Privacy Policy

1. Who we are

The controller of your personal data is Property Extra Software Ltd (company no. 12698111), registered at 20-22 Wenlock Road, London, England, N1 7GU. Our ICO registration number is ZC258037. For anything about your data, contact hello+privacy@propertyextra.ai.

This policy covers our website and our mobile app. Section 11 covers estate agents whose business details appear in the service without them having an account.

2. What we collect

Account data. Your name, email address and hashed password. If you sign in with Google, we also receive your Google profile image and store the sign-in tokens Google issues, which we use only to keep that sign-in working. We record which version of our terms you accepted and when.

Product data. Saved deals, saved searches and their alert settings, shortlists, watched listings, your strategy profile, comments and discussions, and the notifications and alerts we send you.

Teams. If you create or join a team, we store your membership and role. If you invite someone, we store their email address and send them an invitation that shows your name.

Mobile app. If you allow notifications, we store a push token for your device and whether it is an iPhone or Android device, so we can send you alerts. You can turn notifications off in your device settings at any time.

Billing data. Payments are handled on Stripe’s own pages. Card details go directly to Stripe and are never stored by us. We keep your plan and Stripe customer reference.

Technical data. We store your IP address and browser or app user-agent against each login session. Our web server also keeps an access log of every request it handles, recording the time, your IP address, user-agent, the address requested, and the response status. We use this to keep the service secure and to diagnose faults. Sign-in links, password-reset links, invitations and similar one-time codes are stripped out before an entry is written, and we do not log the contents of cookies. If something goes wrong, an error report is sent to Sentry, our error-monitoring provider; it includes your account ID and email address so we can follow up, but not your cookies or the contents of your request.

Usage data. When you are signed in to the website, we record which pages and features you use and which listings you view, and link this to your account. We also derive a coarse device type (mobile, tablet, or desktop) from your browser at the point of collection. We do not store your IP address against this data, and the raw user-agent string is discarded once the device type has been derived from it. We do not store anything on your device to do this.

Account administration. If our staff act on your account, for example to suspend it or to see what you see in order to fix a problem you reported, we keep a record of that action.

If you are not an account holder. On our public pricing and agent pages, if you ask to hear about a plan without an account, we store the email address you give us. If you also tick the consent box, we use that email to send you updates about the plan. If you follow a shared agent pitch link, we record that the page was viewed, how far through it you scrolled, and your browser user-agent.

3. Why we use it, and our lawful bases

Contract — to deliver the service you have signed up for, including the alerts and notifications you ask for, and team features. Legitimate interests — security, abuse prevention, error monitoring, improving the product, storing an email address you give us to express interest in a plan so we can respond to it, measuring engagement with shared agent pitch links, product analytics (understanding which pages, features and listings you use so we can improve the product), and providing information about estate agents (section 11). Consent — marketing email, including using a plan-interest email to send you updates about that plan if you tick the consent box. Legal obligation — keeping tax and accounting records.

4. Cookies and device storage

This is everything we store on your device. All of it is either essential to a service you asked for, such as staying signed in, or remembers a preference you set. We do not use advertising or analytics cookies, or anything else that tracks you across sites. That is why we do not show a cookie banner.

Payments take place on Stripe’s own pages, which set their own cookies under Stripe’s policy. Maps load image tiles from the map providers named in section 5, which receive your IP address when they send them. You can clear the theme preference at any time through your browser settings, and the site will return to light mode.

5. Who we share it with

We share personal data with the organisations below. Most act as our processors, handling data only on our instructions. A few — Google, Apple, Stripe and the map providers — determine their own purposes for some of the data and act as independent controllers in their own right. We do not sell personal data.

6. AI features and automated scoring

Search queries, strategy conversations, and the strategy answers used to suggest areas for you are sent to Anthropic and OpenAI to generate a response. Under the applicable API terms, this content is not used to train their public models. Do not put sensitive personal information into free-text fields.

