Privacy Policy

Last Updated: 6 April 2026

At autoprop.ai ("we", "us", "our"), we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services. autoprop.ai is operated by Autoprop AI Ltd, registered in England and Wales. We are the data controller for the personal data we process.

1. Information We Collect

We collect information that you provide directly to us, such as when you create an account, subscribe to our newsletter, or contact us for support. This may include:

• Personal identification information (Name, email address, phone number, etc.)
• Business information (Agency name, address, etc.)
• Payment information (processed securely by our third-party payment processors)
• Communications data (emails, messages, and call records processed through our platform)
• Property and tenancy data (addresses, tenancy agreements, referencing information)

2. Lawful Basis for Processing (GDPR Article 6)

We process your personal data on the following lawful bases under the UK GDPR:

• Contract (Article 6(1)(b)): Processing necessary to perform our contract with you - e.g., providing our property management platform, processing payments, managing tenancies, and communicating about your account.
• Legitimate Interest (Article 6(1)(f)): Processing necessary for our legitimate business interests, where those interests are not overridden by your rights - e.g., improving our services, fraud prevention, security monitoring, and internal analytics.
• Legal Obligation (Article 6(1)(c)): Processing necessary to comply with legal obligations - e.g., tax reporting, anti-money laundering checks, and regulatory compliance.
• Consent (Article 6(1)(a)): Where you have given explicit consent - e.g., marketing communications, optional analytics cookies, and credit/referencing checks. You may withdraw consent at any time by contacting us.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain our services
• Improve, personalize, and expand our services
• Understand and analyze how you use our services
• Communicate with you, including for customer service, updates, and marketing purposes
• Process your transactions
• Find and prevent fraud
• Process data using AI and automated systems (see Section 5 below)

4. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including encryption at rest and in transit, access controls, and regular security audits. However, please be aware that no method of transmission over the internet or electronic storage can be guaranteed to be completely secure.

5. AI and Automated Decision-Making (GDPR Article 22)

autoprop.ai uses artificial intelligence (AI) and automated processing as a core part of our service. We believe in transparency about how AI is used with your data:

5.1 How We Use AI

• Automated communications: Our AI assistant drafts and sends emails, SMS messages, and WhatsApp messages on behalf of letting agents. All automated communications are subject to human approval before being sent (approval gate).
• Lead management: AI processes incoming enquiries, qualifies leads, and schedules viewings based on criteria set by the letting agent.
• Tenant referencing: AI assists with processing referencing applications, including credit check interpretation. Final referencing decisions are made by humans.
• Property matching: AI matches applicants to suitable properties based on their requirements and preferences.
• Maintenance triage: AI categorises and prioritises maintenance requests and coordinates with contractors.

5.2 Data Sharing with AI Providers

To provide our AI-powered services, we share certain data with OpenAI (our AI model provider). This includes:

• Message content (emails, SMS, WhatsApp messages) for generating appropriate responses
• Contact details (names, email addresses, phone numbers) for personalising communications
• Property and tenancy details for context-aware responses

OpenAI processes this data under a Data Processing Agreement (DPA) with us. OpenAI does not use data submitted via our API to train their models. Data is processed in accordance with OpenAI's enterprise data handling policies.

5.3 Your Rights Regarding Automated Processing

Under GDPR Article 22, you have the right not to be subject to decisions based solely on automated processing that produce legal or similarly significant effects. Our platform includes the following safeguards:

• All significant AI-proposed actions require human approval before execution
• You may request human review of any automated decision
• You may request that AI processing of your data is restricted
• You may contact us at privacy@autoprop.ai to exercise these rights

6. Third-Party Services and Data Sharing

We may employ third-party companies and individuals to facilitate our service. These include:

• OpenAI: AI model provider for automated communications and decision support (see Section 5.2)
• Google Cloud Platform: Infrastructure and data hosting (EU region)
• Stripe / GoCardless: Payment processing
• Credit reference agencies: Tenant referencing (LetsSafe, Canopy, or similar)
• Microsoft Graph: Email integration for connected accounts
• Twilio / Meta: SMS and WhatsApp messaging

All third-party processors are bound by data processing agreements and process data only on our instructions.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Our standard retention periods are:

• Active account data: retained while your account is active
• Communication threads and messages: 12 months after last activity
• Financial records: 7 years (legal requirement)
• AI processing logs: 12 months

Automated data retention enforcement runs periodically to delete data past its retention period.

8. Your Data Protection Rights (GDPR)

If you are a resident of the United Kingdom or European Economic Area (EEA), you have the following data protection rights:

• Right of access: Request a copy of your personal data
• Right to rectification: Request correction of inaccurate data
• Right to erasure: Request deletion of your personal data
• Right to restriction: Request restriction of processing
• Right to data portability: Request transfer of your data in a machine-readable format
• Right to object: Object to processing based on legitimate interests
• Rights related to automated decision-making: See Section 5.3 above

To exercise any of these rights, please contact us at privacy@autoprop.ai. We will respond within 30 days.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

9. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date above.

10. Contact Us

If you have any questions about this Privacy Policy, please contact us at privacy@autoprop.ai.