1. Service Overview
PropDesk provides tools to track properties, tenancies, rent, expenses, maintenance, and compliance tasks for landlords in Ireland — including document generation, a tenant portal, and an AI assistant. This early access version is provided for testing and feedback. Features may change, and the service is provided "as-is" during this period.
2. Your Account
You are responsible for keeping your login credentials secure and must not share your password with others. You must provide accurate information when creating or updating your account, including a valid email address and a phone number you control (verified by SMS at sign-up).
PropDesk is intended for landlords operating in Ireland. You must be 18 years or older to create an account.
3. Subscription & Billing
PropDesk is free for landlords managing one property. Landlords managing more than one property can upgrade to the Pro plan (unlimited properties) at €9 per month, €48 per 6 months, or €84 per year.
By subscribing, you authorise us to charge your selected payment method on a recurring basis for the billing interval you choose.
You may cancel your subscription at any time from your account settings. Cancellation takes effect at the end of your current billing period, after which your account moves to the Free plan. Your data is kept — nothing is deleted — but Free plan limits (one property) apply.
If a payment fails, Stripe will retry it. If payment cannot be collected after multiple attempts, your account is moved to the Free plan; you can upgrade again at any time.
We do not offer refunds for partial billing periods.
Payments are processed securely by Stripe, a PCI-DSS Level 1 certified payment provider. PropDesk does not store your full payment card details on its servers.
4. Data & Records
You control the data you enter into the platform and are responsible for ensuring your records are accurate and up to date.
PropDesk does not verify the accuracy of tenancy, RTB, insurance, or financial data entered by you.
Cookies & tracking. PropDesk uses one essential session cookie and third-party advertising measurement tags, described in full — together with your consent choices and opt-out options — in section 11 of our Privacy Policy. By using the service with cookies enabled you accept the use described there.
5. Tenant Data & Your GDPR Responsibilities
When you enter tenant personal data into PropDesk — including names, contact details, dates of birth, PPSNs, and lease information — you do so as the data controller for that data.
You confirm that:
- You have a lawful basis under GDPR to collect and process your tenants' personal data
- You have provided tenants with appropriate privacy information as required by Irish data protection law
- You will not enter tenant data beyond what is necessary for legitimate property management purposes
PropDesk acts as your data processor for tenant data, processing it solely on your instruction and in accordance with our Privacy Policy.
By using PropDesk to manage tenant data, you appoint PropDesk as your data processor for that purpose. We process tenant data only as necessary to provide the service and do not use it for any other purpose.
6. Tenant Portal
You may invite a tenant to the tenant portal, where they can view their tenancy details and payment history and submit maintenance requests. Invites are sent by email to the address you provide; you are responsible for ensuring it is the correct address for your tenant.
Tenants create their own portal password and are responsible for keeping it secure. When you use the portal or maintenance features, we may send emails to you and your tenant on your behalf (for example invites and maintenance status updates).
7. AI Assistant
PropDesk includes an AI assistant powered by Anthropic's Claude models. What data is shared with Anthropic, and what never is, is described in our Privacy Policy.
AI-generated answers can be incomplete or wrong. Verify important information — especially anything relating to RTB, RPZ, tax, or legal obligations — before acting on it. Nothing the assistant says constitutes legal, financial, or tax advice.
The assistant can make changes to your records (for example logging a payment or adding a property) only after you confirm the action. You are responsible for reviewing each action before confirming and for the accuracy of records it creates on your behalf.
8. Acceptable Use
You agree not to use PropDesk to:
- Harass, intimidate, or unlawfully discriminate against tenants
- Store data beyond its stated property management purpose
- Circumvent or facilitate non-compliance with RTB, RPZ, or tenancy law
- Upload content you do not have the right to share
- Attempt to access, disrupt, reverse-engineer, or otherwise interfere with the platform, or abuse the AI assistant
We may suspend or terminate accounts that breach this clause without notice.
9. Intellectual Property
All software, design, branding, and platform functionality associated with PropDesk remain the intellectual property of PropDesk.
These terms grant you a limited, non-exclusive, non-transferable licence to use the platform solely for property management purposes.
You may not copy, modify, distribute, resell, or otherwise exploit the service or any part of the platform without prior written permission.
10. Tenancy & Lease Management
Tenancy records, leases, and rent schedules are managed by you. You are responsible for ensuring lease dates, payment frequencies, and tenant details are correct.
The platform does not validate lease legality or enforce tenancy rules, and generated documents (agreements, notices, RTB forms) are templates populated with your data — review them before use.
11. Rent Ledger & Payments
The rent ledger records payments you enter and calculates balances based on your data.
Partial payments, overpayments, and due amounts are shown for convenience and do not replace your official accounting, banking, or financial records.
12. Expenses & Receipts
Expense entries and uploaded receipts are stored for your internal use.
You confirm you have the right to upload any documents and that they do not contain sensitive third-party data without appropriate consent.
13. Insurance Tracking
Insurance details and expiry reminders are provided for planning purposes only.
You remain responsible for maintaining valid insurance coverage and verifying policy terms with your provider.
14. RTB & RPZ Compliance
The platform may help track Irish rental compliance tasks but does not provide legal advice.
You remain solely responsible for complying with RTB, RPZ, taxation, and all applicable Irish regulations.
Nothing in the platform constitutes legal, financial, or tax advice.
15. Notifications & Reminders
Reminders and notifications are provided to assist your workflow. Reminder notifications are currently delivered by email to the reminder contact you set.
Delivery of notifications cannot be guaranteed and should not be relied upon as the sole method of compliance tracking.
16. Availability
We aim to provide reliable uptime, but the service may be interrupted for maintenance, updates, or infrastructure issues.
We may modify, add, or remove features at any time, particularly during early access, provided such changes do not materially reduce the core functionality of the service for paying users without reasonable notice.
We are not liable for service interruptions caused by events outside our reasonable control, including infrastructure outages, internet disruptions, or third-party service failures.
17. Data Retention & Deletion
You may export your data as CSV files at any time from the Documents & Reports section.
If you delete your account (Settings → Delete Account), your data is permanently removed — including database records and uploaded files stored in cloud storage.
No personal data is retained after account deletion except where we are required to do so by law (for example, payment records held by our payment processor for tax and accounting purposes).
18. Liability
PropDesk is not liable for losses arising from reliance on the platform, including reliance on AI-generated content.
To the maximum extent permitted by Irish law, our total liability to you for any claim arising out of or in connection with your use of PropDesk — whether in contract, tort, or otherwise — is limited to the total fees paid by you in the 12 months preceding the claim.
We are not liable for indirect, consequential, or loss of profit claims under any circumstances.
19. Termination
You may stop using the service at any time by cancelling your subscription and deleting your account.
We may suspend or terminate accounts for misuse, security risks, non-payment, or breach of these terms.
20. Governing Law
These terms are governed by the laws of Ireland.
Any disputes will be subject to the exclusive jurisdiction of the Irish courts.
21. Changes to These Terms
We may update these terms from time to time.
Material changes will be communicated via email or an in-app notice at least 14 days before taking effect.
Continued use of the service after that date constitutes acceptance of the updated terms.
22. Support & Contact
Support requests, questions, or feedback can be sent to support@propdesk.ie.
While we aim to respond promptly, response times are not guaranteed.
See also: Privacy Policy