GDPR

PropertyVector is being built for estate and letting agencies that hold a great deal of personal data about vendors, landlords, tenants and applicants. Data protection is designed into the platform from the start, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

• When we are the controller — for people who visit our website, contact us or register interest. Our privacy policy covers this data.
• When we are the processor — for data that an agency stores in PropertyVector about its own clients and applicants. The agency decides how that data is used; we process it only on the agency’s documented instructions.

If you are a client or applicant of an agency that uses PropertyVector, please send requests about your data to that agency first. We will help the agency respond.

Under UK GDPR you have the following rights. Some apply only in certain circumstances.

1. Right to be informed — To know how your data is used. Our privacy policy is how we meet this right.
2. Right of access — To receive a copy of the personal data we hold about you.
3. Right to rectification — To have inaccurate or incomplete data corrected.
4. Right to erasure — To have your data deleted where we no longer have a valid reason to keep it.
5. Right to restrict processing — To ask us to limit how we use your data, for example while a correction is checked.
6. Right to data portability — To receive data you gave us in a structured, machine-readable format, or have it sent to another organisation.
7. Right to object — To object to processing based on legitimate interests, and to stop direct marketing at any time.
8. Rights about automated decisions — Not to be subject to decisions with legal or similarly significant effects made solely by automated means.

Where we rely on your consent, you can withdraw it at any time without affecting earlier processing.

Email info@propertyvector.co.uk with the subject “Data protection request”, telling us which right you want to use. You can also ask in writing to Flat 2, Alban Court, West End Lane, Barnet EN5 2SA.

• Requests are free. We may charge a reasonable fee, or refuse, only if a request is manifestly unfounded or excessive.
• We may ask for proof of identity so that we do not disclose data to the wrong person.
• We will respond within one month. For complex or multiple requests we may extend this by up to two further months, and we will tell you why.

PropertyVector’s planned AI features — such as summarising conversations, drafting messages and property descriptions, and suggesting next actions — are designed to support agents, not replace them.

• Suggestions are reviewed by a person, and client-facing content can require approval before it is sent.
• The platform is not designed to make decisions with legal or similarly significant effects about individuals solely by automated means.
• Agencies can configure the rules that drive automation and switch features off.
• We will carry out data protection impact assessments for AI features before they are released.

When the platform launches, every agency customer will receive:

• A data processing agreement that meets Article 28 of UK GDPR.
• A list of our sub-processors, with notice before new ones are added.
• Tools to export, correct and delete client records, to help you respond to your clients’ requests.
• Role-based access controls and activity logs, so you can control who sees what.
• Prompt notice of any personal data breach affecting your data, so you can meet your 72-hour ICO reporting duty.

Automated emails to applicants are sent on the agency’s behalf from noreply@propertyvector.co.uk. The agency remains responsible for having a lawful basis to contact its applicants.

• Encryption in transit (HTTPS/TLS) and encryption at rest for stored data.
• Least-privilege access for staff, with access reviewed regularly.
• Data stored with reputable infrastructure providers under written contracts.
• Backups and recovery procedures, and an incident response plan for personal data breaches.

Please contact us first at info@propertyvector.co.uk and we will try to resolve your concern. You can complain to the Information Commissioner’s Office at any time at ico.org.uk/make-a-complaint or on 0303 123 1113.