Privacy policy
What personal data Property AI holds, why, who else sees it, and the choices you have.
Last updated 5 October 2026
Heirs Investments Limited is responsible for your account data.
Company number 15901920, registered in England and Wales.
Registered office: 128 City Road, London, EC1V 2NX, United Kingdom.
Privacy contact: newheirs@outlook.com
1. Two roles
For your account (your name, email, sign-in and how you use the service) we decide how the data is used, so we are the “controller” under UK data protection law.
For the information you add to your workspace, such as properties, photographs, notes and details about your tenants, you decide why and how it is used and we process it for you as your “processor”. If you add personal data about other people, such as tenants or contractors, you are responsible for having a lawful reason to hold it and for telling them. People whose data a customer has added should contact that customer first. We will help them if they contact us.
2. What we hold
| Data | Examples | Why |
|---|---|---|
| Account | Name, email address, role, password (stored only in scrambled, one-way form) | To create your account and let you sign in |
| Workspace content | Properties and addresses, inspection notes and photos, refurbishment plans and costs, deals, tenancy details such as tenant names, contact details, rent and dates | To provide the service you asked for |
| Sign-in security records | Email entered, IP address, whether the attempt worked, and the time | To block repeated failed sign-ins and protect accounts |
| Server logs | IP address, browser type, pages requested, times | To keep the service secure and working, and to investigate problems |
We do not sell your data, and we do not use it for advertising. We do not currently send marketing emails. If that changes we will ask first where the law requires it.
3. Our reasons for using it
- To provide the service to you (contract): running your account and your workspace.
- Security and reliability (legitimate interests): sign-in protection, logs, backups and fixing faults. We have weighed this against your rights and we keep it to what is needed.
- Legal duties: keeping records the law requires, and responding to lawful requests.
4. Cookies
We use one essential cookie, pai_session, that keeps you signed in. It is needed for the service to work, so it does not need your consent. At the time of writing we do not use analytics or advertising cookies. If that changes we will update this page and ask for consent where required.
5. Who else handles your data
| Who | What they receive | When |
|---|---|---|
| IONOS (hosting) | All data, stored on a dedicated server we rent from them | Always: this is where the service runs |
| Resend (email delivery) | Your email address and the text of the message, such as a password reset link | When we email you, for example when you ask to reset your password |
| DeepSeek (AI analysis) | The photos you select and the name of the inspection area. Not your name, email or account. | Only when you press Analyse on an inspection area |
| postcodes.io (postcode lookup) | A postcode, to find its map position | When a postcode is looked up, for example on a saved deal |
| OpenStreetMap (map tiles) | Your browser requests map images from them directly, so they see your IP address and the area you view | When you open a page with a map |
We may also disclose data when the law requires it, or to protect our rights or the safety of others. If we change any of these providers we will update this table.
6. Data leaving the UK
DeepSeek is based outside the UK. Photos sent for analysis are therefore processed in another country, which may not give the same protection as UK law. We send them only because you ask for an analysis, and only the photos you chose for that area. Please do not upload photographs that show people or personal documents. If you would rather not use this feature, do not press Analyse and nothing is sent.
7. How long we keep it
- Account and workspace data: for as long as your account is open.
- After you close your account: we delete or anonymise it within a reasonable period, except what we must keep by law. Backups are overwritten on a rolling cycle, normally within a few weeks.
- Sign-in security records and server logs: only as long as needed for security and fault finding.
8. Keeping it safe
The service is served over HTTPS, passwords are stored only in one-way scrambled form, sign-in is rate-limited, and access to the server is restricted. We back up regularly. No system is perfectly secure, so please use a strong, unique password. If a breach affects your personal data in a way the law requires us to report, we will tell you and the regulator as required.
9. Your rights
You can ask us to:
- give you a copy of the personal data we hold about you;
- correct data that is wrong;
- delete data we no longer need;
- restrict or object to some uses, and in some cases move your data to another service.
Email newheirs@outlook.com and we will reply within one month. If you are unhappy with how we handle your data, you can complain to the Information Commissioner’s Office at ico.org.uk. We would appreciate the chance to put things right first.
10. Changes to this policy
We will post any update here with a new date, and tell you about significant changes. These rules sit alongside our Terms of service.