Privacy Policy

1. Who we are

Properly ("we", "us", "our") is a property rental platform that helps tenants find homes and helps landlords and agencies manage listings, applications, and communication.

For data protection purposes, Properly is the "data controller" of your personal data (meaning we decide how and why it's used).

Contact: support@properly.ie
Address: [Sandyford, Dublin, Ireland]

2. The types of personal data we collect

We only collect data that's needed to run Properly and keep it safe.

Information you give us (for example when you sign up, create a listing, or apply to a home):

• Name
• Email address
• Phone number (if provided)
• Account type (tenant, landlord, or agency)
• Profile information you choose to add (e.g. a short bio, employment info, preferences)
• Application details (information you submit when applying to a property)
• Messages sent through our chat/messaging features

Tenant document uploads (only if you choose to upload them):

• Passport / ID
• Payslip(s)
• Work reference
• Landlord reference

Information we collect automatically when you use Properly:

• IP address
• Device and browser information
• Pages viewed and actions taken on the platform
• Approximate location (derived from IP, not precise GPS)
• Cookie and similar technology data (see "Cookies" below)

3. Who can see your profile info and documents

Properly is designed so that your information is shared only when it's relevant and, where applicable, only when you choose.

Tenant documents (passport, payslips, work reference, landlord reference):

• Tenant documents are not shared automatically. After you apply to a property, a landlord or agency may request access to specific documents as part of the application review process.
• Documents are only shown if you choose to upload them and approve sharing them for that application.
• We do not display tenant documents publicly, and we do not share them with landlords or agents for properties you have not applied to.

Tenant profile information:

• Your profile information will only be shown to landlords/agents of properties you apply to.
• Your profile information will only be shown to other tenants through the Find Roommates feature if you opt in to that feature.

Note: landlords/agents may download, copy, or store information you share with them as part of the rental process. They are responsible for how they handle that data once they receive it. We require landlords/agents to use Properly responsibly.

4. How we use your personal data

We use personal data to:

• Create and manage your account
• Enable property listings, applications, and approvals
• Allow messaging between tenants, landlords, and agencies
• Store and display tenant documents to the landlords/agents of properties the tenant applies to
• Provide and improve search and matching features (including Find Roommates where opted in)
• Keep the platform secure, prevent fraud, and enforce our rules
• Provide customer support and respond to requests
• Understand how the platform is used and improve it (analytics)
• Meet legal and regulatory obligations

5. Our legal basis for using your data (GDPR)

GDPR requires us to have a legal reason to process personal data. We rely on:

• Contract – to provide the Properly service you request (e.g. account, applications, messaging)
• Legitimate interests – to operate, improve, and secure the platform (e.g. fraud prevention, debugging)
• Legal obligation – where we must comply with Irish/EU law
• Consent – for optional features (like opting into Find Roommates) and non-essential cookies

6. AI-assisted features

Properly may use AI-assisted features to help users (for example, improving search, drafting or summarising messages, or making recommendations).

• These features are designed to assist users, not replace human decisions.
• We do not use automated decision-making that produces legal effects (or similarly significant effects) on you.
• You remain in control of what you send, apply to, or publish.

7. Who we share data with

We do not sell your personal data.

We may share personal data with:

• Other users, where necessary: for example, landlords/agents of properties you apply to can see your application, profile info, and (if you uploaded them) your documents.
• Service providers: companies that help us run Properly (e.g. hosting, storage, analytics, email delivery), under contracts that require them to protect your data and use it only for agreed purposes.
• Authorities: if we must disclose data to comply with a legal obligation or respond to valid legal requests.

8. International transfers

Some of our service providers may process data outside the European Economic Area (EEA). Where this happens, we use appropriate safeguards, such as Standard Contractual Clauses, to protect your data.

9. How long we keep your data

We keep your data only as long as needed for the purposes described above.

• Account data: kept while your account is active
• Applications & messages: kept to support your use of the platform and for dispute/security purposes
• Uploaded documents: kept until you delete them or your account is deleted (unless we must keep them for legal reasons)
• Technical logs: kept for a limited time for security and troubleshooting

10. Your rights

Under GDPR you have rights over your personal data, including:

• The right to access your data
• The right to correct inaccurate data
• The right to delete your data (in certain circumstances)
• The right to restrict or object to processing (in certain circumstances)
• The right to data portability
• The right to withdraw consent (where we rely on consent)

To exercise your rights, contact us at support@properly.ie.

You also have the right to lodge a complaint with the Data Protection Commission (Ireland).

11. Cookies

Properly uses cookies and similar technologies to keep the site working, remember preferences, and understand usage.

For full details, please see our Cookie Policy.

12. Security

We use appropriate technical and organisational measures to protect your data. This includes access controls and security monitoring, and we aim to encrypt sensitive information where appropriate.

No service can guarantee 100% security, but we work hard to protect your information and to improve our security over time.

13. Changes to this policy

We may update this Privacy Policy from time to time. If changes are significant, we will notify you through the platform or by email.

14. Contact us

If you have questions or requests about privacy, email us at support@properly.ie.