Privacy Policy

PropAtlas ("PropAtlas", "we", "us", "our") operates explorepropatlas.com, a UK marketplace that helps property businesses discover and compare property technology software and request introductions to software providers.

PropAtlas Ltd (company number 17513889, registered in England & Wales) is the data controller for the personal data described in this policy. For any privacy question or request, contact us at privacy@explorepropatlas.com. We have not appointed a Data Protection Officer because we are not legally required to; the email above reaches the person responsible for data protection.

Data you give us:

• Buyer briefs and introduction requests (via /request-intro and /shortlist): name, work email, company, job title, phone number if provided, your software requirements, category answers, budget band, timeframe, portfolio details and any free-text notes.
• Vendor claims and listing requests: name, work email, job title, phone number, company details, product capabilities and integrations, and your acceptance of our Vendor Terms.
• Enquiries and newsletter sign-ups: name, email address and the content of your message.
• Account data for administrators: email address and sign-in information.

Data collected automatically:

• IP address, browser and device type, pages visited, referring page and timestamps, collected through server logs and security tools.
• When a vendor accepts our Vendor Terms, we record the IP address, browser user agent, timestamp and terms version as evidence of the agreement.

Data from other sources: vendor company information shown on listings is taken from vendors themselves or from publicly available sources such as company websites. We do not publish the names or contact details of individual employees on listings.

We do not intend to collect special category data (for example health or ethnicity). Please do not include it in free-text fields.

Under the UK GDPR we must have a lawful basis for each use of personal data:

Where we rely on legitimate interests, we have balanced our interests against your rights and you can object at any time (see section 9). Where we rely on consent, you can withdraw it at any time without affecting processing that took place before.

When you submit a brief, our system scores how complete it is and identifies vendors whose category, capabilities and integrations fit your stated requirements. This decides whether a brief is sent straight to matched vendors or held for a person at PropAtlas to review. It does not produce legal or similarly significant effects on you, and you can ask for any decision about your brief to be reviewed by a person by emailing privacy@explorepropatlas.com.

Some free-text you enter may be processed by an AI model to help structure your requirements. It is not used to train third-party models.

• Matched vendors. Vendors first receive a summary of your requirements without your identity. Your name and contact details are shared only with a vendor that accepts the introduction, and with no more than 3 vendors per brief. Each vendor then becomes an independent controller of your data and handles it under its own privacy policy.
• Service providers (processors) who act on our instructions under contract, including website hosting and database providers, Cloudflare (bot and spam protection), Stripe (vendor payments), email delivery providers and AI model providers.
• Professional advisers such as accountants and lawyers, under duties of confidentiality.
• Authorities, regulators or courts where required by law.
• A buyer or successor if our business is sold or restructured, who will be bound by this policy.

We do not sell personal data.

Some of our service providers process data outside the UK, including in the European Economic Area and the United States. Where a country does not have UK adequacy regulations, we rely on the ICO's International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or the UK Extension to the EU-US Data Privacy Framework. You can ask us for details of the safeguards used.

• Buyer briefs and introduction records: up to 24 months from submission, so we can confirm outcomes and fees under our 12-month attribution window.
• Vendor terms acceptance records, fee and invoice records: 6 years after the relationship ends, to meet UK tax and limitation requirements.
• Enquiries: up to 12 months after we last correspond.
• Newsletter: until you unsubscribe.
• Security and server logs: typically no more than 90 days.

After these periods we delete or anonymise the data.

We use only technologies that are strictly necessary to run the site, or that you ask for, such as:

• Browser storage that remembers your Shortlist and comparison selections on your device.
• Sign-in storage for administrators.
• Cloudflare Turnstile, which checks that form submissions come from a person and not a bot.

These do not require consent under PECR. If we introduce analytics or marketing cookies in future, we will ask for your consent before setting them and update this policy.

Under UK data protection law you have the right to:

• be informed about how we use your data;
• access a copy of your data;
• have inaccurate data corrected;
• have your data erased;
• restrict how we use your data;
• object to processing based on legitimate interests, and object at any time to direct marketing;
• data portability;
• withdraw consent; and
• not be subject to solely automated decisions with legal or similarly significant effects.

To exercise any right, email privacy@explorepropatlas.com. We will respond within one month, which may be extended by two further months for complex requests. We may need to verify your identity. Requests are free unless manifestly unfounded or excessive.

Where a vendor has received your details after accepting an introduction, you can also contact that vendor directly. We will pass on erasure requests to vendors we have shared your data with where possible.

Please contact us first so we can try to resolve your concern. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

We protect personal data with access controls, encryption in transit, restricted database permissions, bot protection and rate limiting. Buyer contact details are withheld from vendors until they accept an introduction. No system is completely secure; if a breach occurs that is likely to put your rights at risk, we will notify you and the ICO as the law requires.

PropAtlas is a business service and is not intended for anyone under 18. We do not knowingly collect data from children.

Vendor names and logos are shown only to identify each company's products. Their use does not mean a vendor sponsors or endorses PropAtlas. We do not publish the names or contact details of individual employees on vendor profiles unless the vendor has supplied them or they are publicly available company records.

Vendors can claim and update their profile at /claim-listing. Rights holders can request a correction or removal through the same form, and we remove listings promptly where a request is valid.

PropAtlas is an independent marketplace and discovery tool, not a professional procurement advisor. We do not warrant the performance, reliability or suitability of any third-party software. Buyers should carry out their own due diligence before contracting. We may earn fees from vendors listed on this marketplace. This does not affect which vendors we recommend.

We may update this policy from time to time. The "Last updated" date above shows when it last changed. If we make significant changes, we will make this clear on the site or contact you where appropriate.

Questions about this policy or your data? Email privacy@explorepropatlas.com.