1. Who We Are
propdesk is a property management platform for landlords in Ireland. When you use propdesk, we act as the data controller for the personal information you provide.
2. What Data We Collect
We collect only what is needed to provide the service:
- Account details — your name, email address, and phone number (used for login and verification).
- Property records — addresses, eircodes, BER ratings, and other property details you enter.
- Tenant information — names, emails, phone numbers, PPSNs, and lease details you add for your tenants.
- Financial data — rent payments, expenses, and receipt uploads you record.
- Compliance records — RTB registrations, RPZ claims, and insurance details you track.
- Uploaded files — documents, receipts, and images you upload to the platform.
3. Why We Process Your Data
We process your data to provide the propdesk service: managing properties, tracking rent, generating documents, sending reminders, and helping you stay compliant with Irish rental regulations. The legal basis is contract performance (you use the service, we deliver it) and legitimate interest (keeping the platform secure and improving it).
4. Third-Party Processors
We use a small number of trusted services to operate propdesk:
- Twilio — sends SMS verification codes and notifications.
- SendGrid — sends email reminders and alerts.
- Google Cloud Storage — stores uploaded files securely.
- Render — hosts the application and database.
- Sentry — monitors application errors and performance (EU data region). No personal data is sent; only technical request data (route, status code, stack traces).
These processors handle data on our behalf under their own GDPR-compliant terms. We do not sell or share your data with anyone else.
5. 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. All data — database and files — remains within the European Union. Passwords are hashed with bcrypt. All connections use HTTPS/TLS encryption. File access uses signed, time-limited URLs.
6. 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. We may retain anonymised, aggregated data for service improvement.
7. 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.
To exercise any of these rights, email privacy@propdesk.ie or use the self-service options in your account settings.
8. 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.
9. Children
propdesk is not intended for use by anyone under 18. We do not knowingly collect data from minors.
10. 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.
11. Contact
For privacy-related questions or requests, email privacy@propdesk.ie.
See also: Terms & Conditions