Privacy policy
Last updated: 2026-11-09
At Solterra Homes we are committed to protecting the privacy and personal data of our clients, prospective clients and the users of our website.
1. Data controller
In line with the General Data Protection Regulation (GDPR), the UK General Data Protection Regulation (UK GDPR) and other applicable data protection law, we provide the following information:
- Owner: Aaron Roman Toapanta, a sole trader established in the United Kingdom, trading as Solterra Homes.
- Trading name: Solterra Homes
- Website: https://solterrahomes.es
- Privacy email: privacidad@solterrahomes.es
- General email: info@solterrahomes.es
2. Personal data we collect
We may collect the following categories of personal data:
Identification and contact details
- First name and surname.
- Email address.
- Phone and WhatsApp number.
- Company or property agency.
- Job title.
Commercial and professional details
- Services contracted or requested.
- Information provided through forms.
- Business needs and communication preferences.
- Information about meetings and service requests.
Technical data
- IP address.
- Browser and device information.
- Browsing data and cookies, where applicable.
Data provided while delivering our services
When a property agency engages our services, we may access the information needed to set up and maintain its CRM, automations and sales management tools.
This information may include details of contacts, prospective buyers and communications managed by the agency.
Forms on this website
When you send a form on this website, we collect the details you enter (name, phone, email and, depending on the form, company, city and message), the type of enquiry, the website package you chose if you choose one, your consent choices, the page you arrived from and, if present, the campaign parameters (UTM, gclid and fbclid).
3. Why we process data
We process personal data for the following purposes:
A. Handling requests and enquiries
Answering requests for information, arranging meetings and providing information about our services.
B. Providing contracted services
Managing the contractual relationship and providing services such as:
- CRM implementation and set-up.
- Sales process automation.
- Opportunity management and follow-up.
- Integrations with WhatsApp, email and calendars.
- Digital advertising campaigns and lead generation.
- Website development and maintenance.
C. Administration
Managing quotes, invoicing, payments, contract documents and legal obligations.
D. Marketing communications
Sending information about our services, news or offers where a legal basis allows it, respecting the rights to object and to withdraw consent.
E. Security and operation
Protecting our systems, preventing unauthorised access and keeping our services running.
4. Legal bases for processing
Depending on the purpose, processing of personal data will be based on:
- Performance of a contract: where necessary to provide contracted services or to take pre-contractual steps you have requested.
- Legal obligation: where we must keep or disclose information to meet legal requirements.
- Consent: where the law requires permission for certain communications, cookies or other activities.
- Legitimate interests: where legally appropriate, for example for certain security measures or managing business relationships, after assessing the interests and rights involved.
The specific legal basis will depend on the purpose and circumstances of the processing.
5. Providers and third parties
To provide our services we may use technology providers that process personal data under the applicable contractual and legal terms.
The platforms we may use include:
- GoHighLevel / LeadConnector: CRM, forms, automations and communications.
- Meta Platforms: advertising on Facebook and Instagram.
- Google: email, calendars, analytics and business tools.
- Messaging and communication providers: WhatsApp, email and other channels.
- Hosting, invoicing and payment processing providers, where applicable. This website is hosted by Vercel Inc.
Using these providers does not mean that all of them receive personal data in every case.
We do not sell personal databases to third parties.
Where necessary, we will put the appropriate data processing agreements in place.
6. Processing on behalf of property agencies
For some services, Solterra Homes may act as a data processor, while the client property agency acts as the data controller.
This can happen when we manage information about buyers, owners or prospective clients within CRM systems and automations contracted by the agency.
In these cases:
- We will process the data according to the agency's documented instructions and the applicable data processing agreement.
- We will apply appropriate technical and organisational measures.
- We will limit access to authorised people.
- We will maintain the relevant confidentiality obligations.
- We will set rules for the use of sub-processors and for returning or deleting data when the service ends.
The specific responsibilities will be set out in the corresponding Data Processing Agreement.
If you are a client of an agency that uses our services, you can send requests about your data to that agency.
7. International data transfers
To provide our services, Solterra Homes uses technology platforms and providers that may process or store personal data outside the European Economic Area (EEA), including in the United States.
These providers include GoHighLevel / LeadConnector, Google and Meta Platforms, depending on the services used.
When personal data is transferred internationally, Solterra Homes will apply the safeguards required by the applicable law, as appropriate.
These safeguards may include:
- Adequacy decisions: transfers to countries or organisations covered by a valid adequacy decision of the European Commission.
