Privacy Policy

Who we are

Proppass Ltd ("Proppass", "we") provides software for creating and managing operation & maintenance (O&M) manuals for properties, via our web app and the Builder Pal mobile app. Proppass Ltd is the data controller for the personal data described below. Contact: support@proppass.net.

What we collect and why

• Account details — your name and email address, provided when you sign up. Sign-in is handled by Microsoft Entra External ID; we never see or store your password. Used to operate your account and organisation workspace.
• Property and appliance records — the properties, appliances and documents you add. This is the product's purpose: compiling them into O&M manuals.
• Photos with location and time — evidence photos captured in the mobile app include precise GPS coordinates and a timestamp by design: they serve as compliance evidence in generated manuals. The camera and location permissions exist solely for this. Photos are only captured when you press the button; there is no background collection.
• Uploaded documents — PDFs and images you upload (e.g. appliance manuals, certificates), stored to include in your manuals.

We do not sell personal data, run advertising, or use tracking cookies. The only cookie is a session cookie that keeps you signed in.

Where it lives and who processes it

• Microsoft Azure (UK South region) — hosting, database and file storage. Data is encrypted in transit (HTTPS) and at rest.
• Microsoft Entra External ID — account sign-up, sign-in and password management.
• Azure AI services — when you use features like appliance data-plate scanning or document extraction, the relevant image/document is processed by Azure OpenAI / Azure Document Intelligence to read text from it. It is not used to train models.
• Stripe — payment processing if you purchase a subscription. We never see your card details.

Retention and deletion

Your data is kept while your account is active so your manuals remain available. If your trial expires, data becomes read-only but is not deleted. You can request deletion of your account and all associated data (including photos and their location metadata) at any time by emailing support@proppass.net — we will action it within 30 days. The shared demo workspace is wiped and reset every night.

Your rights (UK GDPR)

You have the right to access, correct, export, restrict or delete your personal data, and to complain to the Information Commissioner's Office (ico.org.uk). To exercise any of these, email support@proppass.net.

Changes

We will update this page if our practices change, and note the date at the top. If a change is significant we will tell account holders by email.