Who we are
Propiva is a UK-focused property compliance and management platform designed for landlords and tenants.
Our website address is:
https://propiva.co.uk
If you have any questions about this Privacy Policy or how your data is handled, you can contact us at: info@propiva.co.uk
Information We Collect
We collect information to provide and improve the Propiva platform and related services.
This may include:
Account Information
When you create an account, we may collect:
- First name and last name
- Email address
- Password (encrypted)
- Account type and subscription information
Property & Tenancy Information
Landlords may upload and store:
- Property details
- Tenant information
- Compliance documents
- Maintenance records
- Tenancy-related documents
- Inventory documents
- Notes and activity records
Tenant Identity & Referencing Documents
Landlords may upload tenant identity and referencing documents, including:
- Passports
- Driving licences
- Right to Rent documentation
- Referencing documents
These documents are only accessible to the landlord account that uploaded them and are not visible to other users or platform administrators.
Usage Data
We may automatically collect limited technical information such as:
- IP address
- Browser type
- Device information
- Login activity
- Pages visited within the platform
This helps us improve performance, security, and reliability.
How We Use Your Information
We use your information to:
- Provide access to the Propiva platform
- Manage user accounts and subscriptions
- Send transactional and system emails
- Provide compliance reminders and notifications
- Improve platform functionality and security
- Respond to support requests and feedback
- Meet legal and regulatory obligations
We do not sell your personal data.
Tenant & Document Privacy
Tenant documents and uploaded files are stored securely and are intended only for use by the relevant landlord and authorised tenant users.
Propiva platform administrators do not routinely access landlord or tenant documents, notes, or uploaded files unless required for:
- Technical support
- Security investigations
- Legal compliance
- System maintenance
Emails & Notifications
We may send emails relating to:
- Account activity
- Compliance reminders
- Document acknowledgements
- Maintenance updates
- Billing and subscription information
- Important platform updates
Users can manage certain notification preferences within the platform where available.
Cookies
Propiva uses cookies and similar technologies to:
- Keep users logged in
- Remember preferences
- Improve website functionality
- Analyse website usage and performance
Cookies may include:
- Login session cookies
- Security cookies
- Analytics cookies
You can control cookies through your browser settings.
Embedded Content
Pages on this website may include embedded content such as videos or maps. Embedded content from other websites behaves in the same way as if you visited those websites directly.
These third-party websites may collect data about you, use cookies, and monitor your interaction with their content.
Third-Party Services
We may use trusted third-party providers to help operate Propiva, including services for:
- Website hosting
- Payment processing
- Email delivery
- Analytics
- Security and spam prevention
Examples may include:
- Stripe
- Postmark or SendGrid
- Cloud hosting providers
These providers only process data as necessary to provide their services.
Data Retention
We retain personal data only for as long as necessary to:
- Provide the service
- Meet legal obligations
- Resolve disputes
- Enforce agreements
Users may request deletion of their account and associated personal data, subject to legal or operational requirements.
Your Rights
Depending on applicable UK data protection laws, you may have the right to:
- Access your personal data
- Correct inaccurate information
- Request deletion of your data
- Restrict or object to processing
- Request a copy of your data
To make a request, contact: info@propiva.co.uk
Data Security
We take reasonable technical and organisational measures to protect personal information from unauthorised access, loss, misuse, or disclosure.
However, no online platform can guarantee absolute security.
Users are responsible for maintaining the confidentiality of their login credentials.
International Data Transfers
Some third-party providers used by Propiva may process data outside the United Kingdom. Where this occurs, we take reasonable steps to ensure appropriate safeguards are in place.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
Any significant changes will be posted on this page with an updated revision date.
Contact Us
If you have questions about this Privacy Policy or your personal data, please contact:
Propiva
Email: info@propiva.co.uk
Website: https://propiva.co.uk