- Standard Contractual Clauses (SCCs): clauses approved by the European Commission to protect personal data transferred to third countries.
- Additional safeguards: technical, contractual and organisational measures where needed to ensure an adequate level of protection.
GoHighLevel has a Data Processing Agreement that includes contractual mechanisms governing international transfers.
You can ask for more information about the international transfers that apply and the safeguards used by writing to privacidad@solterrahomes.es.
Solterra Homes will review the transfer mechanisms used by its providers to make sure they meet the applicable data protection law.
8. How long we keep data
We will keep personal data only for as long as necessary to fulfil the purposes for which it was collected.
In general:
- Client data will be kept for the duration of the contractual relationship and afterwards for the periods required by law.
- Data from business enquiries will be kept for as long as needed to handle the request and any legitimate follow-up.
- Data processed on behalf of agencies will be handled according to the contract and the data processing agreement.
- Data used on the basis of consent will be processed until consent is withdrawn, unless another legal basis justifies keeping it.
Where applicable, data may be kept restricted (blocked) for the applicable legal periods.
9. Your rights
The people whose data we process can exercise the following rights, where applicable:
- Access to their personal data.
- Rectification of inaccurate data.
- Erasure of data.
- Objection to processing.
- Restriction of processing.
- Data portability.
- Withdrawal of consent at any time, without affecting the lawfulness of earlier processing.
To exercise these rights, write to privacidad@solterrahomes.es.
You may also complain to the competent data protection authority, including the Spanish Data Protection Agency (AEPD, https://www.aepd.es), where applicable. In the United Kingdom, the authority is the Information Commissioner's Office (ICO, https://ico.org.uk).
10. Information security
Solterra Homes will take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure.
These measures may include access controls, authentication, permission management and the protection measures of the platforms we use.
No technology system can guarantee absolute security.
11. Cookies and tracking technologies
Our website may use technical cookies and, where implemented, analytics or advertising tools.
Where the law requires it, we will ask for your consent before using non-essential cookies.
You can find more information in our Cookie Policy and manage your preferences using the tools provided on the website.
12. WhatsApp and email communications
Solterra Homes may use WhatsApp, email, phone calls and other channels to handle information requests, provide contracted services and send marketing communications where a valid legal basis exists.
A. Communications about our services
We may contact our clients and people who have requested information to:
- Answer questions and requests.
- Confirm meetings and send reminders.
- Manage onboarding and service set-up.
- Provide technical support and customer service.
- Share relevant information about contracted services.
These communications will rely on the legal basis that applies in each case, including performance of a contract or pre-contractual steps requested by you.
B. Marketing and promotional communications
Solterra Homes may send information about its CRM, automation, digital advertising, lead generation and web development services where a valid legal basis exists and the specific requirements for the channel are met.
Electronic marketing communications will be sent where there is prior consent or where a legal exception applies, such as certain communications to existing clients about our own services similar to those previously contracted, under the conditions set by law.
C. WhatsApp communications
WhatsApp may be used to answer questions, manage appointments and keep in touch about the services requested or contracted.
You may be answered by an AI virtual assistant, which always says that it is one. You can ask to speak to a person at any time.
Promotional messages on WhatsApp will be subject to the applicable legal requirements and the platform's terms of use, including obtaining the necessary permissions.
D. Right to object and unsubscribe
Recipients of marketing communications can ask to stop receiving them at any time.
To do so, they can:
- Use the unsubscribe link in marketing emails.
- Reply asking to unsubscribe, where the channel allows it.
- Write to privacidad@solterrahomes.es.
Unsubscribe and objection requests will be handled in line with the applicable law, without affecting communications that are strictly necessary to manage an ongoing contractual relationship.
E. Data protection and confidentiality
Solterra Homes will take appropriate measures to protect the personal data used in its communications and limit its processing to the corresponding legitimate purposes.
When we use technology providers to manage these communications, the appropriate data protection agreements and safeguards will apply.
13. Third-party links
Our website may contain links to external websites or platforms.
Solterra Homes does not control the privacy policies of these third parties. We recommend reading their terms before giving them any personal information.
14. Changes to this policy
We may update this Privacy Policy to reflect changes in our services, providers, processing or legal requirements.
The current version will be available on our website, showing the date it was last updated.
15. Contact
For any question about privacy or the processing of personal data, you can contact:
- Aaron Roman Toapanta, trading as Solterra Homes
- Email: privacidad@solterrahomes.es
- Website: https://solterrahomes.es