Privacy Policy

1. Who we are

PropertyAxis360 (“we”, “us”) provides a commercial property management platform for property owners and their managing agents. For personal data that our customers enter into the platform about their own contacts, the customer is the data controller and we act as their data processor. For data we collect directly about account holders and website visitors, we are the controller.

2. The data we handle

• Account data — name, work email, organisation, role, and authentication data (including whether multi-factor authentication is enabled).
• Platform content you enter — properties, units, commercial leases, occupier and contractor contact details, documents, tasks and financial records such as rent demands and receipts.
• Usage & technical data — log data, device/browser information and IP address, used to run, secure and improve the service.
• Communications — messages you send us (for example a bug report or feature request) and our replies.

We do not knowingly collect special-category personal data, and the platform is intended for business use, not consumers.

3. How we use it, and our lawful bases

• To provide the service (performance of a contract) — creating accounts, storing your records, and delivering platform features.
• To secure the service (legitimate interests) — authentication, fraud/abuse prevention, isolation between organisations and audit logging.
• To communicate with you (legitimate interests / contract) — service messages, invitations and support.
• To comply with law (legal obligation) — for example retaining records where required.

4. Sharing and sub-processors

We do not sell personal data. We share it only with service providers who help us run the platform, under contract and only as needed:

• Supabase — managed database, authentication and file storage (UK/EU region).
• Vercel — application hosting and delivery.
• Railway — background processing (document scanning, notifications, integrations).
• Resend — transactional email (invitations and notifications).

Where you connect an accounting integration (such as Xero or QuickBooks), data is exchanged with that provider at your instruction.

5. Where your data is held

Our primary infrastructure is hosted in the United Kingdom (London region). Where any processing occurs outside the UK, we rely on appropriate safeguards such as the UK International Data Transfer Agreement or adequacy regulations.

6. Retention

We keep personal data for as long as your account is active and as needed to provide the service, then delete or anonymise it within a reasonable period, subject to any legal retention obligations. You can export your data at any time.

7. Your rights

Under UK GDPR you may request access to, correction of, erasure of, restriction of, or portability of your personal data, and object to certain processing. To exercise a right, contact us using the details below. You also have the right to complain to the Information Commissioner’s Office (ICO).

8. Security

We protect data with row-level isolation between organisations, encryption in transit and at rest, multi-factor authentication, malware scanning of uploads and an immutable audit trail. See our Security overview for more.

9. Cookies

We use only the cookies necessary to keep you signed in and to run the service. We do not use advertising or cross-site tracking cookies.

10. Changes

We may update this policy. We will change the “last updated” date above and, for material changes, notify account holders.

11. Contact

Questions about this policy or your data? Reach us via the contact form or your PropertyAxis360 representative.

For privacy requests, email privacy@propertyaxis360.com.