Privacy Policy

WebProp operates as both a Data Controller (for your account information, billing details, and direct support communications) and a Data Processor (for the client, lead, and listing records that you manage within your private CRM instance).

This policy applies to all visitors, registered estate agents, agencies, agencies, and developers using WebProp websites, APIs, and associated cloud applications.

To provide our property platform, we collect the following categories of information:

• Account & Profile Data: Name, business email, phone number, company name, VAT number, and billing credentials.
• Property Portfolio Data: Property addresses, asking prices, descriptions, high-resolution photographs, virtual tours, and cadastral metadata.
• Client & Lead Management Data: Prospective buyers, tenants, owner contacts, scheduled viewings, communication notes, and requirement criteria recorded by your team.
• Technical & Telemetry Data: IP addresses, browser types, device identifiers, audit logs, and interaction timestamps required for application security.

We process information strictly for legitimate commercial and operational purposes:

• Delivering CRM Core Services: Managing property inventories, pipelines, automated follow-ups, and calendar scheduling.
• Portal Connections: Sending listings to the property portals and systems you connect, according to your settings.
• Billing & Account Management: Administering subscriptions, invoices, and payment processing through PCI-DSS compliant providers.
• Security & Fraud Prevention: Detecting unauthorised access, preventing listing fraud, and ensuring continuous service integrity.

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we process data under the following legal bases:

• Performance of a Contract: Fulfilling our software subscription agreement with you.
• Legitimate Interests: Maintaining platform security, preventing abuse, and improving system efficiency.
• Legal Compliance: Retaining tax and accounting records as mandated by statutory authorities.
• Consent: Where you opt into optional communications or third-party syndication feeds.

WebProp can send your listings to the property portals and other systems you connect.

When you activate a connection for a listing, property data and public contact details are securely transmitted to that portal or system according to its requirements. You maintain full control over which listings are sent and can revoke a connection at any time.

We implement rigorous technical and organisational measures to safeguard your information:

• Encryption in Transit: All communications are encrypted using modern TLS 1.3 cryptographic protocols.
• Encryption at Rest: Databases and file attachments are stored with AES-256 bit encryption.
• Access Control: Multi-tenant isolation, role-based access management, and automated audit trails.
• Backup & Redundancy: Continuous automated backups with geographic replication to ensure disaster recovery.

Because WebProp operates across multiple international markets, data may be processed on secure infrastructure located in the European Union, United States, and Latin America.

All international transfers are governed by appropriate safeguards, including European Commission Standard Contractual Clauses (SCCs) and binding data processing agreements.

Under the UK GDPR and the Data Protection Act 2018, you have the right to:

• Access: Request copies of your personal information held by WebProp.
• Rectification: Correct inaccurate or incomplete personal records.
• Erasure ('Right to be Forgotten'): Request deletion of your account and personal data, subject to legal retention obligations.
• Portability: Export your inventory and contact data in structured, machine-readable formats (JSON, CSV).
• Objection & Restriction: Limit or object to specific processing activities.

We use strictly necessary session cookies to maintain user authentication and security status across requests. We do not use third-party behavioral advertising cookies on our private CRM portal.

You can configure your browser to decline cookies, although doing so may impair the platform's core operational capabilities.

We may update this Privacy Policy periodically to reflect technological advancements, legal changes, or service enhancements. Material changes will be communicated via your account dashboard or by email.

For questions, exercise of privacy rights, or data enquiries, contact our Data Protection Officer at [email protected].