Privacy policy
Propiva respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit the Propiva website, create an account, use the Propiva platform or otherwise interact with us.
Propiva is a property management and compliance platform designed for landlords in the United Kingdom.
For the purposes of UK data protection law, the organisation responsible for your personal information will depend on how Propiva is being used, as explained below.
1. Who we are
Propiva is a UK property management and compliance platform for landlords.
Propiva is currently operated as a UK-based business under the trading name Propiva.
For privacy, data protection or general enquiries, please contact:
Email: info@propiva.co.uk
2. Information we collect
The information we collect depends on how you use Propiva.
Landlord account information
When a landlord creates or uses a Propiva account, we may collect:
- First name
- Last name
- Email address
- Account and subscription status
- Pricing plan
- Account creation date
- Last login information
- Number of properties
- Number of tenants associated with the account
- Billing and subscription information
- Communications with Propiva
- Feedback submitted through the platform
We may also collect technical information such as IP address, browser type, device information and security/login information.
Property and tenancy information
Landlords may enter information relating to properties and tenancies, including:
- Property addresses and details
- Tenant names and contact details
- Tenancy dates
- Rent information
- Deposit information
- Compliance records
- Maintenance information
- Property inventories
- Notes and property history
- Documents relating to the property or tenancy
Tenant information
Where a landlord adds a tenant to Propiva, the platform may process information including:
- Name
- Email address
- Telephone number, where provided
- Tenancy information
- Property information
- Document acknowledgements
- Maintenance requests
- Information contained within documents uploaded by the landlord
Landlords may also use Propiva to securely store tenant identity and referencing documents, which may include passports, driving licences, Right to Rent documentation and referencing information.
These documents are intended to be accessible only by the landlord who uploaded them and are not intended to be accessible by other landlords or other tenants.
Payment information
Payments for paid Propiva subscriptions may be processed by a third-party payment provider such as Stripe.
Propiva does not need to store your complete debit or credit card details. Payment providers may process payment and billing information in accordance with their own privacy policies.
3. How we use your information
We may use personal information to:
- Create and manage Propiva accounts
- Provide the Propiva service
- Authenticate users and maintain account security
- Manage subscriptions and payments
- Enable landlords to manage properties and tenancies
- Enable landlords to store and manage compliance information
- Allow landlords to share relevant documents with tenants
- Record tenant acknowledgement of documents
- Process maintenance requests
- Send service and transactional emails
- Send compliance and account reminders
- Provide customer support
- Respond to enquiries and feedback
- Improve the performance and usability of Propiva
- Detect and prevent misuse, fraud or security incidents
- Meet our legal and regulatory obligations
We will not sell personal information to third parties.
We may also collect technical information such as IP address, browser type, device information and security/login information.
4. Landlord and tenant data
This distinction is important.
Where Propiva collects information directly for the operation of our own business — for example landlord account details, subscription information, website enquiries and billing records — Propiva will generally act as the data controller.
Where a landlord enters or uploads personal information about their tenants into Propiva, the landlord will generally determine why that information is being processed and will therefore generally act as the data controller.
In these circumstances, Propiva generally processes the information on the landlord's behalf and acts as a data processor.
Landlords using Propiva are responsible for ensuring they have an appropriate lawful basis for collecting, uploading and processing personal information relating to their tenants.
5. Tenant identity documents
Propiva may allow landlords to store tenant identity and referencing documents, including documents used for Right to Rent checks.
Because these documents can contain sensitive personal information, access should be restricted to the relevant landlord account.
Propiva does not use tenant identity documents for advertising or marketing purposes.
Landlords remain responsible for determining whether they need to retain these documents and for how long, in accordance with their legal obligations and applicable data protection law.
We may also collect technical information such as IP address, browser type, device information and security/login information.
6. Legal bases for processing
Under UK data protection law, we must have a lawful basis for processing personal information.
Depending on the circumstances, we may rely upon:
Contract – where processing is necessary to provide the Propiva service you have requested.
Legitimate interests – where processing is necessary for the operation, security and improvement of Propiva and those interests are not overridden by your rights.
Legal obligation – where we are required to process or retain information to comply with the law.
