Privacy Policy

Last updated: 20 February 2026

1. Data Controller

PropPipe is operated by Clerky Ltd, a company registered in Ireland. For the purposes of the General Data Protection Regulation (GDPR) and the Irish Data Protection Acts, Clerky Ltd is the data controller responsible for your personal data.

Contact: support@proppipe.com

2. What Data We Collect

We collect the following categories of personal data:

  • Account information: name, email address, phone number, company name, and billing address.
  • Property and transaction data: property details, sale and lease records, contact details for buyers, sellers, landlords, and tenants that you enter into the Service.
  • Usage data: pages visited, features used, timestamps, IP address, browser type, and device information.
  • Payment data: billing details processed securely by Stripe. We do not store full credit card numbers.
  • Communications: emails and support messages you send to us.
  • Documents: files you upload to the Service, including contracts, identification documents, and photographs.

3. Legal Basis for Processing

We process your personal data on the following legal bases under the GDPR:

  • Performance of a contract: processing necessary to provide the Service to you, including account management, billing, and feature delivery.
  • Legitimate interests: improving the Service, preventing fraud, ensuring security, and providing customer support. We balance these interests against your rights and freedoms.
  • Consent: where we send marketing communications or use non-essential cookies, we rely on your explicit consent, which you may withdraw at any time.
  • Legal obligation: where processing is required to comply with applicable laws, such as tax or anti-money-laundering regulations.

4. How We Use Your Data

We use your personal data to:

  • Provide, operate, and maintain the PropPipe service.
  • Process payments and manage your subscription.
  • Send transactional emails (account confirmations, password resets, billing receipts).
  • Respond to support requests and communicate with you about your Account.
  • Monitor and improve the security, performance, and reliability of the Service.
  • Comply with legal obligations.

We do not sell your personal data. We do not use your property or transaction data for advertising or profiling purposes.

5. Third-Party Processors

We share personal data with the following categories of third-party processors, all of whom are bound by data processing agreements:

  • Stripe — payment processing and subscription billing.
  • DocuSign — electronic signature services for contracts and agreements.
  • Daft.ie — property portal listing syndication (property data only, at your direction).
  • Cloud hosting provider — infrastructure and data storage (EU-based or with appropriate safeguards).
  • Email delivery service — transactional and notification emails.

We only share the minimum data necessary for each processor to perform their function. We do not share your data with any processor for their own marketing or commercial purposes.

6. Data Retention

We retain your personal data for as long as your Account is active and as necessary to provide the Service. After Account termination or cancellation:

  • Your data is retained for 30 days to allow for export or recovery.
  • After 30 days, all personal data and Content are permanently deleted.
  • We may retain anonymised, aggregated data for analytics purposes, which cannot be used to identify you.
  • Certain data may be retained longer where required by law (e.g., billing records for tax compliance).

7. Your GDPR Rights

Under the GDPR, you have the following rights in relation to your personal data:

  • Right of access: request a copy of the personal data we hold about you.
  • Right to rectification: request correction of inaccurate or incomplete data.
  • Right to erasure: request deletion of your personal data, subject to legal retention requirements.
  • Right to data portability: receive your data in a structured, commonly used, machine-readable format.
  • Right to restrict processing: request that we limit how we use your data in certain circumstances.
  • Right to object: object to processing based on legitimate interests or for direct marketing purposes.
  • Right to withdraw consent: where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, contact us at support@proppipe.com. We will respond within 30 days. If you are not satisfied with our response, you have the right to lodge a complaint with the Irish Data Protection Commission (www.dataprotection.ie).

8. Cookies & Analytics

We use essential cookies to operate the Service (session management, authentication, security). These cookies are necessary and do not require consent.

We may use analytics tools to understand how the Service is used. Where analytics cookies are non-essential, we will request your consent before setting them. You can manage your cookie preferences at any time through your browser settings.

9. International Transfers

Your data is primarily stored and processed within the European Economic Area (EEA). Where we use third-party processors located outside the EEA (e.g., Stripe, DocuSign), we ensure appropriate safeguards are in place, such as EU Standard Contractual Clauses or adequacy decisions by the European Commission.

10. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

  • Encryption in transit (TLS) and at rest.
  • Multi-tenant data isolation — each Account’s data is logically separated and inaccessible to other Accounts.
  • Regular security reviews and dependency updates.
  • Access controls and role-based permissions within the Service.

While we take security seriously, no system is completely secure. If we become aware of a data breach that affects your personal data, we will notify you and the relevant supervisory authority in accordance with GDPR requirements.

11. Children

PropPipe is a business service designed for estate agency professionals. It is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you via email or through the Service at least 30 days before the changes take effect. The “Last updated” date at the top of this page indicates when the policy was last revised.

13. Contact

If you have any questions about this Privacy Policy or how we handle your data, please contact us at support@proppipe.com.

Clerky Ltd, Ireland