Last updated: 9 June 2026
Privacy Policy
This policy explains how PropAir (“we”, “us”, “our”) collects, uses, stores, and protects personal data in connection with the PropAir platform and mobile application. We are committed to handling your information responsibly and in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
PropAir is a UK-based property management platform that provides software services to letting agents, landlords, and tenants. For the purposes of data protection law, PropAir is the data controller of the personal data described in this policy.
To contact us about your personal data or this policy:
Email: privacy@prop-air.uk
2. What Personal Data We Collect
We collect and process the following categories of personal data:
Account and identity data
Full name, email address, and hashed password. If you sign in via Google or Apple, we receive your name and email from those providers. We never store your Google or Apple password.
Property and tenancy data
Property addresses, postcodes, property type, number of bedrooms, and monthly rent. Tenancy start and end dates, payment day of month, and tenancy status.
Financial data
Rent payment records (due date, amount, paid date, status), invoice details, and management fee records. We do not process or store card numbers or full bank account details — payment collection is managed externally.
Maintenance and issue data
Issue titles, descriptions, category, priority, and photographs you upload when reporting a maintenance issue.
Viewing and letting data
Scheduled viewing appointments, attendance confirmation, viewing notes, and letting application stage information.
Communications
Messages sent through the in-app letting chat between tenants and their agent.
Technical and usage data
IP address (used for authentication security), device type inferred from your login, and in-app activity logs (e.g. when records are created or updated). We do not use cookies for advertising or tracking.
3. How and Why We Use Your Data
We rely on the following legal bases under UK GDPR:
| Purpose | Legal basis |
|---|---|
| Providing the PropAir platform (account management, tenancy records, viewings, issues) | Performance of a contract (Art. 6(1)(b)) |
| Processing rent payment records and generating invoices | Performance of a contract (Art. 6(1)(b)) |
| Sending in-app notifications (e.g. new viewing, issue update) | Performance of a contract (Art. 6(1)(b)) |
| Fraud prevention and platform security | Legitimate interests (Art. 6(1)(f)) — to protect users and the integrity of the service |
| Improving and developing the platform | Legitimate interests (Art. 6(1)(f)) — to provide a better service to all users |
| Complying with legal obligations (e.g. responding to a court order) | Legal obligation (Art. 6(1)(c)) |
We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects.
4. Who We Share Your Data With
We do not sell your personal data. We share data only where necessary to operate the platform, with the following categories of recipients:
- Other PropAir users in your letting chain— e.g. a tenant's agent can see the tenant's name and contact details; a landlord can see issue descriptions and tenant payment status for their properties.
- MongoDB Atlas (MongoDB Inc.) — our cloud database provider, used to store all platform data securely. Data is hosted in the EU (Ireland region).
- Google Firebase — used for user authentication, push notifications, and web hosting. Google acts as a data processor under a Data Processing Agreement.
- Apple Sign In— if you choose to sign in with Apple, Apple processes your authentication in accordance with Apple's own privacy policy.
- Professional advisers and regulators — where required by law or to defend legal claims.
5. International Data Transfers
Some of our third-party service providers (including Google Firebase) may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place — such as Standard Contractual Clauses approved by the UK ICO or reliance on an adequacy decision — so that your data receives an equivalent level of protection.
6. How Long We Keep Your Data
We retain personal data for as long as necessary for the purposes described above:
- Active accounts: for the duration of your use of the platform.
- Closed accounts: account data is deleted within 90 days of account closure, except where retention is required by law.
- Financial records (invoices, payment records): retained for 7 years to comply with UK tax and accounting obligations.
- Maintenance issue photos: retained for the duration of the tenancy and deleted within 12 months of the tenancy ending.
- Chat messages: retained for the duration of the letting process and for 12 months thereafter.
7. Your Rights Under UK GDPR
You have the following rights in relation to your personal data:
- Right of access — you can request a copy of the personal data we hold about you.
- Right to rectification — you can ask us to correct inaccurate or incomplete data.
- Right to erasure — you can ask us to delete your data where there is no legitimate reason for us to continue processing it.
- Right to restriction — you can ask us to restrict processing of your data in certain circumstances.
- Right to data portability — you can request your data in a structured, machine-readable format.
- Right to object — you can object to processing based on legitimate interests.
- Rights related to automated decision-making — we do not make automated decisions that significantly affect you.
To exercise any of these rights, email us at privacy@prop-air.uk. We will respond within one calendar month. We may ask you to verify your identity before processing your request.
8. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. These include password hashing (bcrypt), encrypted data transmission (TLS), access controls limiting data visibility to relevant parties in your letting chain, and secure cloud infrastructure. No system is completely secure, and we encourage you to use a strong, unique password for your PropAir account.
9. Cookies
The PropAir web application uses session cookies strictly necessary for authentication and security. We do not use advertising cookies, third-party tracking cookies, or analytics cookies that track your behaviour across other websites. No cookie consent banner is required for strictly necessary cookies under PECR.
10. Children's Privacy
PropAir is not directed at or intended for use by individuals under the age of 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.
11. Changes to This Policy
We may update this privacy policy from time to time. When we make material changes, we will notify users via email or an in-app notice, and update the “Last updated” date at the top of this page. Continued use of PropAir after changes take effect constitutes acceptance of the revised policy.
12. How to Complain
If you are unhappy with how we handle your personal data, please contact us first at privacy@prop-air.uk so we can try to resolve the issue.
You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at any time: ico.org.uk/make-a-complaint
PropAir · privacy@prop-air.uk · prop-air.uk