Proptino Manager Privacy Policy | Protecting Your Data

Welcome to Proptino Manager. We care about your privacy, and we explain it in plain, clear language. This page tells you what data we collect, why we collect it, how we keep it safe, and the choices you have.

In short, we only collect what we need to run Proptino Manager, improve our services, and meet legal requirements. We never sell your personal data.

Who we are

Proptino Manager (also called “we”, “us”, or “our”) provides property and tenancy management tools in the UK.

Data Controller: Proptino Manager (UK) Ltd, United Kingdom.

Contact: 0203 983 67 63

If you prefer to post, you can write to us at our UK office. If you need the full address for a formal request, email us and we’ll provide it right away.

When this policy applies

This policy applies to:

• Our website, Proptino Manager, and any subpages
• Our web app and related services
• Our marketing pages, emails, and support channels

It does not cover third-party sites we link to. Those have their own policies.

The data we collect

We collect data in four main ways:

1. What you give us
   • Account details: name, email, password (bcrypt-hashed), phone number
   • Business details: company name, role, team members
   • Property and tenancy data you upload: addresses, tenancy terms, rent amounts, maintenance notes, documents and photos you choose to store
   • Billing data: invoice addresses, VAT number, payment method details (processed by our payment provider)
2. What we collect automatically
   • Device and log data: IP address, browser type, device type, pages visited, time on page, error logs
   • Cookies and similar tech: to remember your session and improve performance (see Cookies below)
3. What we get from others
   • Payment providers (transaction status, last four digits, expiry month/year — not full card numbers)
   • Identity or address verification services (if you enable checks)
   • Analytics and support tools (usage patterns, crash reports)
4. Special category data
   • We don’t seek to collect special category data (e.g., health data). If you upload such information in documents, you are responsible for having a lawful basis to do so. You can delete these files at any time.

Why do we use your data?

Under the UK GDPR and the Data Protection Act 2018, we use your data only when we have a lawful reason:

• To run your account and deliver the service (Contract)
  • Create and manage your account.
  • Store properties, tenants, tasks, and documents you choose to add
  • Provide support and notify you of service changes.
• To improve and secure Proptino Manager (Legitimate Interests)
  • Monitor performance, fix bugs, and prevent fraud.
  • Analyze aggregated usage to plan new features.
• To bill you and handle payments (Contract / Legal Obligation)
  • Process subscriptions, send invoices, and manage taxes.
• To send service messages (Legal obligation/contract)
  • Password resets, security alerts, policy updates, downtime notices
• To send optional product tips or marketing (Consent / Legitimate Interests)
  • You can opt out at any time in emails or app settings.
• To meet legal, tax, and regulatory duties (Legal Obligation)
  • Records we must keep, responding to lawful requests.

Cookies and similar technologies

We use:

• Essential cookies (strictly necessary): keep you signed in and secure
• Preference cookies: remember your settings
• Analytics cookies: understand what’s working so we can improve
• Marketing cookies (optional): only if you consent

You can control cookies in our cookie banner and in your browser settings. Blocking essential cookies may break the app.

Analytics, emails, and third-party tools

We use reputable providers for:

• Analytics & crash reporting (usage insights, performance)
• Email delivery (transactional and optional marketing)
• Payment processing (secure payments; we don’t store full card data)
• Identity/address checks (if you enable them)

We only share the minimum data needed for each tool. Providers act on our instructions and must protect your data.

How we share data

We do not sell your personal data. We may share it with:

• Service providers who help us run Proptino Manager
• Professional advisors (lawyers, accountants), when needed
• Authorities, if the law requires it, or to protect rights and safety
• A buyer, if we sell or merge our business, must follow this policy or a policy at least as protective.

International transfers

Some providers are outside the UK. When we transfer data internationally, we rely on:

• Adequacy regulations, or
• Standard Contractual Clauses (SCCs) with extra safeguards

You can ask us for details of the specific safeguards we use.

Data retention

We keep your data only as long as needed:

• Account data: kept while your account is active
• App content (properties, documents, notes): kept until you delete it or close your account
• Billing records: kept for at least 6 years to meet tax laws
• Backups: delete on a rolling schedule

When we no longer need data, we delete or anonymize it.

Security

We use modern security measures to protect your data:

• Encryption in transit (HTTPS/TLS) and at rest for key data
• Strict access controls and audit logs
• Regular updates, monitoring, and staff training
• Responsible disclosure programme for security reports

No system is perfectly secure. If we find a breach that risks your rights, we’ll notify you and the ICO when required.

Your rights 

You have the right to:

• Access your data
• Correct inaccurate data
• Delete your data (in most cases)
• Restrict or object to processing
• Portability of the data you gave us
• Withdraw consent at any time (for activities based on consent)
• Complain to the Information Commissioner’s Office (ICO)

How to use your rights:

Email info@proptino.com. We may ask for proof of identity. We aim to respond within under in a day.

ICO: If you’re unhappy with our response, you can contact the ICO at ico.org.uk.

Children

Proptino Manager is for businesses and adult professionals. We don’t knowingly collect data from children under 13. If you think a child has used our service, contact us and we’ll remove their data.

Your choices

• Email preferences: Unsubscribe links are in every non-essential email.
• Cookies: Use our banner or your browser settings to manage cookies.
• Account data: You can view, export, and delete data in your account or by emailing us.
• Third-party connections: You can disconnect integrations in the app.

Tenant and third-party data you upload

If you upload personal data about tenants, contractors, or team members, you are the controller of that data. We process it on your instructions to provide the service. Please ensure you have a lawful basis and share this policy or an equivalent notice with those individuals as appropriate.

We’ll sign a Data Processing Addendum (DPA) on request.

Changes to this policy

We may update this policy to reflect changes to our service or the law. If the changes are significant, we’ll notify you by email or an in-app message. The date at the top shows when we last updated it.

Contact us

Questions, requests, or concerns?

Email: info@proptino.com, 0203 983 67 63