DRAFT for solicitor review.
Med Services Ltd (trading as Stillrate), company number 14915054, registered office 52a Cherwell Street, Oxford, OX4 1BG, is the controller of the personal information described here. ICO registration number: applied for in October 2026 (we'll show the number here once it's issued). Contact: hello@stillrate.co.uk.
What we collect
- Account details: your name, email, phone and business details.
- Documents and figures you upload: rates bills, energy bills, trading figures and correspondence. These are mainly business information but may include personal information, for example if you trade as a sole trader or partnership.
- Case records: what we do for you, messages, signatures (your typed name, the time and your IP address) and invoices.
- Technical information: the security logs needed to keep the service safe. We use no advertising or analytics cookies.
Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Running your check and any case you ask us to take on | Contract |
| Billing and keeping financial records | Legal obligation |
| Keeping the service secure and preventing fraud | Legitimate interests |
| Telling you about deadlines and progress | Contract |
| Sharing progress with a partner who referred you (only if you tick the box) | Consent, which you can withdraw in your settings |
We do not use your information for marketing unless you have opted in, and we never sell it.
Who we share it with
- The rating surveyors who review and sign off your case (named in your case proposal, before you agree to it), under a data processing agreement.
- The Valuation Office Agency, Valuation Tribunal and energy suppliers, but only what's needed to act for you.
- Service providers that host our platform, send emails, take payments and read documents on our behalf (including an AI service used to read bills, which does not use your data to train its models). All are bound by contracts that protect your data.
How we keep it safe
Documents are encrypted when stored. Staff accounts need two-step sign-in, and every access to a document is logged.
How long we keep it
We keep case records for six years after a case closes, and invoices for six years for tax purposes. If you don't go ahead after a free check, we delete your documents after 12 months.
Your rights
You can ask for a copy of your data (you can also download it from your account), correct it, delete it, restrict or object to how we use it. Ask in your account settings or at hello@stillrate.co.uk. You can also contact the Information Commissioner's Office at ico.org.uk.