Consent – where we specifically ask for your consent, for example for certain optional marketing or cookie activities.
7. Transactional and marketing emails
We may send landlords and tenants emails necessary for the operation of Propiva.
These may include:
- Account activation emails
- Tenant invitations
- Password and security emails
- Compliance reminders
- Document notifications
- Document acknowledgement reminders
- Maintenance notifications
- Subscription and payment notifications
- Other important service messages
These are service communications and may be necessary for us to provide the platform.
Where we send marketing communications, we will do so in accordance with applicable law. You can unsubscribe from marketing communications at any time.
Unsubscribing from marketing communications will not prevent you from receiving essential service or account emails.
8. Who we share information with
We may use carefully selected third-party service providers to operate Propiva.
These may include providers of:
- Cloud hosting and data storage
- Payment processing
- Transactional email delivery
- Website hosting
- Authentication and security
- Error monitoring and analytics
- Customer support and other infrastructure services
We only provide service providers with information necessary for them to perform their services and require appropriate safeguards where required by law.
We may also disclose information where required by law, regulation, court order or another lawful request.
Before launch: I would eventually name your important processors here or on a separate Subprocessors page. Once you've settled on Bubble, Stripe, your transactional-email provider, analytics etc., we can make this section much more specific.
9. Platform administrator access
Propiva is designed with privacy in mind.
Platform administrators may have access to limited account-level information required to operate the service, such as:
- Landlord name
- Email address
- Account status
- Pricing plan
- Account creation information
- Last login information
- Number of properties
- Number of tenants
Platform administrators are not intended to have routine access to landlord content such as tenant identity documents, private landlord notes or other private property records.
There may be exceptional circumstances where technical access is necessary for security, legal compliance, incident investigation or technical support. Any such access should be appropriately controlled and limited.
10. How long we keep information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing Propiva and satisfying legal, accounting and security requirements.
Where a Propiva account is cancelled, information may be retained for a limited period before deletion where necessary for legal, security, backup or administrative purposes.
Landlords are responsible for managing the retention of tenant information and documents they store within Propiva.
We will establish appropriate retention and deletion periods for different categories of information.
11. How we protect your information
We take appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.
These measures may include:
- Account authentication
- Access controls
- Secure hosting
- Encryption where appropriate
- Restricted administrative permissions
- Secure payment processing
- System monitoring and backups
However, no internet-based service can guarantee absolute security.
12. International data transfers
Some of the service providers used to operate Propiva may process information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps to ensure that suitable safeguards are in place as required by UK data protection law.
13. Cookies
The Propiva website and platform may use cookies and similar technologies for purposes such as:
- Essential website functionality
- User authentication
- Security
- Remembering preferences
- Measuring website usage
- Improving the service
Where required, non-essential cookies will only be used with your consent.
For more information, please see our Cookie Policy.
14. Your data protection rights
Depending on the circumstances, UK data protection law may give you rights including the right to:
- Request access to your personal information
- Request correction of inaccurate information
- Request deletion of your information
- Request restriction of processing
- Object to certain processing
- Request transfer of your information
- Withdraw consent where processing is based on consent
These rights are subject to certain legal exceptions.
If your request relates to information that a landlord has entered into Propiva about you, you may need to contact the landlord directly because they may be the data controller responsible for that information.
For information for which Propiva is the controller, requests can be sent to info@propiva.co.uk.
15. Children's privacy
Propiva is not designed for use by children.
Landlord accounts are intended for adults. If personal information relating to a child is legitimately required as part of tenancy management, landlords are responsible for ensuring that it is processed lawfully and appropriately.
16. Third-party websites
Our website may contain links to third-party websites.
Propiva is not responsible for the privacy practices or content of external websites. We recommend reviewing the privacy policy of any third-party service you visit.
17. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to Propiva, our service providers or applicable law.
The latest version will always be published on this page and the “Last updated” date will be amended accordingly.
18. Complaints and contacting us
If you have any questions about this Privacy Policy, would like to exercise your data protection rights, or have concerns about how your personal information is handled, please contact:
Propiva
Email: info@propiva.co.uk
If you are unhappy with how we have handled your personal information, you also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data protection regulator.
Last updated: 27 Aug, 2026