PropScribe
iPhone appBeta

Privacy Policy

Last updated: October 2026

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. Visit statistics

When you visit our public website we record which page you looked at, the website that sent you (if any), the type of device and your country. If you arrived from one of our campaign links we also record the campaign name. We don't use cookies for this and we don't store your IP address. To tell visits on the same day apart we use a code made from your IP address and browser that changes every day and can't be traced back to you. When someone creates an account we note that a sign-up happened, using the same daily code. We also count clicks on the buttons that lead to our iPhone app (including the ones in your dashboard) in the same way, noting only which button was clicked. We keep these statistics for 13 months. Apart from those app buttons, pages inside your account are not included.

4. How you use PropScribe

When you're signed in we record which features you use, such as creating a survey, adding photos, drafting text or making a PDF, and whether you used the website or the iPhone app. This helps us see what's useful and where people get stuck. It's linked to your account, kept for 13 months, and never sold or shared.

5. 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

6. 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. We send them through OpenRouter, which passes them to the AI model we use for drafting (currently Google Gemini). Some features that match your notes to report text also use an OpenAI embedding model, again through OpenRouter. We do not use your data to train AI models. The AI processing is performed solely to provide you with the report drafting functionality.

7. 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.

8. 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.

9. 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.

10. 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.

11. 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.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at: support@propscribe.co.uk