1. Who we are

Property Filter Limited ("Property Filter", "we", "us", "our") is the controller of your personal data.

Registered company: Property Filter Limited, company number 13311178, registered in England and Wales.

Registered office: Union House, 111 New Union Street, Coventry, West Midlands, CV1 2NT.

ICO data protection register reference: ZB340854

Privacy contact: hello@property-filter.co.uk or the in-app live chat

We are not required to appoint a Data Protection Officer for our current processing, and have not done so. Privacy queries are handled by our privacy contact above.

2. What this policy covers

This policy explains what personal data we collect when you visit property-filter.co.uk, use the platform at app.property-filter.co.uk, or otherwise interact with us, why we collect it, how we use and protect it, who we share it with, and your rights.

3. The personal data we collect

Identity data: name, username, date of birth where provided.

Contact data: email address, phone number, billing address.

Account data: login credentials (stored securely), plan, subscription and account settings.

Payment data: billing details and a record of transactions. Card details are entered directly with our payment processor; we do not store full card numbers.

Usage data: how you use the platform, features used, pages viewed, login times, and, where you have consented, session-replay analytics (such as clicks and scrolling) via Microsoft Clarity.

Technical data: IP address, device, browser type and version, operating system, time-zone and similar identifiers, and cookie data (see our Cookie Policy).

Communications data: messages you send us, support chats, survey responses.

Marketing data: your preferences for receiving marketing from us.

We do not intentionally collect special category data (such as health, ethnicity or beliefs). Please do not send us special category data unless we specifically ask for it.

4. How we collect it

Directly from you: when you sign up, subscribe, contact us, fill in a form, post in the community, or respond to a survey.

Automatically: through cookies and similar technologies when you use the website and platform (see the Cookie Policy).

From third parties: for example our payment processor (transaction confirmations) and analytics providers.

5. Why we use it and our lawful bases

We use your data for the following purposes, on these lawful bases:

Creating and running your account, and providing the service you subscribe to (Identity, Contact, Account and Usage data): performance of our contract with you.

Taking payment and managing subscriptions and renewals (Identity, Contact and Payment data): performance of our contract, and a legal obligation for tax and accounting.

Customer support and responding to your messages (Identity, Contact and Communications data): performance of our contract, and our legitimate interests.

Keeping the service secure and preventing misuse or fraud (Technical and Usage data): our legitimate interests, and legal obligation.

Improving and developing the service, including aggregate analytics (Usage and Technical data): our legitimate interests.

Service and administrative messages, such as renewal reminders and security notices (Identity and Contact data): performance of our contract, and legal obligation.

Marketing about our products and offers (Contact and Marketing data): your consent, or our legitimate interests for existing customers under the PECR soft opt-in.

Complying with legal and regulatory obligations (data as needed): legal obligation.

Where we rely on legitimate interests, we have balanced our interests against your rights and can give you details on request. Where we rely on consent (for example certain marketing or non-essential cookies), you can withdraw it at any time, as easily as you gave it; withdrawal does not affect processing before you withdrew.

6. Marketing

We only send marketing where we are allowed to. You can opt out at any time using the "unsubscribe" link in any marketing email, by changing your preferences in your account, or by emailing hello@property-filter.co.uk. You cannot opt out of essential service and administrative messages while you hold an account.

7. Who we share your data with

We do not sell your personal data. We share it only with: service providers (processors) who help us run the service, under contracts that require them to protect it and use it only on our instructions; professional advisers, regulators and authorities where legally required or to protect our rights; and a buyer or successor if we reorganise or sell our business, under the same protections.

7.1 Our processors

CircleCo, Inc. (United States): the member community platform. A transfer safeguard applies (see clause 8).

Stripe (Stripe Payments UK Ltd and Stripe, Inc.; UK and United States): payment processing and subscriptions, for both the platform and the community paywall. Stripe applies its own approved safeguards.

Intercom (Intercom, Inc. / Intercom R&D Unlimited Company; United States and Ireland): in-app messaging and support.

HubSpot, Inc. (United States and Ireland): CRM, marketing, forms and website analytics.

Meta Platforms Ireland Ltd (Ireland and United States): advertising measurement, only where you consent.

PostHog (EU, PostHog EU Cloud): product analytics.

Microsoft Clarity (Microsoft Corporation, United States): website analytics and session recording, which records interactions such as clicks and scrolling.

Cloudflare, Inc. (United States, global edge): security, bot protection and content delivery.

Framer (Framer B.V.; Netherlands and United States): hosting and delivery of the marketing website.

Microsoft Azure (Microsoft; UK/EU region): hosting and delivery of the app (app.property-filter.co.uk).

We can provide an up-to-date list of processors on request.

We run an affiliate and referral programme. If an affiliate refers you, or you refer someone, we process limited data (such as the referral source and whether a subscription was taken) to attribute the referral and pay commission. We share only what is needed for that purpose.

8. International transfers

Some providers are based outside the UK (for example CircleCo, Inc., Stripe, Inc., Intercom and HubSpot in the United States), so your data may be transferred internationally. When we do this we protect it to UK standards by relying on either a UK adequacy decision for the destination, or the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses, with a transfer risk assessment where needed. These transfers meet the "data protection test" introduced by the Data (Use and Access) Act 2025. You can ask us for a copy of the safeguards we use.

9. How long we keep it

Account data: for the life of your account and a reasonable period afterwards so you can reactivate or export it, then we delete or anonymise it. We give you notice before deletion.

Community content: after you cancel, typically removed around 90 days later.

Payment, invoicing and tax records: normally 6 years, to meet UK tax and accounting law.

Marketing data: until you opt out, then suppressed so we do not contact you again.

Support and communications: as long as needed to handle your query and a reasonable period afterwards.

10. Your rights

You have the right to: be informed (this policy); access a copy of your data; have inaccurate data corrected; have your data erased in certain circumstances; restrict or object to processing in certain circumstances, including objecting to direct marketing at any time; data portability; withdraw consent where we rely on it; and not be subject to solely automated decisions with legal or similar effects (we do not make such decisions, see clause 11).

To exercise any right, email hello@property-filter.co.uk. We respond within one month. We may need to verify your identity first. Exercising these rights is free in most cases.

11. Automated decision-making

We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects.

12. How we keep your data secure

We use appropriate technical and organisational measures to protect your data against loss, misuse and unauthorised access, and we limit access to those who need it. Payment transactions are encrypted. No system is completely secure, so we cannot guarantee absolute security, but we have procedures to handle any suspected breach and will notify you and the ICO where legally required.

13. Cookies

We use cookies and similar technologies. Some are essential; others (analytics, preferences and advertising) are managed through our cookie banner and settings. See our Cookie Policy for full details and to manage your choices.

14. Children

The service is for adults. We do not knowingly collect data from anyone under 18. If you believe a child has given us personal data, contact us and we will delete it.

15. Other websites

Our website may link to sites we do not control. We are not responsible for their privacy practices; please read their policies before sharing your data.

16. Complaints

If you are unhappy with how we have handled your personal data, please contact us first at hello@property-filter.co.uk. We will acknowledge your complaint without undue delay and respond within one month.

You also have the right to complain to the UK regulator:

Information Commissioner's Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline: 0303 123 1113. https://ico.org.uk/make-a-complaint/

17. Changes to this policy

We keep this policy under review. If we make significant changes, we will update this page and, where you hold an account, notify you by email. The "last updated" date shows when it was last revised.