1. Who We Are
PropDesk is a property management platform for landlords in Ireland, operated from Dublin, Ireland.
2. Our Role Under GDPR
PropDesk acts as data controller for information you provide when creating and managing your account (your name, email, phone number, and billing details).
For tenant data that you enter into PropDesk — including names, contact details, PPSNs, and lease information — you (the landlord) act as the data controller, and PropDesk acts as your data processor, handling that data solely on your behalf and under your instruction.
Landlords using PropDesk are responsible for ensuring they have a lawful basis under GDPR to collect and process their tenants' personal data before entering it into the platform.
By using PropDesk, landlords agree to the data processing terms outlined in this Privacy Policy, which constitute the data processing agreement between the landlord (controller) and PropDesk (processor).
3. What Data We Collect
We collect only what is needed to provide the service.
- Account details — your name, email address, phone number.
- Property records — addresses, eircodes, BER ratings, other property details you enter.
- Tenant information — names, emails, phone numbers, PPSNs, lease details you add.
- Financial data — rent payments, expenses, receipt uploads you record.
- Compliance records — RTB registrations, RPZ claims, insurance details you track.
- Uploaded files — documents, receipts, images you upload.
4. Why We Process Your Data
We process your data to deliver the PropDesk service: managing properties, tracking rent, generating documents, sending reminders, and helping you stay compliant with Irish rental regulations.
| Data | Legal Basis |
|---|---|
| Account & billing data | Contract performance |
| Property & financial records | Contract performance |
| Tenant names, emails, phone numbers | Contract performance (on your behalf as processor) |
| Tenant PPSNs | Legal obligation related to RTB registration or tax compliance |
| Platform security & improvement | Legitimate interest |
Tenant PPSNs may be stored where required for RTB registration or tax compliance purposes under Irish law. They are encrypted at the database level, never used for any other purpose, and never shared with any third party other than the RTB where legally required. PPSNs are excluded from all AI processing.
5. Third-Party Processors
We use a small number of trusted services to operate PropDesk:
- Twilio — sends SMS verification codes and notifications. US-based; data transfers governed by Standard Contractual Clauses.
- SendGrid — sends email reminders and alerts. US-based; data transfers governed by Standard Contractual Clauses.
- Google Cloud Storage — stores uploaded files securely. EU region.
- Render — hosts the application and database. Frankfurt (EU region).
- Sentry — monitors application errors and performance. EU data region. No personal data is sent; only technical request data such as route, status code, and stack traces.
- Anthropic — powers the in-app AI assistant. When you use the assistant, your question and relevant portfolio context (property addresses, rent amounts, lease dates) are sent to Anthropic's API to generate a response. Anthropic does not store or train on this data. No tenant names, PPSNs, dates of birth, or passwords are ever sent.
These processors handle data on our behalf under GDPR-compliant agreements. We do not sell or share your data with anyone else.
6. International Data Transfers
Twilio and SendGrid are US-based services. Data transfers to these providers are governed by Standard Contractual Clauses (SCCs) approved by the European Commission.
All other data remains within the European Union.
7. Data Storage & Security
Your data is stored in a PostgreSQL database hosted on Render in the Frankfurt (EU) region. Uploaded files are stored in Google Cloud Storage in the EU.
Security measures include:
- encryption of sensitive fields including PPSNs at the database level
- password hashing using bcrypt
- HTTPS/TLS encryption for all connections
- signed, time-limited URLs for file access
- restricted access to production systems protected with multi-factor authentication
8. How Long We Keep Your Data
We keep your data for as long as your account is active.
If you delete your account, all your data — including properties, tenants, payments, expenses, files, and compliance records — is permanently deleted within 30 days.
We may retain anonymised, aggregated data for service improvement.
9. Your Rights Under GDPR
As an EU resident, you have the right to:
- Access — request a copy of your personal data.
- Rectification — correct inaccurate data (you can do this directly in the app).
- Erasure — delete your account and all associated data (available in Settings).
- Portability — export your data as CSV files (available in the Documents section).
- Restriction — ask us to limit how we process your data.
- Objection — object to processing based on legitimate interest.
- Complaint — lodge a complaint with the Data Protection Commission (DPC) at dataprotection.ie.
To exercise any of these rights, email privacy@propdesk.ie or use the self-service options in your account settings.
10. Cookies
PropDesk uses a single session cookie to keep you logged in. This cookie is strictly necessary for the service to function and does not track you across other websites.
We do not use analytics, advertising, or third-party tracking cookies.
11. Children
PropDesk is not intended for use by anyone under 18 years of age. We do not knowingly collect data from minors.
12. Changes to This Policy
We may update this policy from time to time. Material changes will be communicated via email or an in-app notice.
13. Contact
For privacy-related questions or data requests, email privacy@propdesk.ie.
See also: Terms & Conditions