Legal
What we do with your personal data, why we are allowed to, who else sees it, how long we keep it, and what you can make us do about it.
Last updated 22 September 2026
The operating entity for Property Pro AI is being incorporated. Until it is, the controller named below, the registered address and the ICO registration number are incomplete. This notice must not be relied on as final until those are filled in and it has been reviewed by a solicitor.
Property Pro AI is the trading name of a business being incorporated in England & Wales. Once incorporation completes, the company name, number, registered office and ICO registration number will appear here and in the site footer.
You can reach us about anything in this notice at sales@propertyproai.co.uk.
We are a small operation selling a piece of software. We collect what you type into the founding-place application form and nothing else. We do not run analytics, we do not use advertising or tracking cookies, we do not buy or sell contact lists, and we do not profile you. The product itself stores your portfolio data in files on your own computer — we never receive it.
The form asks for, and we store:
| What | Why we ask |
|---|---|
| Your name | To write back to you as a person |
| Email address | The only way we can reply or send you the software |
| Number of rental properties | To pick a spread of portfolio sizes across the ten places |
| How they are managed | Self-managing landlords and those using agents hit different problems |
| What takes your time or worries you | To decide what gets built and fixed next |
| Free-text answers | Same reason. This is the part we actually read closely |
| Date and time of the application | To process applications in order and evidence your consent |
Please do not put tenant names, addresses or any other third party's details into the free-text boxes. We do not need them and do not want to hold them.
Our host, Cloudflare, processes your IP address and basic request information in order to serve the page and to protect the site from attack and abuse. This is ordinary server operation, it is not analytics, and we do not build any profile from it. We hold no visitor statistics of our own.
| Purpose | Lawful basis |
|---|---|
| Assessing your application and replying to it | Legitimate interests — you asked us to consider you, and replying is what you would expect |
| Emailing you about Property Pro AI | Consent, given by ticking the box on the form. You can withdraw it at any time and every email carries an unsubscribe link |
| Keeping the site up and secure | Legitimate interests in operating a working, non-abused website |
| Keeping records of consent and of sales | Legal obligation, and our legitimate interest in being able to show we did this properly |
Where we rely on consent, refusing or withdrawing it costs you nothing beyond no longer hearing from us.
We use three suppliers. Each one processes your data on our instructions and cannot use it for its own purposes.
| Supplier | What for | Where |
|---|---|---|
| Cloudflare | Hosting the site and storing applications in a database in our own account | Global edge network, UK/EU data centres for storage |
| Notion | The list we work from when reviewing and contacting applicants | United States |
| Google Workspace | Our email, so any correspondence with you sits in a mailbox | Global, with EU/UK processing commitments |
Transfers outside the UK rely on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, which each of these providers offers as part of its terms.
We do not sell your data, share it with advertisers, or pass it to other landlords, agents or lenders. We would disclose it if a court or regulator lawfully required it, and we would tell you unless we were forbidden to.
| Record | Kept for |
|---|---|
| Applications from people we do not select | 12 months, then deleted — in case a place frees up |
| Applications from the founding ten | For as long as they use the product, then 12 months |
| Marketing consent and unsubscribe records | 6 years, so we can show the consent existed |
| Email correspondence | 3 years |
Ask us to delete your data sooner and we will, except where we are required to keep a record of the consent itself.
Under UK GDPR you can ask us to: show you what we hold; correct it; delete it; stop or restrict what we do with it; hand it over in a portable format; or object to processing we base on legitimate interests. Where we rely on consent you can withdraw it at any time, and that does not make what we did beforehand unlawful.
Email sales@propertyproai.co.uk. We will respond within one month. It is free, and we will not ask why.
If we get it wrong, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113. We would rather you told us first, but it is your call.
Covered separately in the cookie policy. The short version is that we set none of our own.
None. The ten founding places are chosen by a person reading the applications. Nothing about you is decided by an algorithm.
This is a product for people who own or manage rental property. It is not intended for under-18s and we do not knowingly collect their data.
If we change how we handle your data we will update this page and change the date at the top. If the change is significant and we hold your email address, we will tell you directly rather than quietly editing the page.