We use your strategy profile to rank listings and areas by how well they fit it, and we grade estate agency branches from their listing activity (section 11). These scores shape what we show you and in what order. They are not used to make any decision about you that has a legal or similarly significant effect.

7. International transfers

Where an organisation in section 5 is based in the USA, the transfer is covered by the UK International Data Transfer Addendum or Standard Contractual Clauses.

8. How long we keep it

We keep account and product data, including login sessions and device push tokens, for as long as your account is open, and delete it when you delete your account (section 9 sets out the exceptions). Usage data is kept for 400days from when it is recorded, and then deleted. Web server access logs are kept for no more than 14 days. Sentry error events are kept per Sentry’s own retention period.

Nightly database backups are kept on a 7-day rotation. Before each upgrade to our database we also take a copy of account data, which is kept for 30 days. Deleted accounts therefore disappear from backups within 30 days of deletion.

A plan-interest email address is kept until you ask us to remove it. Pitch link visit records are kept for as long as that pitch link exists. Information about estate agents is covered in section 11.

9. Your rights

You have the right to access, rectify, erase, or restrict your data, to receive it in a portable format, to object to how we use it, and to withdraw consent at any time. To exercise any of these rights, email hello+privacy@propertyextra.ai. We respond within one month.

Deleting your account. You can delete your account yourself from the Account screen in the PropertyExtra app, or by emailing us. This cancels any subscription and deletes your account, your sessions and devices, and the saved work in your personal workspace. A few things remain: comments you wrote in a team workspace stay with that team, with your name removed; your usage data stays, with nothing linking it to you; we keep a short record that an account was deleted, with its plan but not your name or email; and Stripe keeps the billing records it is required to keep. If you are the only owner of a team that has other members, you will need to hand ownership to someone else first.

Emails. Marketing emails always include an unsubscribe link. Alert emails are part of the service: you can turn off any alert, or stop watching a listing, in the app or on the website.

10. Complaints

If you are unhappy with how we have handled your personal data, please tell us first by emailing hello+privacy@propertyextra.aiwith “Complaint” in the subject line, or writing to us at 20-22 Wenlock Road, London, England, N1 7GU. We will acknowledge your complaint within 30 days, look into it, and tell you the outcome without undue delay.

You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.

11. Information about estate agents

PropertyExtra helps investors understand the estate agents who market property. To do that we hold business information about agencies and their branches, including agents who do not have an account with us.

What we hold. Branch and agency names, office addresses, office phone numbers and email addresses, websites and social media links, and the properties each branch has advertised. We aim to keep office contact details only: we filter out email addresses that appear to belong to a named individual, and we do not deliberately collect staff names. For some agencies, especially sole traders, a business contact detail may still identify a person.

Where it comes from. Publicly advertised property listings; the agency’s own public website, which our crawlers read (see our crawler page) — copies of the agency pages our research crawler reads are kept for no more than 14 days; and, where an agency connects its property software to PropertyExtra, the listing feed that agency chooses to share with us.

How we use it. We show it to signed-in users on agent and listing pages, and we use listing activity to calculate a grade for each branch, which describes the branch as a business and not any individual. Grades may also appear in pitch pages we share with that agency. Our lawful basis is legitimate interests: giving investors accurate information about the agents they deal with.

How long we keep it. For as long as we need it to describe the listings in our service, including past ones. Your rights. If you are an agent, you have the rights in section 9, including the right to object. Email hello+privacy@propertyextra.ai and we will act on it.

12. Security

We use TLS to encrypt data in transit, hash passwords, apply role-based access control, and run on SSH-hardened infrastructure. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

13. Children

This service is not intended for anyone under 18.

14. Changes to this policy

The version of this policy is shown at the top of the page. We will notify you of any material changes.

15. Contact

Email hello+privacy@propertyextra.ai, or write to us at 20-22 Wenlock Road, London, England, N1 7GU.