, and records of what was charged.

We send emails and, where you have provided and verified a phone number, SMS messages that are necessary to operate your account — such as enquiry notifications, verification codes, billing receipts and security alerts. If you use a Roomvia mobile app and allow it, we may also send the same kind of notice as an app notification. These are not marketing.

Account, security and billing emails are always sent while you keep an active account. In Notification settings you can choose whether important listing and billing messages also reach you by SMS, and whether they reach you on the app. We limit how often we send SMS about the same conversation, so a quick run of replies does not become a run of texts.

We only send marketing communications where you have opted in. You can withdraw your consent at any time using the unsubscribe link in any marketing email or by contacting us, and this will not affect the transactional communications described above.

We use a small number of specialist service providers to operate Roomvia. Each acts as our processor under contractual terms that require them to protect your data and to process it only on our instructions. They fall into the following categories:

• Secure hosting and cloud infrastructure providers — running the Roomvia website, our database, authentication and file storage.
• Payment processors — taking payment for subscriptions and one-off charges, as described in section 6.
• Transactional communication providers — delivering the service emails and SMS messages described in section 7, including phone verification codes.
• Mobile notification services — the notification services operated for Apple and Android devices, which deliver app notifications to a device that has allowed them.
• Identity and security providers — verifying accounts and protecting the service against fraud and abuse.
• Mapping and location providers — displaying maps and converting the addresses of listed spaces into map coordinates.
• Professional support and compliance providers — our professional advisers, where they need access to fulfil their engagement.

This list of categories is exhaustive: every provider that processes personal data for Roomvia falls within one of them. If you would like to know which specific providers we use, contact us and we will tell you.

We do not sell your personal data, and we do not share it with these providers for their own marketing purposes.

Some of the service providers listed above may process data outside the UK. Where that happens, we rely on their compliance with recognised safeguards — such as the UK’s International Data Transfer Addendum or an equivalent mechanism — to protect your data to a standard consistent with UK data protection law.

We keep personal data for as long as necessary for the purposes described in this notice, including to provide the service, meet legal and regulatory obligations, resolve disputes, and maintain the security of the site. When data is no longer needed for these purposes, we delete or anonymise it.

Site usage statistics. Page views are counted on our own systems; no analytics cookie is set and no third-party analytics service is used. If you have chosen “Analytics” in cookie settings, and your browser sends neither Global Privacy Control nor Do Not Track, we also recognise you as one visitor for a single day, using a one-way code made from your IP address and browser together with a secret that changes every day. The secret is deleted after two days, after which the code cannot be linked to you or to another day. Your IP address is not stored for this. Hour-by-hour figures are deleted after 90 days; daily totals are kept as counts only.

An app notification token is deleted when you sign out of the app or remove the device in settings, or when the notification service tells us it is no longer valid; we keep only a record that a device was registered.

We use technical and organisational measures — including access controls, encryption in transit and database-level authorisation rules — to protect personal data against unauthorised access, loss or misuse. No system is completely secure, and we cannot guarantee absolute security.

Subject to applicable law, you have the right to ask us for access to, correction of, deletion of, or a copy of your personal data, to object to or restrict certain processing, and to withdraw consent where processing is based on consent. To exercise any of these rights, contact support@roomvia.com.

You can request that we delete your account and associated personal data by contacting us. We may need to retain some information — such as billing records or information relevant to an unresolved dispute — for as long as necessary to meet a legal obligation or for the other purposes described in Data retention above.

Roomvia uses cookies and similar technologies to keep you signed in and to keep the site secure. Our site usage statistics do not use a cookie. Full detail is set out in our Cookie Policy.

Roomvia is not directed at children, and you must be at least 18 years old to create an account. We do not knowingly collect personal data from children.

We may update this notice from time to time, for example to reflect a change in the service, the law or the providers we use. Where a change is material, we will take reasonable steps to make it noticeable, such as a notice on the site, before it takes effect.

This notice was updated in October 2026, when UKVPM Ltd resumed operating Roomvia and became again the controller of the personal data it holds. Earlier versions remain available as a record: Privacy Policy, October 2026 (2026-10b), Privacy Policy, October 2026 and Privacy Policy, September 2026.

For any question about this notice or your personal data, contact support@roomvia.com.

If you are in the UK and believe we have not handled your personal data properly, you have the right to complain to the Information Commissioner’s Office (ICO), the UK’s regulator for data protection. We would welcome the chance to address your concern directly before you do so — please contact us first at support@roomvia.com.