Privacy Policy

This privacy notice explains how Propvestra uses personal information collected through the Propvestra website and property-management service.

Who we are

The data controller is Propvestra.

Email: admin@propvestra.io
Correspondence address: Contact us by email for our correspondence address

What information we collect

Depending on how you use Propvestra, we may collect names, email addresses, telephone numbers, account and address details, property details, tenant repair reports, uploaded images or documents, report history and identifiers returned by our payment provider. We do not store full payment-card details.

Why we use your information and our lawful bases

Providing the service: we use account, property and report information to create accounts, authenticate users, process repair reports, provide dashboards and maintain report history. The lawful basis will normally be performance of a contract or steps requested before entering a contract.

Billing and service email: we use contact and payment-provider identifiers to manage subscriptions, send verification and operational emails and keep billing records. The lawful bases are performance of a contract and compliance with legal obligations.

Optional marketing: where you opt in, we may send product news, features and offers. Our lawful basis is consent. You can withdraw consent at any time without affecting your use of the core service.

Tenant reports and property management: landlords and property managers may provide information about properties and tenants, while tenants may submit issue details and attachments. Depending on the circumstances, the relevant landlord or property manager may be a separate data controller for that information.

Website security and administration: we may process limited technical information where necessary to keep the website secure, prevent abuse and operate the service. Our lawful basis is our legitimate interests in securing and administering the website.

How long we keep your information

We keep personal information only for as long as reasonably needed for the service, our records and legal obligations. Tenant maintenance reports and attachments are kept while needed to manage the relevant property or tenancy and may normally be retained for up to 6 years after the relevant relationship or report is closed where needed for legal claims or records. After an account is closed, information needed for legal, accounting or contractual records may normally be kept for up to 6 years, while information no longer needed may be removed sooner.

We may keep limited marketing consent or suppression records as necessary to record and respect your preferences. Security and administration records are kept only for as long as reasonably needed for security and abuse prevention.

Who we share information with

We do not sell your personal information. We may share information with service providers acting on our behalf where needed to host the service, store data, send email, process subscription payments or provide technical support. We may also disclose information where required by law or to establish, exercise or defend legal rights.

International transfers

Some technology providers may process personal information outside the UK. Where a restricted transfer occurs, we will use an applicable UK adequacy regulation or appropriate safeguards such as the UK International Data Transfer Agreement or UK Addendum, together with any required transfer risk assessment.

Your data-protection rights

Depending on the circumstances, you may have rights to access, correct, erase or restrict the use of your personal information, and to data portability. You may withdraw consent at any time. Where processing is based on legitimate interests, you may have the right to object. You have an absolute right to object to your personal information being used for direct marketing.

To exercise a right, request access or deletion, or withdraw consent, contact admin@propvestra.io. Requests are handled directly by us. Some rights are subject to legal exemptions or requirements, and withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

Complaints

If you have concerns, please contact us first so we can try to resolve them. You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection. See ico.org.uk/make-a-complaint or call 0303 123 1113.

Cookies and similar technologies

Propvestra uses essential session cookies for security and signed-in sessions. Optional first-party analytics is collected only after you choose “Accept analytics”. You can reject it without affecting the service, or withdraw consent using “Cookie settings” on any main page. Withdrawal stops future collection and removes the analytics browser identifier; it does not delete previously recorded events.

Consented analytics records page categories, referral domains, acquisition source, medium and campaign labels, and selected website interactions and product actions. Website interactions may include opening FAQs, starting the signup journey, selecting a plan, using postcode lookup, clicking signup submission, login links, QR demonstrations and dashboard previews. Product actions may include account creation, email verification, property and unit creation, property-manager invitations and activation, report-form views, report submissions, report handling and QR use. Analytics records that an interaction happened, not the information entered into the relevant form; for example, postcode-lookup usage may be recorded but the postcode entered is not stored in analytics.

We use a random browser identifier and pseudonymised account identifiers to associate visits with later product activity and to report measures such as visitors, sessions and new or returning pseudonymous browsers. These identifiers are not names or email addresses, do not identify a person across all devices or browsers, and are not intended to identify tenants. A person using different browsers or devices may therefore appear as more than one analytics visitor.

The analytics cookie lasts up to 90 days, and visits are grouped into sessions ending after 30 minutes without tracked activity. Consent choices are remembered for one year. Analytics data is kept for 90 days and removed through scheduled cleanup. We do not store IP addresses, complete URLs, invitation or report-access tokens, names, email addresses, entered postcodes, passwords, form contents, report descriptions or notes in analytics. Analytics is processed in our application database rather than sent to a third-party advertising service. Known bots and internal traffic are excluded, but filtering cannot prove a visitor is human.

Automated decision-making

We do not use information submitted through Propvestra for solely automated decisions that produce legal or similarly significant effects.

Changes to this notice

We may update this notice as Propvestra develops. The current version will be published on this page.