Proptino Manager Privacy Policy | Protecting Your Data

Last updated: 11 September 2026

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 Global Limited, a company registered in England and Wales (Company No. 10884932).

Registered office: 124 City Road, London, EC1V 2NX, United Kingdom

Privacy enquiries: info@proptino.com

Telephone: 0203 983 6763

We have not appointed a Data Protection Officer, as we are not required to do so under the UK GDPR. Data protection queries are handled by our management team at the registered office above.

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)
   • HMRC connection data: if you connect your HMRC account, the access and refresh tokens HMRC issues to us, stored encrypted. We never collect or store your HMRC Government Gateway user ID or password
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.

HMRC Making Tax Digital (MTD)

Where you choose to use our HMRC features, Proptino Manager connects to HMRC’s Making Tax Digital APIs so that you can view your tax obligations and send submissions to HMRC directly from the software. This section explains what happens to your data when you use those features.

How you authorise us

We use HMRC’s OAuth 2.0 authorisation. When you connect your HMRC account, you sign in on HMRC’s own website, not on ours. We never see, collect or store your HMRC Government Gateway user ID or password.

HMRC then issues us an access token and a refresh token, which allow the software to act on your behalf only for the permissions (scopes) you approved. We store these tokens encrypted at rest and transmit them only over encrypted connections (TLS). You can withdraw this authority at any time, either in Proptino Manager or directly through your HMRC online account, and we will delete the tokens.

What we send to HMRC

Depending on the HMRC service you use, we send:

• the tax identifiers required by that service, such as your VAT registration number, or your National Insurance number and Unique Taxpayer Reference
• the figures, totals and accounting periods you choose to submit
• the supporting summary data required by the relevant HMRC API

We also receive data back from HMRC and store it so that you can see it in the app, for example your filing obligations, submitted returns, liabilities and payments.

Fraud prevention data required by HMRC

HMRC requires all software that connects to its APIs to send fraud prevention header data with every request made on your behalf. This is mandatory and helps HMRC detect unauthorised access to taxpayer accounts. Depending on how you access Proptino Manager, this data may include:

• your public IP address, the port used, and the time of the connection
• your device’s local IP address(es) and, where available, MAC address(es)
• your device type, operating system and version, and browser or app version
• your screen width, height, colour depth, scaling factor and window size
• your device’s local timezone
• a unique device identifier that we generate and store on your device
• your Proptino Manager user ID, and a licence and product identifier for our software

We collect this data solely to meet HMRC’s requirement, and we transmit it to HMRC alongside your submissions. We do not use it for marketing, advertising, profiling or general analytics.

Our lawful basis: legal obligation, and our legitimate interests in preventing fraud and in complying with HMRC’s terms of use for its APIs.

HMRC is a separate controller

Once your data reaches HMRC, HMRC acts as an independent data controller. How HMRC uses that data is covered by HMRC’s own privacy notice on GOV.UK.

How long we keep it

We keep records of your HMRC submissions and the associated fraud prevention data for at least 6 years, in line with HMRC record-keeping requirements. Access and refresh tokens are deleted when you disconnect your HMRC account, or when they expire.

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.

Where we store your data

Proptino Manager is hosted on servers provided by Krystal Hosting Ltd, located in London, United Kingdom. Your account data, property and tenancy records, uploaded documents and database backups are stored in the United Kingdom.

International transfers

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

• Adequacy regulations, or
• the UK International Data Transfer Agreement (IDTA), or the UK Addendum to the EU Standard Contractual Clauses, together with a transfer risk assessment and additional safeguards where needed

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: all data is encrypted in transit using HTTPS/TLS. Personally identifiable data and HMRC access tokens are encrypted at rest
• Access control: role-based access control and least-privilege staff access, with audit logging. Our system is designed so that one customer’s account cannot access another customer’s data
• Regular updates, monitoring, and staff training
• Responsible disclosure programme for security reports

No system is perfectly secure, but we have a defined process for handling incidents.

Reporting a security issue

If you believe you have found a security vulnerability, or you think your data may have been at risk, email info@proptino.com with "Security" in the subject line. We aim to acknowledge reports within one working day. We operate a responsible disclosure programme and will not pursue action against security researchers who report issues to us in good faith.

If a breach happens

If a personal data breach occurs, we will notify the Information Commissioner’s Office (ICO) within 72 hours where the breach is reportable, and notify affected customers without undue delay where there is a high risk to their rights. Where a breach affects data connected to HMRC services, we will also notify HMRC within 72 hours, providing a named breach contact and telephone number.

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 will respond within one month of receiving your request. If your request is complex, or you have made several requests, we may extend this by up to two further months and will tell you within the first month if we need to do so. There is no charge for making a request.

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

Children

Proptino Manager is a business service. You must be 18 or over to create an account, as set out in our Terms & Conditions. We do not knowingly collect data from children. 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