1. The parties and the pilot
The provider is Mark Hutchinson, trading as Changeover Master, a sole trader, of Changeover Master, Ground Floor, Radley House, Richardshaw Road, Leeds, LS28 6LE, United Kingdom (“Changeover Master”). The client is the cleaning company named in the written invitation or acceptance (“Founder Client”).
Changeover Master provides an early-access booking inbox, owner submission routes and changeover calendar. Clear new bookings may be added automatically; uncertain dates, overlaps, amendments and cancellations may be held for a staff decision. The Founder Client remains responsible for checking its working diary, resolving exceptions and arranging every changeover.
2. Founder testing and payment
The pilot is free while the Founder Client is marked as founder testing. No payment details are required, the pilot does not automatically convert to a paid plan, and no charge will be made unless both sides first agree the change in writing.
Either side may end the pilot by email. Changeover Master may suspend access sooner where reasonably necessary to protect people, data or the service, or where the service is being misused.
3. Working together
The Founder Client will provide realistic feedback, keep staff credentials secure, share private owner links only with their intended recipients, and avoid uploading payment-card details, identity documents or unnecessary guest information. It will maintain a practical fallback diary during the pilot and promptly report suspected security or booking-processing problems.
Changeover Master will operate the service with reasonable skill and care, keep the agreed safeguards in place, investigate reported faults and explain material changes that affect the pilot. The service is not an emergency dispatch system and does not guarantee that source information supplied by an owner is correct.
4. Confidentiality and ownership
Each side will protect confidential information received from the other and use it only for the pilot, except where disclosure is required by law. The Founder Client keeps ownership of its booking, owner and property information. Changeover Master keeps ownership of the service, software and documentation. Feedback may be used to improve the service, but client or owner identities will not be used in marketing without separate permission.
5. Availability, support and responsibility
The pilot may change and may be interrupted for maintenance or urgent security work. It has no guaranteed uptime. Founder support is described on the support page; an acknowledgement target is not a guaranteed resolution time.
Neither side excludes liability that cannot legally be excluded. Subject to that, neither side is responsible under this pilot for indirect or consequential loss. The Founder Client remains responsible for operational decisions and for verifying that its changeover diary is complete.
6. Ending the pilot
On request or when the pilot ends, Changeover Master will provide a reasonable opportunity to export the Founder Client’s property and booking records, then return or delete personal data as described in the schedule below. Clauses intended to continue—confidentiality, ownership, data protection and accrued rights—will continue after the pilot ends.
7. Law and complete agreement
This agreement and the written invitation or acceptance record the pilot arrangement. If they conflict, this agreement takes priority for data protection and the later written agreement takes priority for any specifically agreed commercial point. The law of England and Wales applies and its courts have jurisdiction, subject to rights the law does not allow either side to exclude.
Schedule 1
Data processing
For owner, booking, property and operational schedule information, the Founder Client is normally the controller and Changeover Master is the processor. Changeover Master is a separate controller for its own account administration, security, support and legal records.
Processing details
- Subject matter
- Receiving, reading, organising, storing, reviewing and presenting holiday-let booking and changeover information.
- Duration
- The founder pilot and the limited return, deletion and recovery period after it ends.
- Purpose
- To operate the Founder Client’s owner submission routes, booking inbox, history and master calendar; provide support; protect the service; and maintain tested recovery copies.
- People
- Founder Client staff and contacts, property owners and managers, and guests only where an owner includes limited guest-related information in a booking or operational note.
- Information
- Names, work contact details, account identifiers, property identifiers, stay dates, guest counts, operational notes, submitted emails and schedule files, and necessary access, security and audit metadata.
Processor commitments
- Process personal data only on the Founder Client’s documented instructions, including this agreement, normal use of the service and later written instructions, unless UK law requires otherwise.
- Tell the Founder Client if an instruction appears to breach applicable data-protection law, unless the law prevents that notice.
- Ensure anyone authorised to process the information is bound by confidentiality.
- Maintain proportionate technical and organisational safeguards, including access control, company separation, private file storage, encryption in transit, protected credentials, activity records, tested recovery copies and review of uncertain booking data.
- Taking account of the nature of the processing, reasonably assist the Founder Client with data-subject requests, security obligations, breach notifications, impact assessments and regulator consultations.
- Notify the Founder Client without undue delay after becoming aware of a personal-data breach affecting its information and provide the information reasonably available for the Founder Client’s assessment.
- Provide information reasonably needed to demonstrate compliance and allow a proportionate audit or inspection. The parties will first use current security documentation and remote evidence, protect other clients’ information, and agree reasonable notice, scope and cost for further work.
Sub-processors
The Founder Client gives general written authorisation for the sub-processors below. Changeover Master will bind each provider to appropriate data-protection terms, remains responsible for their processing under this agreement, and will give reasonable advance notice of a material addition or replacement so the Founder Client can raise a reasoned data-protection objection.
| Provider | Purpose | Information involved |
|---|---|---|
| Railway | Application hosting and service logs | Service requests and limited operational metadata |
| Supabase | Authentication, database and private file storage | Account, property, owner, booking and submitted-file information |
| Mailgun EU | Inbound booking email and service messages | Email addresses, message content and attachments sent through the booking route |
| OpenAI | Reading supported screenshots and documents when enabled | Submitted source image or document and extracted booking fields |
| GitHub | Restricted release, monitoring and encrypted-backup automation | Application code, service results and transient backup processing |
| Google Drive | Private storage of encrypted recovery archives | Encrypted backup files; the separate encryption key is not stored with them |
Stripe handles account and payment information if a paid plan is later agreed; founder testing does not require Stripe payment details. Changeover Master will use a lawful UK transfer mechanism where a supplier processes personal data outside the UK, such as adequacy regulations or approved contractual safeguards, and will apply supplementary security where appropriate.
Return and deletion
At the Founder Client’s choice, Changeover Master will return or delete its personal data when the pilot ends, unless UK law requires retention. Live records and private source files will be removed within 30 days after the verified instruction and reasonable export opportunity. Encrypted recovery copies will remain isolated from ordinary use and be securely removed within 90 days. During the founder pilot these steps are manually checked and recorded.
Controller responsibilities
The Founder Client is responsible for its lawful basis, transparency to owners and staff, data accuracy, data-minimisation decisions, responding to individuals, and ensuring its instructions are lawful. It authorises Changeover Master to process the information for the purposes above and will not instruct Changeover Master to process unlawful or unnecessary data.
Acceptance record
Keep the invitation and the Founder Client’s written acceptance with this version. The record should identify the Founder Client’s legal name, the person accepting for it, their role, the acceptance date and the agreed founder-testing status.
This standard form is intended for the controlled founder pilot. It should receive professional legal review before being used for a materially different service, large-scale processing or paid enterprise terms.
Business and contact details
Changeover Master is a trading name of Mark Hutchinson, a sole trader. The business correspondence address is Changeover Master, Ground Floor, Radley House, Richardshaw Road, Leeds, LS28 6LE, United Kingdom. Changeover Master is not VAT registered. ICO registration number: ZC236168.
For privacy, accessibility or service questions, visit Founder support or email info@changeovermaster.com. Please do not include guest details in a general support request.