Privacy Policy

2. Data We Collect

We collect personal data through the following channels:

2.1 Information You Provide via Website Forms

When you submit a form on our website (e.g., the contact form or sign-up form), we collect:

• First name
• Last name
• Email address
• Phone number
• Property details (address, type, location)
• "What best describes you" selection (landlord, investor, developer, agent, or other)
• Number of properties
• Any additional information you provide in the message field

2.2 Information Collected Automatically via Cookies and Third-Party Services

When you visit our website, certain data is collected automatically through cookies and third-party services embedded on our pages:

• HubSpot tracking cookies — page views, session duration, referral source, form interactions, and return visits
• Google Analytics 4 — page views, approximate location, device and browser information, and how you move through the site. Google Analytics loads only after you accept our cookie banner
• Meta Pixel (where advertising campaigns are active) — page views and interaction events used to measure our advertising. The Meta Pixel loads only after you accept our cookie banner
• Google Fonts (Hanken Grotesk and Newsreader) — your IP address may be transmitted to Google servers when fonts are loaded

2.3 Information Stored in Our CRM (HubSpot)

If you engage with PropertyFlow as a lead, enquiry, or client, we store the following data within our CRM system (HubSpot, EU1 region):

• Contact details (name, email, phone)
• Deal pipeline data (enquiry stage, property details, service type, contract status)
• Email engagement data (opens, clicks, replies to emails sent via HubSpot)
• Notes from calls or meetings
• Associated property and service records

3. Legal Basis for Processing

Under Article 6 of the UK GDPR, we process your personal data on the following legal bases:

4. How We Use Your Data

We use the personal data we collect for the following purposes:

• ✓ To respond to your enquiry or provide information about our platform
• ✓ To manage your property under a platform service agreement
• ✓ To send you relevant market data, compliance updates, and service information
• ✓ To manage our CRM pipeline and track enquiry progress
• ✓ To improve our website, services, and user experience through analytics
• ✓ To comply with legal obligations, including tax, anti-money laundering, and regulatory requirements

We will never sell your personal data to third parties. We do not share your data with any party except those listed in Section 5 below, and only for the purposes described in this policy.

5. Data Processors & Third Parties

We use the following third-party services to process your data. Each operates under a data processing agreement (DPA) in accordance with UK GDPR requirements:

6. Cookie Policy

Cookies are small text files placed on your device when you visit our website. We use the following cookies:

Managing Your Cookie Preferences

When you first visit our website, a cookie banner asks for your consent. Consent-gated cookies — Google Analytics 4 and, where advertising campaigns are active, the Meta Pixel — are set only after you click "Accept"; if you do not accept, those cookies are not set. Your choice is stored in the first-party pf_cookie_consent cookie for 365 days.

You can also control and delete cookies through your browser settings. Most browsers allow you to:

• View what cookies are stored and delete them individually
• Block third-party cookies
• Block cookies from specific sites
• Block all cookies from being set
• Delete all cookies when you close your browser

Please note that blocking cookies may affect the functionality of our website and your ability to submit forms.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law:

When data reaches the end of its retention period, it is securely deleted or anonymised. You may request earlier deletion at any time (see Section 9).

8. International Data Transfers

Your personal data may be transferred outside the United Kingdom in the following circumstances:

9. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation and the Data Protection Act 2018, you have the following rights regarding your personal data:

10. Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, alteration, disclosure, or destruction. These measures include:

• ● Encryption in transit: All data transmitted between your browser and our website is encrypted using HTTPS/TLS
• ● Secure CRM: HubSpot (our CRM provider) maintains SOC 2 Type II certification, ISO 27001 compliance, and encrypts data at rest and in transit
• ● Access controls: Access to personal data is restricted to authorised PropertyFlow staff on a need-to-know basis
• ● Regular review: We regularly review our data processing activities and security measures to ensure ongoing compliance

While we take all reasonable precautions, no method of transmission over the internet or electronic storage is 100% secure. If you become aware of any security breach affecting your data, please contact us immediately.

11. Automated Decision-Making

Under Article 22 of the UK GDPR, you have the right not to be subject to a decision based solely on automated processing that produces legal effects or similarly significant effects on you.

PropertyFlow uses automated systems in the following areas:

• ● AI Pricing Engine: Our AI-powered pricing tool analyses market data, demand patterns, competitor rates, and seasonal trends to recommend nightly rates for short-term let properties. These recommendations are advisory and are reviewed and approved by PropertyFlow staff before being applied. No pricing decision is made solely by automated means without human oversight.
• ● Document Reminders: Our compliance dashboard uses automated reminders and deadline tracking for licence renewals, safety certificates, and regulatory requirements. These are informational alerts, not decisions that produce legal effects.

None of these automated processes make decisions that produce legal effects or similarly significant effects on individuals without human involvement. If you have concerns about how automated tools are used in relation to your data, please contact us at info@propertyflow.uk.

12. Complaints

If you are unhappy with how we have handled your personal data, you have the right to complain to the UK's supervisory authority for data protection:

We would appreciate the opportunity to address your concerns before you approach the ICO. Please contact us first at info@propertyflow.uk so we can try to resolve the matter directly.