Privacy Policy
This policy explains how PropVision Tech Ltd uses personal data about website visitors, enquirers, customers and the people who work for our customers.
1. Who we are
PropVision Tech Ltd (Company No. 16988209), of Parkhill Business Centre, Walton Road, Wetherby, LS22 5DZ, is the controller of the personal data described in this policy. We are registered with the Information Commissioner's Office (ICO) under number ZC228594. Contact us about privacy at [email protected].
2. What this policy does not cover
Our customers are letting and estate agencies. When we host their websites or run our software for them, we process data about their landlords, tenants, applicants, vendors and buyers on their behalf. For that data, the agency is the controller and its own privacy notice applies. If you are one of an agency's customers, please contact that agency directly.
3. What we collect
Contact details
Examples: Name, job title, business name, email, phone, address
Where it comes from: You, through enquiry forms, sign-up, email or phone
Account and contract data
Examples: Login details, services ordered, signed documents, signature records (typed name, timestamp, IP address)
Where it comes from: You, at checkout and when using your account
Payment data
Examples: Billing details and Direct Debit or card records. Full card numbers are held by our payment provider, not by us.
Where it comes from: You, through our payment provider, Stripe
Support records
Examples: Emails, call notes and support tickets
Where it comes from: You
Technical data
Examples: IP address, browser, device and pages visited
Where it comes from: Your device, through cookies and similar technology. See our Cookie Policy.
Marketing preferences
Examples: Whether you have opted out of marketing
Where it comes from: You
4. How we use it, and our lawful basis
Replying to enquiries and giving quotes
Lawful basis: Legitimate interests (responding to people who contact us). For sole traders, steps taken at your request before a contract.
Setting up and delivering the services, and providing support
Lawful basis: Performance of a contract. Where the contract is with your employer, our legitimate interest in serving our customer.
Billing, collecting payment and keeping accounts
Lawful basis: Performance of a contract; legal obligation (tax and accounting records)
Keeping records of what customers signed
Lawful basis: Legitimate interests (being able to show what was agreed)
Keeping the site and services secure and working properly
Lawful basis: Legitimate interests
Sending news about our services
Lawful basis: Legitimate interests, or consent where the law requires it. You can opt out at any time using the link in every email.
Non-essential cookies and analytics
Lawful basis: Consent, given through our cookie banner
5. Who we share it with
We share personal data only as needed with:
- service providers who act for us, such as our hosting, email, payment (Stripe), e-signature and accounting software providers;
- our professional advisers, such as accountants and lawyers;
- a buyer or successor, if our business is sold or restructured; and
- regulators, courts or law enforcement, where the law requires it.
We do not sell personal data.
6. Transfers outside the UK
Some of our service providers, including Stripe, store or process data outside the UK, including in the United States. Where they do, we rely on UK adequacy regulations or the UK International Data Transfer Agreement or Addendum to protect it.
7. How long we keep it
Enquiries that do not lead to a sale
Kept for: 2 years from the last contact
Customer contracts, signature records and correspondence
Kept for: The length of the contract plus 6 years, the period for bringing contract claims
Invoices and accounting records
Kept for: 6 years from the end of the financial year they relate to
Marketing opt-outs
Kept for: As long as needed to make sure we stop contacting you
Cookie and analytics data
Kept for: As set out in our Cookie Policy
8. Security
We use appropriate technical and organisational measures to protect personal data. These include encrypted connections (HTTPS), access controls and multi-factor authentication. Our providers are bound by written contracts to do the same.
9. Your rights
You have the right to:
- access your personal data;
- have inaccurate data corrected;
- have your data erased;
- restrict or object to our use of your data, including for direct marketing (where you have an absolute right to object);
- move your data to another provider; and
- withdraw consent at any time, where we rely on consent.
To use any of these rights, email us. We will reply within one month. Some rights apply only in certain circumstances, and we will explain if one does not apply.
10. Complaints
Please contact us first so we can try to put things right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
11. Changes to this policy
We may update this policy. The current version will always be on this page. This policy was last updated on 15 October 2026.