Founder agreement
Invited pilot companies use the Founder Pilot Agreement and Data Processing Schedule. It records the free testing arrangement, each side’s responsibilities and the UK GDPR terms for owner and booking information.
Who provides the service
Changeover Master is a trading name of Mark Hutchinson, a sole trader. Its business correspondence address is Changeover Master, Ground Floor, Radley House, Richardshaw Road, Leeds, LS28 6LE, United Kingdom. Changeover Master is not VAT registered.
The service
Changeover Master receives property booking information, adds clearly structured new stays to a master calendar, skips matching duplicates and places uncertain dates, changes and cancellations in a review queue. The cleaning company remains responsible for checking the diary, resolving flagged updates, staffing work and confirming operational instructions.
Your responsibilities
Keep staff sign-in details secure, share owner links only with the intended owner or manager, provide accurate property information and promptly report suspicious access. Do not upload unlawful content, payment card details or unnecessary guest information.
Self-service free trial
After verifying your email, you can use the workspace free for 14 days with up to five active properties. No payment card is required. The start and end dates are shown in your workspace. Example content is for exploration only and is kept separate from your own records. You can paste booking lists, enter bookings and connect an optional iCal feed. File attachments are temporarily paused for new online workspaces while upload safeguards are completed. Free help setting up owners and links is available on request.
When the 14 days end, you can still sign in and view existing records or request an export. Creating or changing operational records, owner submissions, inbound booking email and automatic calendar feeds pause until you subscribe or we agree an extension. The trial never changes into a paid subscription automatically. We do not charge you without your explicit choice of a paid plan.
Service availability
The service may change as feedback is incorporated. Planned maintenance or an urgent security fix may temporarily interrupt access. We will take reasonable care to protect data and restore service, but the trial does not include a guaranteed uptime or emergency response service.
Invited founder testing
An agreed founder-testing arrangement remains free until Changeover Master and the client separately agree a change. It is not subject to the self-service 14-day expiry. Either side may end the arrangement by written notice. Before closing an account, the client may request an export of its property and booking records.
Operational limits
The service assists diary administration; it does not guarantee that source information is correct or that a changeover will be completed. Important bookings and exceptions should be reviewed by the cleaning company. Nothing in these conditions excludes rights or liabilities that cannot lawfully be excluded.
Schedule 1
Trial data processing schedule
This schedule forms part of the trial terms accepted at signup. You accept it on behalf of the organisation whose workspace you operate and confirm you have authority to do so. Your account email and signup time identify the acceptance record.
For owner, booking, property and operational schedule information, the trial customer 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 trial and the limited return, deletion and recovery period after it ends.
- Purpose
- To operate the trial customer’s owner submission routes, booking inbox, history and master calendar; provide support; protect the service; and maintain tested recovery copies.
- People
- trial customer 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 trial customer’s documented instructions, including this agreement, normal use of the service and later written instructions, unless UK law requires otherwise.
- Tell the trial customer 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 trial customer with data-subject requests, security obligations, breach notifications, impact assessments and regulator consultations.
- Notify the trial customer without undue delay after becoming aware of a personal-data breach affecting its information and provide the information reasonably available for the trial customer’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 trial customer 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 trial customer 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 |
| Resend | Authentication and account email | Account email addresses and authentication messages |
| 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; the free trial does not require 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 trial customer’s choice, Changeover Master will return or delete its personal data when the trial 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 initial launch these steps are manually checked and recorded.
Controller responsibilities
The trial customer 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.
Changes to these conditions
We will tell founder clients about material changes that affect their use of the service. Paid subscription terms will be provided for review before any paid plan begins.
Governing law
These trial conditions are governed by the law of England and Wales. The courts of England and Wales will have jurisdiction, subject to any rights that the law does not allow the parties to exclude.
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.