Privacy Policy

1. Who we are

Data controller: Vigalant, NIF 517281848
Address: Lagos, Algarve, Portugal
Contact: info@vigalant.com · +351 962 581 053

2. What personal data we collect

We collect the following categories of personal data:

• Contact enquiries — name, email address, phone number, and any details you provide via our website contact form, email, or phone.
• Booking and client data — property address, booking details, and any instructions or access information you provide for an inspection.
• Inspection content — photos and video taken during property inspections, focused on the property itself. Where a management company representative, keyholder, or other person incidentally appears, we treat this as personal data too.
• Website usage data — if analytics or cookies are enabled in future (see Section 8), we may collect IP address, browser type, device information, and pages visited.

We do not knowingly collect special category data (e.g. health, religion, biometric data) and ask that you do not include this in enquiries or instructions.

3. Why we process your data

4. How long we keep your data

Enquiries that don't convert to a booking: retained for up to 12 months, then deleted.

Client and booking records, including inspection reports: retained for up to 10 years to meet Portuguese tax and accounting obligations, and to support any future disputes.

Inspection photos / video: retained alongside the report unless you request earlier deletion, subject to our legal record-keeping obligations above.

5. Who we share your data with

We do not sell your personal data. We may share it with:

• Service providers who support our operations, such as our website host and, where used, our contact-form processor. These providers act on our instructions and are bound by data protection obligations.
• Professional advisors (e.g. accountant) where necessary for legal or tax compliance.
• Authorities, where required by Portuguese or EU law.

We do not share your inspection report or property details with the management company, letting agent, or any third party being assessed, without your consent — this is core to how we operate (see our Terms & Conditions, Section 12).

6. International data transfers

Where any service provider we use (for example, our website hosting or form-processing tool) stores data outside the European Economic Area, we ensure an appropriate safeguard is in place, such as the European Commission's Standard Contractual Clauses, before that transfer takes place.

7. Your rights

Under GDPR, you have the right to:

• Access the personal data we hold about you
• Rectify inaccurate or incomplete data
• Erase your data, where applicable
• Restrict or object to processing in certain circumstances
• Data portability — receive your data in a portable format
• Withdraw consent at any time, where processing is based on consent (e.g. marketing, analytics cookies)
• Lodge a complaint with Portugal's data protection authority, the CNPD (Comissão Nacional de Proteção de Dados), at www.cnpd.pt, if you believe your data has been mishandled

To exercise any of these rights, contact us at info@vigalant.com.

8. Cookies

Our website does not currently use analytics, tracking, or advertising cookies. If this changes in the future, we will update this policy and, where required, request your consent before any non-essential cookies are set.

9. Data security

We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse, including restricting access to booking and report data to those who need it to deliver our Services.

10. Children's privacy

Our Services are intended for property owners and businesses, not children. We do not knowingly collect personal data from children.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The effective date at the top of this page will be updated accordingly.