Proper

Privacy Policy

Last updated: 5 July 2026

1. Introduction

Proper Agent (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data when you use our landlord management software and website.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data controller

Proper Agent is the data controller for personal data processed through the Service. For data protection enquiries, contact us at privacy@properagent.co.uk.

3. Data we collect

Account holders (landlords and agents)

  • Name, email address, and account credentials
  • Property and tenancy records including addresses, rent amounts, and deposit details
  • Compliance certificates and document uploads
  • Financial records including rent charges and payments
  • Making Tax Digital (MTD) records including classified rental income and expenses, tax year summaries, and submission history
  • Messages sent through the in-app messaging system

Tenants

  • Name and contact details as provided by the landlord
  • Tenancy agreement access via 6-digit access code (no password required)
  • Maintenance issue reports and in-app messages

Website visitors

  • Standard server logs including IP address, browser type, and pages visited
  • Cookie data as described in our cookie policy below

4. How we use your data

We use personal data to:

  • Provide and maintain the Service
  • Generate compliance checklists, tenancy notices, and rent records
  • Enable communication between landlords and tenants
  • Process AI assistant queries against your portfolio data
  • Send service-related notifications and reminders
  • Improve and develop the Service
  • Comply with legal obligations

We do not sell personal data to third parties. We do not use your tenancy or financial data for advertising purposes.

5. Legal basis for processing

We process personal data on the following legal bases:

  • Contract: Processing necessary to provide the Service you have subscribed to
  • Legitimate interests: Improving the Service, preventing fraud, and ensuring security
  • Legal obligation: Where required by applicable law
  • Consent: Where you have given explicit consent, such as marketing communications

6. HMRC Making Tax Digital

If you connect Proper Agent to HMRC for Making Tax Digital for Income Tax, we process the following additional data:

  • Your National Insurance number and UK property business identifier
  • OAuth access and refresh tokens (encrypted at rest) used to submit quarterly updates and retrieve calculations on your behalf
  • Fraud prevention header data required by HMRC (device ID, browser information, screen size, timezone, and IP address)
  • Tax submission payloads and HMRC API responses stored in your account

We transmit this data to HMRC only when you authorise the connection and submit or retrieve tax information. HMRC processes your data under its own privacy policy. You can disconnect HMRC at any time from the Tax section of the dashboard.

Customer data is processed on cloud infrastructure. For production deployments, data is stored in the United Kingdom / European Economic Area. See section 11 for international transfer safeguards.

7. Data sharing

We may share data with trusted service providers who assist in operating the Service (e.g. cloud hosting, email delivery). These providers are bound by data processing agreements and may only use data as instructed by us.

We may disclose data where required by law, court order, or to protect the rights and safety of users.

8. Data storage and security

Your data is stored on secure cloud infrastructure with encrypted connections (TLS). Documents are held in private storage with signed download URLs. HMRC OAuth tokens are encrypted at rest using AES-256-GCM. We implement appropriate technical and organisational measures to protect against unauthorised access, alteration, or destruction.

9. Data retention

We retain personal data for as long as your account is active or as needed to provide the Service. After account deletion, we will delete or anonymise your data within 90 days, except where retention is required by law.

10. Your rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you
  • Rectify inaccurate data
  • Request erasure of your data
  • Restrict or object to processing
  • Data portability
  • Withdraw consent at any time

To exercise these rights, contact privacy@properagent.co.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

11. Cookies

Our website uses essential cookies required for the Service to function, including session management and theme preferences. We do not use third-party advertising cookies. You can control cookie settings through your browser.

12. International transfers

Your data is primarily stored within the United Kingdom and European Economic Area. Where data is transferred outside the UK/EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses.

13. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or through the Service. The “Last updated” date at the top indicates when this policy was last revised.

14. Contact

For privacy-related questions, contact us at privacy@properagent.co.uk.