Privacy Policy
Last updated: January 2025
1. Introduction
PropScribe ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property survey management platform, including our web application and iOS mobile application.
2. Information We Collect
We collect information that you provide directly to us, including:
- Account Information: Name, email address, password, company name, RICS registration number, and contact details.
- Survey Data: Property addresses, client information, survey notes, inspection dates, and report content.
- Photos and Media: Images captured or uploaded during property inspections.
- Voice Recordings: Audio recordings used for dictation purposes (processed locally and converted to text).
- Usage Data: Information about how you use our services, including features accessed and time spent.
3. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our services
- Process and generate survey reports
- Use AI to assist in drafting professional report text
- Send you technical notices and support messages
- Respond to your comments and questions
- Protect against fraudulent or illegal activity
4. AI Processing
Our platform uses artificial intelligence to help transform your survey dictations into professional report text. When you use this feature, your survey notes are processed by third-party AI services (OpenAI). We do not use your data to train AI models. The AI processing is performed solely to provide you with the report drafting functionality.
5. Data Storage and Security
Your data is stored securely using Supabase, which provides enterprise-grade security including encryption at rest and in transit. We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction.
6. Data Sharing
We do not sell your personal information. We may share your information with third-party service providers who assist us in operating our platform, such as cloud hosting providers and AI processing services. These providers are bound by contractual obligations to keep your information confidential.
7. Your Rights
You have the right to:
- Access your personal data
- Correct inaccurate data
- Request deletion of your data
- Export your data in a portable format
- Object to certain processing activities
To exercise these rights, please contact us using the details below.
8. Data Retention
We retain your personal data for as long as your account is active or as needed to provide you services. You may request deletion of your account and associated data at any time through the settings page or by contacting us.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.
10. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us at: support@propscribe.co.uk