Privacy Policy

Property Flow is a customer relationship management (CRM) platform that businesses use to capture, qualify and follow up on enquiries from people interested in their products or services. This policy explains how we handle personal information.

We handle personal data in two distinct capacities, and the difference matters for your rights:

As a data controller for the accounts of our own business customers — the people who sign up to use our platform. We decide how that data is used.

As a data processor for the enquiries our customers collect through their forms and messaging channels. If you submitted a form or messaged a business that uses Property Flow, that business decides how your data is used; we process it on their instructions. Requests about that data are best directed to the business you contacted, though you can always reach us and we will help route it.

When you submit an enquiry form we collect what you type into it — typically your name, email address, phone number and your message — along with basic technical context about the submission: the page you came from, campaign parameters in the link you followed, and your IP address. The IP address is used to rate-limit abuse and to verify the anti-bot challenge, not to profile you.

When you exchange messages with a business through email or WhatsApp, we store the content of that conversation so the business can respond and keep a record of it.

When you use the platform as a customer we collect your name, email address, the organisation you belong to, and records of your activity in the product.

To deliver enquiries to the business you contacted, to let that business reply to you, to operate and secure the platform, and to send service messages to our customers about their account — such as sign-in verification, invitations and billing notices.

Conversation content may be processed by an automated assistant that drafts replies and summarises enquiries for the business. A person at that business can take over the conversation at any point.

We email or message you because you asked us to: you submitted a form with your address, or you wrote to the business first. We do not buy, rent or scrape contact lists, and we do not send unsolicited bulk email.

Marketing messages, where a business sends them, are separate from the replies to your enquiry and always carry a one-click unsubscribe link.

You can stop hearing from us at any time. Reply STOP to any email or WhatsApp message, or use the unsubscribe link in any marketing email. We record the opt-out immediately and suppress the address from future sends. If an email to you bounces, we suppress that address automatically and do not retry.

We rely on a small number of infrastructure providers to run the service. They process data on our behalf and are not permitted to use it for their own purposes: cloud hosting and databases, content and email delivery infrastructure, transactional and bulk email providers, object storage for files and images, and an AI provider that powers the automated assistant. We do not sell personal information.

Enquiry and conversation data is retained for as long as the business you contacted keeps its account with us, or until that business deletes it. Account data for our customers is retained while the account is active and for a limited period afterwards to meet legal and accounting obligations. Suppression records — the fact that an address opted out — are kept indefinitely, because deleting them would mean contacting you again by mistake.

Depending on where you live, you may have the right to access, correct, export or delete your personal information, to withdraw consent, and to object to certain processing. Write to us at the address below and we will respond. If your request concerns an enquiry you sent to a business using our platform, we will pass it to that business and support them in answering it.

Data is encrypted in transit, access to production systems is restricted to the people who need it, and each customer's data is isolated from every other customer's at the application layer. No system is perfectly secure, but we treat any incident affecting personal data as a priority and will notify affected parties as required by law.

If we make a material change we will update the date at the top of this page. Continued use of the service after a change means you accept the updated policy.

Questions about this policy, or about the personal information we hold, can be sent to [email protected].