Privacy Policy

1. Who We Are

We Are AI Works Lab Ltd

Trading as PropGenie

United Kingdom

PropGenie provides AI-powered SaaS products for estate agencies and related sectors, including voice agents, scheduling tools, KYC/AML verification, reporting dashboards, AI-driven property descriptions, and workflow automation.

Learn more at propgenie.tech.

2. Data We Collect

We collect and process data in three core categories:

A. Account & Organisation Data

• Company information
• Account owner and user details
• Contact emails and phone numbers
• User roles and permissions
• Billing and subscription data
• API keys or integration tokens provided by partners

B. Operational Data (from products you enable)

Voice Agent & Scheduling Products

• Caller ID (when available)
• Call metadata (time, duration)
• Call recordings or transcripts (optional)
• Booking outcomes and meeting details
• Staff availability, rota and calendar data

Property & CRM Tools

• Property details, images, valuations
• Leads, inquiries, offers
• Contact information submitted by your staff or customers
• Activity logs (viewings, valuations, updates)

KYC/AML Tools

• ID documents
• Verification results
• Compliance notes and audit logs

C. Automatically Collected Data

• IP address and device information
• Browser type and version
• Usage analytics
• Error reports and performance logs

We do not collect sensitive data unless required for a specific product (e.g., KYC/AML).

3. How We Use Data

We process data solely to deliver, improve, and support our services. Common uses include:

• Operating our SaaS applications
• Handling calls, bookings, and voice agent workflows
• Integrating with CRMs and external calendars
• Authenticating users
• Providing insights, analytics, and reporting
• Running KYC/AML checks (if enabled)
• Managing accounts, billing and support
• Product and model improvement (anonymised/aggregated only)

We never sell or trade personal data.

4. Legal Basis for Processing

We rely on one or more of the following:

• Performance of a contract
• Legitimate interests (security, product improvement, fraud prevention)
• Consent (e.g., for call recording where required)
• Legal obligation (e.g., AML retention)

5. Sharing Data With Third Parties

We only share data with trusted providers necessary to deliver the service:

• Cloud infrastructure (AWS, Xano, Supabase, etc.)
• Telephony and messaging providers
• CRM and calendar systems you connect
• AI/ML processing providers
• Identity verification providers (KYC/AML)
• Email/SMS gateways
• Payment processors

These providers are contractually prevented from using your data for their own purposes.

6. International Transfers

Your data may be stored or processed in the UK, EU, or other regions depending on the provider. Where transfers occur, we rely on:

• UK/EU adequacy decisions
• Standard Contractual Clauses (SCCs)
• Binding contractual commitments
• Vendor risk assessments

7. Data Retention

Retention depends on the products enabled:

• Voice transcripts or recordings: 90–365 days
• Call metadata: 12 months
• Property and CRM data: until deleted by the partner
• KYC/AML documents: 5 years (mandatory)
• Account data: retained until the account is closed

You can request deletion where legally permitted.

8. Security & Data Protection

We apply industry-standard security including:

• Encryption at rest and in transit
• Role-based access control
• Secure storage of credentials
• Network-level firewalls
• Continuous monitoring
• Audit logging
• Regular security reviews

Partners operating in regulated sectors may request additional technical documentation.

9. Your Rights

Depending on your region, you may have the right to:

• Access your data
• Correct or update data
• Request deletion
• Object to processing
• Restrict processing
• Data portability
• Withdraw consent

Requests can be sent to support@propgenie.tech.

For customer data you upload or process inside PropGenie, you act as Data Controller, and we act as Data Processor.

10. Data Processing on Behalf of Partners

When using PropGenie tools with your customers or staff:

• You instruct us on how to process data
• You retain ownership of all customer data
• We do not train models on identifiable customer data
• An optional Data Processing Agreement (DPA) is available
• We only act within your configuration and settings

11. Cookies & Tracking

We use cookies and tracking technologies to support:

• Login and authentication
• Usage analytics
• Feature performance
• Security and fraud detection

You can control cookies in your browser settings.

12. Updates to This Policy

We may update this policy occasionally. Where changes are significant, partners will receive notice via email or dashboard alerts.

13. Contact Us