Privacy Policy

1. Who we are

PropLedger is operated by PropLedger Ltd ("we", "us", "our"). Our contact address is hello@propledger.app.

We are the data controller for personal data processed through the PropLedger application and this website. We are registered with the Information Commissioner's Office (ICO) under UK GDPR and the Data Protection Act 2018.

2. What data we collect

We collect and process the following categories of personal data:

Marketing site analytics: Our marketing website uses Google Analytics 4 to understand how visitors use the site. This uses cookies and collects anonymised usage data. You can opt out via our cookie consent banner.

3. How we use your data

We process your data on the following legal bases:

• Contract performance

  Providing the PropLedger service you signed up for — storing your property data, generating documents, sending compliance alerts.

• Legitimate interests

  Improving the product, preventing fraud, maintaining security, and anonymised analytics.

• Legal obligation

  Complying with applicable law and ICO requirements.

• Consent

  Marketing emails (where you have opted in), and non-essential cookies on the marketing website.

4. Who we share your data with

We do not sell your personal data. We share data only with the following processors, each bound by data processing agreements:

• Resend

  Transactional email delivery (compliance digest and account emails). Data processed in the EU/UK.

• Sentry

  Error monitoring and crash reporting for the application. Only technical data (stack traces, request context); no tenant personal data is included.

• Google Analytics

  Marketing website analytics only. Anonymised. Not used in the application.

• Hosting provider

  Server infrastructure. All data stored on UK-based servers, encrypted at rest, and backed up daily.

5. Data retention

We retain your account data and property records for the duration of your account, plus 6 years after closure (to comply with HMRC record-keeping obligations for landlords). Anonymised usage logs are retained for 12 months. You may request earlier deletion — see Your Rights below.

6. Your rights

Under UK GDPR you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — ask us to correct inaccurate data
• Erasure — ask us to delete your data (subject to legal retention obligations)
• Portability — receive your data in a structured, machine-readable format
• Restriction — ask us to stop processing your data in certain circumstances
• Objection — object to processing based on legitimate interests
• Withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, email us at hello@propledger.app. We will respond within 30 days. If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office at ico.org.uk.

7. Cookies

The PropLedger application does not use tracking cookies — only a secure, HTTP-only session cookie for authentication. The marketing website uses Google Analytics cookies (with your consent). See our Cookie Policy for full details.

8. Security

All data is stored on UK-based servers, encrypted at rest, and backed up daily. Passwords are hashed using bcrypt. Sessions are protected by HTTP-only, Secure, SameSite=Lax cookies. All connections are encrypted in transit via TLS 1.2+. We apply the principle of least privilege to all internal access.

9. Changes to this policy

We may update this policy from time to time. We will notify you of material changes by email. The "Last updated" date at the top of this page reflects the most recent revision.