Privacy Policy

Introduction / Overview

PropDNA.ai (“PropDNA”, “we”, “us”, or “our”) respects your privacy and is committed to protecting your Personal Information.
This Privacy Policy explains how we collect, use, disclose, and protect Personal Information when you use PropDNA CRM, PropDNA.ai, our websites, APIs, integrations, marketplace apps, and other related services (collectively, the “Platform”).

When PropDNA acts as a processor on behalf of our customers (for example, CRM users managing their clients’ data), that customer’s privacy policy governs how their end-user data is handled. When PropDNA directly collects your information (for example, when you sign up for an account, visit our site, or contact us), this Policy applies.

By accessing or using the Platform, you accept and consent to this Privacy Policy. If you do not agree, please do not use the Platform.

1. Information We Collect

a. Information You Provide Directly

We collect information you voluntarily provide to us, including:

Name, email, phone number, organization, and job title

Billing, payment, and subscription details

Account credentials and preferences

Content you upload (property data, documents, pitch decks, notes, etc.)

Customer support communications and survey responses

If you submit information about other individuals (for example, your clients), you confirm you have obtained consent or have the legal authority to share that data with us.

b. Information Collected Automatically

When you use the Platform, we collect:

IP address, browser type, operating system, and device identifiers

Usage data (pages visited, features used, timestamps, interactions)

Cookies and similar technologies for analytics, performance, and personalization

See our Cookies Policy for more details.

c. Information from Third Parties

We may receive data from:

Marketing and referral partners

Analytics or payment processors

Public databases

Third-party integrations (e.g., Google Drive, Zapier, Make.com, or YouTube API)

When you connect an external service, the data shared from that service is processed according to your authorization and their privacy terms.

d. Derived and Inferred Data

We generate aggregated or anonymized information and behavioral inferences (for example, which CRM features users prefer most).

2. How We Use Personal Information

We use your Personal Information to:

Provide and improve the Platform: manage accounts, enable features, and enhance performance.

Offer customer support: resolve issues and respond to inquiries.

Process billing and transactions: manage payments and invoices.

Provide AI-powered tools: generate pitch decks, content, or automation insights.

Note: We do not use your Personal Information to train public AI models. AI subprocessors are contractually bound to process data only to deliver your requested services.

Communicate with you: send notifications, policy updates, or service-related messages.

Market and advertise: send promotional content (according to your preferences).

Protect security: detect and prevent fraud, abuse, or illegal activity.

Comply with legal obligations: handle requests, disputes, or audits.

Conduct analytics and product development: improve usability and performance.

Legal Bases for Processing

Where required by law (e.g., under GDPR or UK law), we process your information only when:

It’s necessary to perform a contract with you

You’ve given consent

We have a legitimate interest (such as improving the service or preventing fraud)

We’re legally obligated to do so

If we rely on legitimate interest, we ensure it does not override your data protection rights.

3. Controller vs Processor Roles

Controller: PropDNA is a Data Controller for Personal Information it collects directly (for example, from website visitors, account signups, or billing).

Processor: PropDNA acts as a Data Processor when processing Personal Information on behalf of CRM customers. In such cases, the customer’s privacy policy and instructions apply.

4. Sharing and Disclosure

We may share Personal Information with:

Affiliates and subsidiaries: for operational purposes consistent with this Policy.

Service providers and subprocessors: hosting, analytics, payment, AI, customer support, or email delivery partners — bound by confidentiality and data protection agreements.

Partners and integrations: if you connect third-party tools, data is shared per your settings.

Marketing and advertising partners: for targeted campaigns (where permitted by law).

Business transactions: in case of mergers, acquisitions, or transfers of assets.

Legal compliance: when required by law, court order, or government request.

With your consent or direction.

We never sell your phone number or disclose opt-in information without your explicit written consent.

5. International Data Transfers

PropDNA operates globally. Personal Information may be transferred to and processed in countries such as the United States, Singapore, or India.
We implement appropriate safeguards — including Standard Contractual Clauses (SCCs) or equivalent — to protect transferred data in compliance with applicable laws (e.g., GDPR).

6. Data Retention

We retain Personal Information only as long as necessary to fulfill the purposes described in this Policy, including:

Providing services and support

Meeting legal and tax obligations

Enforcing agreements

Afterward, data is securely deleted or anonymized for analytics. You can request data deletion by contacting us (see Section 14).

7. Security

We implement technical and organizational measures to safeguard your data, including encryption, access controls, and monitoring.
However, no method is fully secure. If you believe your data has been compromised, contact us immediately at [email protected].

8. Children’s Privacy

Our services are not intended for children under 16. We do not knowingly collect their data.
If we become aware of such collection, we will delete it promptly.

9. Cookies and Tracking

PropDNA uses cookies and similar tools to:

Keep you logged in

Remember preferences

Analyze Platform use

Deliver personalized content

You can adjust your cookie settings or disable them via your browser, though some features may not function properly.

10. Your Rights and Choices

Depending on your jurisdiction, you may have rights to:

Access, correct, or delete your Personal Information

Request a copy (data portability)

Withdraw consent

Object to or restrict certain processing

Opt out of marketing or targeted advertising

To exercise these rights, email [email protected].
We may need to verify your identity before processing requests.

11. Regional Rights

EU, UK, and Switzerland (GDPR)

You have rights under GDPR to access, correct, delete, or port your data, and to lodge complaints with your data protection authority.
PropDNA will ensure any international transfers meet GDPR standards through lawful mechanisms.

U.S. Residents

Certain states (California, Texas, Virginia, etc.) grant privacy rights such as access, deletion, and opt-out of “sale” or “sharing.”
PropDNA does not sell Personal Information for monetary value, but some disclosures for advertising may qualify as “sharing.”
To opt out, email [email protected].

Australia and Canada

You may request access or correction of your Personal Information, and we will respond within the time required by local law.
If dissatisfied with our response, you may contact your regional privacy commissioner or authority.

12. AI and Model Use

PropDNA’s AI features (like auto pitch-deck creation, deal analysis, and text generation) use secure subprocessors.
Your data is not used to train any public or third-party AI models.
All AI processing is limited to improving your requested outputs only.

13. Policy Changes

We may update this Privacy Policy periodically. Updates will be posted on the Platform with a revised “Last Updated” date.
Continued use of PropDNA CRM after changes means you accept the updated Policy.

14. How to Contact Us

For questions, requests, or complaints about this Privacy Policy or your Personal Information, please contact:

Email: 📩 [email protected]
(If you prefer postal contact, please request mailing details via the email above.)

If you are a PropDNA CRM customer needing to discuss processor agreements, subprocessors, or compliance matters, please also use [email protected].

15. Notes for CRM Customers and Marketplace Apps

If you use PropDNA CRM to collect your own customers’ data, you are responsible for notifying them and obtaining their consent under applicable law.

Third-party apps or integrations you connect may have separate privacy policies — please review them carefully before enabling.