This Privacy Policy explains how KMK Property Group ("we", "us", "our") collects, uses, and protects personal data when you use the Propflow platform. We are committed to full compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
The data controller is KMK Property Group, based in Dungannon, Northern Ireland. For data protection enquiries, contact us at hello@propflow.agency.
2. What Data We Collect
| Category | Examples | Source |
|---|---|---|
| Account data | Name, email, company name, password (hashed) | You, when registering |
| Billing data | Payment method, billing address | Stripe (our payment processor) |
| Property data | Addresses, tenancy details, rent amounts, documents | You, when using the platform |
| Tenant data | Tenant names, contact details, payment records | You, when managing tenants |
| Usage data | Pages visited, features used, session timestamps | Automatically via Plausible Analytics |
| Support data | Messages you send us via email or live chat | You, when contacting support |
3. How We Use Your Data
- Provide the service — to operate your Propflow account and all platform features
- Process payments — to charge subscription fees via Stripe
- Send service emails — account confirmations, invoices, product updates
- Customer support — to respond to your enquiries
- Improve Propflow — aggregated, anonymised usage analytics via Plausible
- Legal compliance — to meet our obligations under UK law
4. Legal Basis for Processing
- Contract performance — processing necessary to provide the service you signed up for
- Legitimate interests — analytics and fraud prevention, balanced against your rights
- Legal obligation — where required by law
- Consent — where you have explicitly opted in (e.g. marketing emails)
5. Data Sharing
We do not sell your data. We share data only with trusted processors who help us operate Propflow:
- Supabase — database and file storage (EU/US, with appropriate safeguards)
- Stripe — payment processing (UK/US, certified PCI DSS compliant)
- Resend — transactional email delivery
- Plausible Analytics — privacy-first, cookieless analytics (EU hosted)
- Vercel — platform hosting (EU/US)
All processors are bound by data processing agreements and handle your data only as instructed by us.
6. Tenant & Landlord Data
When you use Propflow to manage tenants or landlords, you act as a data controller for their personal data. We act as your data processor. You are responsible for having a lawful basis to process that data and for notifying those individuals in accordance with UK GDPR.
7. Data Retention
We retain your account data for as long as your account is active. After account closure, we retain data for up to 12 months to allow for reactivation and to meet any legal obligations, after which it is securely deleted.
8. Your Rights
Under UK GDPR, you have the right to:
- Access — request a copy of your personal data
- Rectification — correct inaccurate data
- Erasure — request deletion of your data ("right to be forgotten")
- Portability — receive your data in a machine-readable format
- Restriction — limit how we process your data
- Objection — object to processing based on legitimate interests
To exercise any of these rights, email hello@propflow.agency. We will respond within 30 days.
9. Cookies
Propflow uses no advertising or tracking cookies. We use Plausible Analytics, which is cookieless and does not collect personal data. Your browser may store a session token to keep you logged in — this is strictly necessary for the service to function.
10. Security
We protect your data with industry-standard measures including TLS encryption in transit, AES-256 encryption at rest, role-based access controls, and regular security reviews. We will notify you and the relevant supervisory authority of any data breach within 72 hours of becoming aware, where required by law.
11. International Transfers
Some of our processors operate outside the UK. Where data is transferred internationally, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses or adequacy decisions).
12. Changes to This Policy
We may update this policy from time to time. We will notify you by email before material changes take effect. Continued use of Propflow after the effective date constitutes acceptance of the updated policy.
13. Complaints
If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
14. Contact
For any privacy-related questions, contact us at hello@propflow.agency.