Privacy Policy

Last updated: 8 July 2026

This policy explains how PropCert collects, uses and protects personal data when you use our website and service at propcert.io. PropCert is operated by Francesca Darby, a sole trader based in the United Kingdom, trading as PropCert ("PropCert", "we", "us"). For the purposes of UK data protection law, we are the data controller for the personal data described below, except where we act as a processor on behalf of landlords (see section 6).

If you have any questions about this policy or your personal data, contact us at hello@propcert.io.

1. Who we are

PropCert is a compliance tracking tool for UK landlords. It records property certificate details, sends reminders before certificates expire, stores uploaded certificate documents, and lets landlords share certificates with their tenants and keep a record that they did so. We are registered with the UK Information Commissioner's Office (ICO).

2. The personal data we collect

Depending on how you use PropCert, we collect:

• Account data. Your name and email address, collected when you create an account. Authentication is handled by our provider Clerk.
• Property and certificate data. Property addresses, certificate types, issue and expiry dates, engineer names, notes, and any certificate documents (PDFs) you upload.
• Tenant data you provide. If you add tenant details or use the certificate-sharing feature, we process the tenant's name and email address, and a record of which certificates were shared with them and when they were viewed. See section 6 for how we handle this.
• Payment data. If you subscribe to a paid plan, payment is processed by Stripe. We do not see or store your full card details; we receive limited information such as your subscription status and billing email.
• Usage and technical data. Basic analytics about how the site is used (for example pages visited), collected through Google Analytics, and standard technical data such as your device and browser type.

3. How we use your data and our legal basis

• To provide the service (create your account, store your properties and certificates, send reminders, enable certificate sharing). Legal basis: performance of our contract with you.
• To take payment and manage subscriptions. Legal basis: performance of our contract with you.
• To send service emails such as reminders, receipts and important account notices. Legal basis: performance of our contract with you.
• To improve and secure the service using analytics and technical data. Legal basis: our legitimate interests in running and improving PropCert, balanced against your rights.
• To respond to your enquiries. Legal basis: our legitimate interests in supporting our users.

We do not sell your personal data, and we do not use it for third-party advertising.

4. Service providers (sub-processors)

We use trusted third parties to run PropCert. Each only processes data as needed to provide its service:

• Clerk, account creation and authentication.
• Supabase, database and document storage (hosted in the EU, eu-west region).
• Stripe, payment processing.
• Resend, sending service and reminder emails.
• ImprovMX, forwarding email sent to our propcert.io addresses.
• Vercel, website and application hosting.
• Google Analytics, website usage analytics.

5. International transfers

Some of our service providers are based outside the UK, including in the United States (for example Clerk, Stripe, Resend, Vercel and Google). Where personal data is transferred outside the UK, we rely on the providers' safeguards for international transfers, such as the UK International Data Transfer Agreement or Addendum, or an adequacy decision, to ensure your data receives an equivalent level of protection. Our database and uploaded documents are stored in the EU.

6. Tenant data and shared responsibility

When a landlord adds a tenant's details or shares a certificate with a tenant, the landlord decides what data to enter and why. For that tenant data, the landlord is the data controller and PropCert acts as a data processor, processing the data only to provide the sharing and record-keeping features on the landlord's behalf. Landlords are responsible for ensuring they have a lawful basis and the right to share their tenants' details with us, and for informing their tenants how their data is used. If you are a tenant and have questions about how your data came to be in PropCert, please contact your landlord in the first instance, or contact us at hello@propcert.io.

7. How long we keep data

We keep your account and property data for as long as your account is active. If you delete an item, or close your account, we delete the associated personal data within a reasonable period, except where we need to keep limited records to meet legal, accounting or tax obligations. Certain records held by our payment provider may be retained by them under their own policies and legal requirements.

8. Your rights

Under UK data protection law you have the right to:

• access the personal data we hold about you;
• ask us to correct inaccurate data;
• ask us to delete your data in certain circumstances;
• object to or restrict certain processing;
• request a copy of your data in a portable format;
• withdraw consent where we rely on it.

To exercise any of these rights, email hello@propcert.io. You also have the right to complain to the ICO at ico.org.uk, though we would appreciate the chance to resolve any concern first.

9. Cookies and analytics

We use a small number of cookies and similar technologies. Some are essential to run the site and keep you signed in. We also use Google Analytics to understand how the site is used, which sets analytics cookies. You can control non-essential cookies through your browser settings or any cookie banner we provide.

10. Changes to this policy

We may update this policy from time to time. If we make significant changes we will update the date at the top and, where appropriate, notify you by email.

PropCert is operated by Francesca Darby (sole trader), United Kingdom. Contact: hello@propcert.io