Privacy Policy

Last updated: 29 March 2026

ProppiAI Limited (“ProppiAI”, “we”, “us”, “our”) operates the ProppiAI platform at members.proppi.ai. This policy explains what personal information we collect, why we collect it, how we use and protect it, and your rights regarding that information.

We are committed to complying with the New Zealand Privacy Act 2020 and the Australian Privacy Principles under the Privacy Act 1988 (Cth).

1. Information We Collect

1.1 Account Information

When you create an account, we collect:

• Email address
• First and last name
• Password (hashed, never stored in plain text)

If you sign in using a third-party provider (Google, Apple, Microsoft, or Facebook), we receive your name and email address from that provider. We do not receive or store your third-party password.

1.2 Property Information

You may enter property details such as addresses, property type, occupancy status, and other metadata. This information is provided voluntarily and used to organise your documents.

1.3 Documents

You upload property documents (leases, invoices, inspection reports, insurance policies, and similar). These documents may contain personal information about you, your tenants, or other parties.

1.4 Conversations

When you ask questions through our search feature, we store your questions and the responses generated by our AI to provide conversation history and improve the service.

1.5 Usage Data

We collect anonymised usage analytics (page views and performance metrics) through Vercel Analytics. This data does not identify you personally and is used to improve site performance.

1.6 Email Forwarding

If you use our email forwarding feature, we receive and process emails you send to your ProppiAI inbox. Attachments are extracted and processed as documents. The raw email content is stored temporarily and then deleted.

2. How We Use Your Information

We use your information to:

• Provide, maintain, and improve the ProppiAI service
• Process and analyse your documents using AI (classification, entity extraction, search indexing)
• Generate search results and answers to your questions
• Send you account-related emails (verification, password reset, security alerts)
• Process payments and manage your subscription (if applicable)
• Track property events and deadlines extracted from your documents
• Comply with legal obligations

We do not sell your personal information. We do not use your documents to train AI models.

3. Document Processing — How AI Handles Your Data

This is the most important section of this policy. When you upload a document, it goes through the following processing steps. Each step involves sending data to a third-party AI service:

3.1 Optical Character Recognition (OCR)

Your document is sent to Microsoft Azure Document Intelligence to extract text and layout information. Azure processes the document and returns the extracted text. We do not use Azure’s data retention features — documents are processed and not stored by Azure beyond the processing request.

3.2 Classification and Entity Extraction

The extracted text is sent to Google Vertex AI (Gemini) to classify the document type (e.g., lease agreement, insurance policy) and extract key entities (dates, amounts, parties, terms). Google processes this data under their Cloud Data Processing Addendum , which prohibits using customer data to train models.

3.3 Search Indexing (Embeddings)

Document text is sent to Voyage AI to generate mathematical representations (embeddings) that enable semantic search. Voyage AI processes the text and returns numerical vectors. The original text is not retained by Voyage AI.

3.4 Conversational Search

When you ask a question, your question and relevant document excerpts are sent to Google Vertex AI (Gemini) to generate an answer. Conversation context from your current session may also be included. Google does not use this data to train their models.

3.5 Summary of AI Data Processors

Service	Provider	Data sent	Purpose
Document Intelligence	Microsoft Azure	Document files (PDF, images)	Text extraction (OCR)
Vertex AI (Gemini)	Google Cloud	Document text, queries, conversation context	Classification, extraction, search answers
Voyage AI	Voyage AI, Inc.	Document text chunks	Search index generation

4. Other Third-Party Services

4.1 Infrastructure & Hosting

• Supabase — Database hosting, file storage, and authentication. Your documents and account data are stored in Supabase-managed PostgreSQL databases and object storage.
• Vercel — Application hosting and deployment. Vercel processes web requests but does not store your documents or personal data.

4.2 Email

• SendGrid (Twilio) — Sends transactional emails on our behalf (account verification, password resets, notifications). SendGrid processes your email address for delivery.

4.3 Payments

• Stripe — Processes payments and manages subscriptions. We do not store your credit card details. Stripe handles all payment information under their own privacy policy .

4.4 Address Lookup

• Google Maps — Provides address autocomplete when you add properties. The address you type is sent to Google for suggestions.

4.5 Calendar Integration (Optional)

• If you connect Google Calendar or Microsoft Outlook, we access your calendar with your explicit permission to sync property-related events. We only read and write events related to ProppiAI — we do not access your other calendar entries.

5. Data Storage and Security

• All data is encrypted in transit (TLS/HTTPS) and at rest
• Sensitive credentials (MFA secrets, recovery tokens) are encrypted with rotating keys
• Passwords are hashed using industry-standard algorithms (bcrypt via Supabase Auth)
• Access to your documents requires authentication — only you (and team members you invite) can view them
• We use role-based access control: property owners, editors, and viewers have different permissions
• Our infrastructure uses managed services with SOC 2 compliance (Supabase, Vercel, Stripe)

6. Cookies and Local Storage

ProppiAI does not use cookies for tracking or advertising. We use your browser’s local storage to maintain your login session and remember interface preferences (such as sidebar state). This data stays on your device and is not transmitted to third parties.

7. Data Retention

• Account data — Retained for as long as your account is active.
• Documents — Retained until you delete them or close your account.
• Conversation history — Retained for as long as your account is active.
• Inbound emails — Raw email content is processed and then deleted. Extracted documents are retained as above.
• Usage analytics — Anonymised and aggregated. Not linked to your account.

When you delete a document, it is removed from our database and file storage. Search index entries for that document are also removed.

8. Your Rights

Under the NZ Privacy Act 2020 and Australian Privacy Principles, you have the right to:

• Access — Request a copy of the personal information we hold about you.
• Correction — Ask us to correct any inaccurate information.
• Deletion — Request deletion of your account and all associated data. You can delete individual documents at any time from the app, or contact us to delete your entire account.
• Export — Download your original uploaded documents at any time through the app.
• Complaint — Lodge a complaint with the Office of the Privacy Commissioner (NZ) or the Office of the Australian Information Commissioner (AU).

To exercise any of these rights, contact us at privacy@proppi.ai.

9. International Data Transfers

Your data may be processed in countries outside New Zealand and Australia, including the United States, where our infrastructure providers (Google Cloud, Microsoft Azure, Voyage AI, Supabase, Vercel, Stripe, SendGrid) operate data centres. These providers are bound by contractual obligations to protect your data to standards consistent with NZ and Australian privacy law.

10. Children’s Privacy

ProppiAI is not intended for use by anyone under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.

11. Changes to This Policy

We may update this policy from time to time. We will notify you of material changes by email or by posting a notice on our website. The “last updated” date at the top of this page indicates when the policy was last revised.

12. Contact Us

If you have questions about this privacy policy or how we handle your data, contact us at:

• Email: privacy@proppi.ai
• General enquiries: hello@proppi.ai