Privacy Policy

1. Data we collect

• Account data: email address and account profile details you provide.
• Usage data: feature activity, workflow events, and service interaction logs.
• Device and connection data: device/browser information and IP-based security logs.
• Billing metadata from Stripe: subscription status, transaction references, and plan history.
• Support communications: emails and support details shared with our team.
• Marketing and consent preferences: whether you have opted in or out of marketing, analytics or partner attribution.
• WhatsApp and social messages: information you send when contacting us through those channels.
• Property workspace data: searches, saved deals, notes, financial assumptions, tasks and sharing records.
• Documents: files you upload to a deal, file metadata and extracted text used to help review the property.
• Scout data: messages, responses, relevant deal or workspace context, conversation history and saved preferences or memory when enabled.

2. Lawful bases (UK GDPR)

• Contract: to provide your account, subscription, and core features.
• Legitimate interests: keeping the service secure and reliable, preventing abuse and handling support enquiries, balanced against your rights.
• Consent: optional analytics, partner attribution and marketing where consent is required. You can withdraw consent at any time.
• Legal obligation: tax, accounting, and legal compliance.

3. Marketing communications

We send marketing only where you have opted in or another lawful basis permitted by the relevant marketing rules applies. Creating an account, downloading a resource or asking for support is not, by itself, marketing consent. You can unsubscribe at any time. Essential account, security and billing messages are separate.

4. WhatsApp and social messages

If you contact us through WhatsApp or social media, we process the information you send so we can respond, route your enquiry, provide support, and manage commercial conversations.

5. Analytics and referral attribution

With analytics consent, our site sends feature and page events to PropertyScout to help us understand usage and campaign performance. With separate partner attribution consent, a referral code can be stored to connect a visit or purchase to a partner. Use Cookie preferences in the footer to change either choice.

6. AI-assisted features

Scout uses OpenAI. When you use an AI-assisted feature, the relevant prompt, recent conversation, property information, saved preferences and document excerpts may be sent to OpenAI to produce a response. Upload only information you are entitled to use and avoid unnecessary sensitive personal information. AI outputs may be incomplete or incorrect and should be verified.

Scout provides controls to pause conversation history, delete conversations and manage or forget saved memory. Pausing history does not delete earlier conversations, documents or saved deals. Memory and conversation history are separate controls. Provider processing and security retention are separate from whether a conversation is saved in your account.

Scout supports your research; it does not make binding property purchases, credit decisions or other decisions with legal effects on your behalf.

7. Processors and sub-processors

We use service providers to operate the platform. Typical providers include:

• Stripe (payments and subscription processing)
• Vercel and Vultr (application hosting and infrastructure)
• Neon Postgres (managed database infrastructure)
• Email delivery providers (for transactional/support communications)
• OpenAI (AI model processing for Scout and assisted analysis)

Stripe also handles payment information under its own privacy terms; we do not store full card numbers. Where you choose Google sign-in, Google supplies the account identity needed to sign you in. Social and messaging platforms process your communications under their own policies.

If you share a Deal Pack link, its contents become accessible to people who have that link. Revoking a link cannot remove copies already downloaded by recipients. We may also disclose records when legally required or to establish or defend legal claims.

8. International transfers

Our providers may process data outside the UK. A restricted transfer requires a recognised adequacy arrangement or appropriate safeguards, such as approved contractual clauses with the UK Addendum or the UK International Data Transfer Agreement, as applicable. Contact us for information about the locations and safeguards relevant to your data. We do not promise UK-only storage or zero provider retention.

9. Retention

• Account and workspace records: kept to provide your account and saved work. Saved deals, documents and enabled Scout history or memory are not temporary processing buffers; they remain until deleted or addressed through an account closure/deletion request, subject to legal and security needs.
• Billing and transaction records: retained for the applicable accounting, tax and dispute periods, separately from your property workspace.
• Support and security records: retained according to whether an enquiry, incident or dispute remains open, the need to investigate abuse, and applicable legal requirements.
• Consent settings: the preference cookie lasts up to 180 days and the optional referral cookie up to 30 days. Browser storage can also be cleared by you.

When considering deletion, we distinguish working records from backups, security records and records we must retain by law. Contact us for the retention criteria applying to a particular record or to request deletion.

10. Your rights and account deletion

Subject to the conditions in UK GDPR, you can request access, correction, erasure, restriction of processing and data portability. You can withdraw consent without affecting the lawfulness of earlier processing.

You have a right to object to processing based on legitimate interests and an unconditional right to object to direct marketing.

To make a request, contact info-contact@propertyscout-ai.com. You can also complain to the Information Commissioner’s Office (ICO).

You can request account closure or deletion by contacting info-contact@propertyscout-ai.com. Some billing, tax, fraud-prevention, dispute, and legal records may be retained where required or justified.

11. Security

We apply practical security controls including restricted access, transport encryption, and monitoring. No online system is free from all risk, but we design and operate with security as an ongoing priority.

12. Cookies and consent

Cookie and local storage usage is explained in our Cookie Policy. Essential cookies are always on for security/login. Optional categories require consent.

13. Updates to this policy

We may update this policy as PropertyScout evolves. Any material update will be reflected by revising the Last updated date and, where practical, by email or in-app notice.

14. Governing framework

This policy is interpreted in the context of applicable data protection law in England & Wales.