Privacy policy

Who we are

Proper-ly is a block property management platform built for UK residential blocks. We are the data controller for information you provide when using our services. If you have any questions about this policy, please contact us at hello@properly.ai.

What data we collect

We collect the following categories of information:

• Account information — your name and email address when you sign up via Clerk.
• Block data — details about the blocks you manage, including addresses and unit information.
• People records — names, email addresses and phone numbers of leaseholders, owners and occupants that you enter into the platform.
• Documents — files you upload such as leases, certificates and correspondence.
• Compliance records — obligation completion dates and notes you record.
• Calendar events — dates and events, both user-entered and AI-extracted from documents.

How we use your data

We use your data solely to provide and improve the Proper-ly platform:

• To display and manage your block records within the application.
• To extract key dates and compliance information from uploaded documents using AI.
• To send product-related communications (you can opt out at any time).
• To diagnose technical issues and improve platform stability.

We do not sell, rent, or share your personal data with third parties for marketing purposes. Ever.

How we store and protect your data

All data is stored on Amazon Web Services (AWS) infrastructure. Files you upload are stored in Amazon S3. Your data is encrypted at rest and all communications between your browser and our servers are encrypted in transit using TLS.

Authentication is handled entirely by Clerk, a specialist identity provider. Proper-ly never stores your password. Clerk supports multi-factor authentication, which we strongly recommend enabling.

Access to production systems is strictly limited and all actions are logged.

AI processing

When you upload a document, we use AI models (via Amazon Bedrock) to extract compliance dates, calendar events, and other structured information. This processing occurs on AWS infrastructure and is used solely to populate your block's records.

AI-extracted information is always presented for your review before being applied. You can verify, edit, or dismiss any AI suggestion.

We do not use your documents or data to train AI models.

Data retention

We retain your data for as long as your account is active. If you close your account, your data will be deleted within 30 days, except where we are required by law to retain it.

You can request deletion of your data at any time by emailing hello@properly.ai.

Your rights

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

• Access the personal data we hold about you.
• Correct inaccurate personal data.
• Request deletion of your personal data.
• Object to or restrict certain processing.
• Data portability — receive your data in a structured, machine-readable format.

To exercise any of these rights, contact us at hello@properly.ai. We will respond within 30 days.

Cookies

We use only the cookies necessary to operate the platform — specifically, authentication session cookies managed by Clerk. We do not use advertising or tracking cookies.

Third-party services

We use the following third-party services to operate Proper-ly:

• Clerk — authentication and user management.
• Amazon Web Services — hosting, storage (S3), and AI processing (Bedrock).

Each of these providers is contractually bound to protect your data and process it only as we direct.

Changes to this policy

We may update this policy from time to time. When we do, we will update the date at the top of this page. For significant changes, we will notify you by email.

Contact

For any questions about this policy, to exercise your rights, or to report a concern, please contact us at hello@properly.ai.