DarkFlight + RoostHow we handle data
Ecordea Ltd (company number 12722702). Registered office: Office 4653, 321-323 High Road, Chadwell Heath, Essex, RM6 6AX, United Kingdom. Trading contact: Cockermouth area; phone 01900 422 201; email jethro@ecordea.com.
This page explains what happens to information on ecordea.com, related enquiry pages, and (where relevant) Roost at roost.ecordea.com. We keep it short because we collect very little. Ecordea Ltd is the data controller.
Analytics
We use Google Analytics, and Ahrefs Web Analytics, to understand how the site is used (for example, whether visitors read about DarkFlight or send an enquiry). We do not use analytics to build a sales profile of you as a named person.
Google Analytics starts in a cookieless mode, so nothing is stored on your device until you choose. The bar at the bottom of the page lets you accept or decline. If you accept, Google Analytics sets its own analytics cookies; if you decline, it stays cookieless. Your choice is remembered in your browser, and clearing your site data resets it. Ahrefs Web Analytics does not use cookies.
Enquiry form
When you send an enquiry through the form at ecordea.com/enquire, the details you enter (such as your name, email, company, phone and your message) are delivered to us by email through a form service (Web3Forms) and used only to answer your enquiry. We do not sell or share your details for marketing by others.
The marketing box on the form is unticked by default. Only if you tick it will we add you to occasional Ecordea updates (new features, availability and the odd survey tip). You can unsubscribe or ask us to stop at any time.
Coverage-plan enquiries
When you send a coverage plan, we use your contact details, proposed equipment and survey information to respond with availability and a quote. The form uses Web3Forms to send us the enquiry and also passes the details to Ecordea’s enquiry system.
Research questionnaire
From time to time we invite ecology professionals to complete a short research questionnaire (for example, at ecordea.com/research/bat-survey-workflow) about the work that happens after bat surveys. Taking part is voluntary. The answers you give are used for research into post-survey workflow, reviewed in aggregate, and stored in our own research records. If you followed an invitation link, it includes a reference code so we can connect your response to the invitation we sent you. We do not put your name or email in the web address, and the code is removed from the address bar when the page loads.
Our lawful basis for this is legitimate interests: understanding where ecology teams spend time after surveys so we can improve the tools we build. You can object to this at any time. If you ask for a follow-up conversation, we use the email address you give only to arrange it. So that a completed questionnaire is never lost if our systems are briefly unavailable, responses may also be delivered to us by email through a form service (Web3Forms). We do not sell or share your details.
The optional updates box on the questionnaire is unticked by default. Only if you tick it will we send you an anonymised summary of the findings and occasional relevant updates about bat-survey evidence workflows and DarkFlight. You can ask us to stop at any time.
Hire, purchase and Roost accounts
If you hire or purchase DarkFlight, or use Roost, we may also hold booking dates, delivery or collection details, invoicing details, and account or login details needed to run the service. We use these to perform the contract (or steps you ask for before a contract), to look after the equipment and your account, and to meet legal bookkeeping duties.
Technical logs (for example, server or access logs on the website or Roost) may be kept briefly for security and reliability.
Contacting us
If you email or call us, we use those details only to reply and to discuss whether DarkFlight or Roost fits your work. We do not sell or share your details with third parties for their marketing.
Who we share data with
We use service providers who help us run the business, such as our hosting and email providers, the form service above, and analytics tools described on this page. They only get what they need to do that job.
Payment details, when you pay us, are handled by the payment method we agree with you (for example bank transfer or a card processor named on an invoice or checkout). We do not invent extra processors on this page.
QuickBooks Online connection (internal tools)
Ecordea may connect its own QuickBooks Online company file to internal operations tools, including a private MCP server used by staff assistants, so we can read our own accounting data for business management (for example sitreps and finance lookups).
That connection is to Ecordea’s own books only. It is not a product we offer to ecology customers, and it is not how customer survey data is processed. Intuit’s own privacy terms also apply to that QuickBooks connection. If you are an Intuit or QuickBooks user looking for how to disconnect an app from your company, manage connected apps in your Intuit account settings. For questions about Ecordea’s internal use of QuickBooks, email jethro@ecordea.com.
International transfers
Our website is served through Cloudflare. Hosting, email, analytics or form tools may process data in the UK, EEA, or other countries. Where data leaves the UK, we rely on UK adequacy decisions or appropriate safeguards such as standard contractual clauses, as those providers describe in their own terms.
Retention
We keep enquiry and correspondence for as long as we need to deal with your request and any follow-up hire or purchase. Research responses are kept for the research purpose, usually in aggregate. Account, hire and invoicing records are kept for the life of the relationship and for the period UK tax and company law expects. Analytics data follows the retention settings of those tools. We delete or anonymise when we no longer need the data.
Security
We take sensible steps to protect information (access controls, HTTPS, and limiting who inside Ecordea can see enquiries and accounts). No online service is perfectly secure; if you spot a problem, tell us promptly.
Cookies
We use a consent bar for analytics cookies as described under Analytics. Essential cookies or similar storage may be needed for the site or Roost to work (for example remembering a login or a consent choice). You can change your mind by clearing site data for ecordea.com and using the bar again when it appears.
Your rights and questions
Under UK GDPR and the Data Protection Act 2018 you can ask us what information we hold about you, ask us to correct it, delete it, restrict how we use it, object to certain uses, or (where the law allows) receive a portable copy. You can also withdraw consent where we relied on consent (for example marketing ticks or analytics cookies).
Email jethro@ecordea.com or call 01900 422 201. You can also complain to the Information Commissioner’s Office (ICO).
Children
Our site and products are for professional ecology and related commercial use. They are not directed at people under 18.
Changes
We may update this page from time to time. The date below shows when it last changed. Important changes will be reflected here; keep an eye on this page if you use our services regularly.
Last updated 5 October 2026.