Privacy Policy

1. Who we are

PropertySuite is operated by Propertysuite L.L.C-FZ, a Limited Liability Company registered in the Meydan Free Zone, Dubai, United Arab Emirates (Licence No. 2649715.01), with registered address Meydan Grandstand, 6th Floor, Meydan Road, Nad Al Sheba, Dubai, U.A.E. (“PropertySuite”, “we”, “us”). We are the data controller responsible for the personal data processed through the PropertySuite platform and its related suites (Owner Portal, Tenant, Partner, Agent and Developer portals) and through our public websites, including our careers pages.

This policy explains what personal data we collect, how we use it, who we share it with, and the rights you have under the UAE Personal Data Protection Law (Federal Decree-Law No. 45 of 2021, the “PDPL”).

2. What data we collect

• Identity & contact data — name, email address, phone number, language preference, and (where you choose to provide it) your country of residence, nationality and date of birth.
• Identity documents — where a service legally requires it (for example KYC checks on property transactions or tenancy registration), copies of your passport or Emirates ID and the details they contain.
• Property & account data — details about the properties you own or rent, documents you upload, tenancy and payment records, service requests and support requests.
• Booking & transaction data — services you request or book, invoices, and the status of work performed.
• Payment data — payments are processed by our payment provider (Stripe). We do not store full card details on our own systems; we retain only the transaction reference and status.
• Bank details — where we pay money out to you (for example rental proceeds to owners or invoices to partners), the account details you provide, such as your IBAN.
• Communication data — messages you exchange with us by email, in-app chat or WhatsApp, including the content of those conversations.
• Technical data — IP address, device and browser information, and basic server logs needed to operate the service securely (for example to limit abusive requests).
• Usage data (only with your analytics consent) — if you accept analytics in the cookie banner, we record which pages of the portal you visit, how long you stay, your device and browser type, your country and city, and the page you came from. We do not store your IP address in these usage records.
• Waitlist / enquiry data — if you request access, book a consultation or use our property valuation tool, the name, email, phone number, property details and any message you submit.
• Job applicant data — if you apply for a role, your name, contact details, CV, links you share (such as LinkedIn or an intro video) and your answers to application questions. See section 10.

3. How we use your data

• To create and manage your account and portal access.
• To provide, coordinate and deliver the services you book, including communication about your bookings and cases.
• To process payments, issue invoices and meet tax obligations.
• To carry out identity and compliance checks where UAE law requires them (for example KYC/AML checks on property sale transactions).
• To send you operational notifications by email, in-app and, where you have provided your number, WhatsApp.
• To power the AI-assisted features described in section 5, such as reading documents you upload and helping our team respond to you faster.
• To understand how the platform is used and improve it (only with your analytics consent).
• To run our recruitment process when you apply for a role.
• To secure, maintain and improve the platform.
• To comply with applicable UAE laws and regulatory requirements.

4. Legal basis

We process personal data on the basis of: performance of our contract with you (to deliver the services you request); your consent (e.g. for analytics and marketing cookies, waitlist sign-ups and optional communications); compliance with a legal obligation (e.g. KYC/AML, tax and consumer-protection record-keeping); and our legitimate interests in operating and securing the platform, in each case as permitted under the PDPL.

5. AI-assisted features

Some features of the platform use artificial intelligence models provided by Anthropic and OpenAI, both based in the United States. When you use one of these features, the data described below is sent to the provider to generate the result. We want to be transparent about exactly where this happens:

• Document reading — when you or our team upload a document such as a tenancy contract, an AI model (Anthropic) reads it to extract key details (names, dates, amounts) so they do not have to be typed in manually.
• Email support — when you email our support team, an AI model (Anthropic) may read the email thread to suggest a draft reply. A member of our team reviews every draft before it is sent.
• WhatsApp assistant — messages you send to our WhatsApp number may be answered by an AI assistant (Anthropic). The assistant sees your name, phone number and conversation history to respond, and hands over to a human team member for anything it cannot or should not handle. To find relevant answers, the text of messages is also converted into search embeddings using OpenAI.
• Investment suggestions — if you use deal recommendations in the Owner Portal, an AI model (Anthropic) processes your portfolio data to suggest matching opportunities.
• Help chat — questions you type into the in-app help chat are answered with the help of an AI model (Anthropic).
• Job applications — see section 10.

None of these features makes a final decision about you on its own: AI output is either a convenience (extracting text you provided) or a suggestion that our team reviews. The WhatsApp assistant sends conversational replies automatically, but decisions about your account, bookings or applications are always made by people.

6. Who we share data with

We do not sell your personal data. We share it with Certified Partners — the UAE-licensed providers who perform a service you book, and only the information strictly needed to deliver that service — with authorities where required by UAE law, regulation or a valid legal request, and with the service providers (processors) below, who act on our instructions:

• Platform infrastructure — Supabase (database, login and file storage; hosted in the EU, Frankfurt region), Vercel (website hosting and delivery; global network, USA-based), and a second Supabase instance used for our support knowledge base.
• Payments & accounting — Stripe (payment processing; USA-based, with EU entities) and Intuit QuickBooks (invoicing for partner commissions; USA).
• Email & messaging — Resend (transactional email delivery, including attachments such as invoices; USA), Meta WhatsApp Cloud API (WhatsApp message delivery and verification codes; USA), our self-hosted WhatsApp inbox (Chatwoot) and messaging gateway (hosted with DigitalOcean).
• AI providers — Anthropic and OpenAI (USA), for the features described in section 5.
• Analytics & advertising (only with your consent) — Google Analytics 4 and Meta (Pixel and Conversions API), as described in the Cookies section.
• Internal operations — Slack (internal notifications to our team, which can include your name and request details; USA), Airtable (operational syncing of selected lead data; USA), Google Workspace (our support mailbox and calendar, where your emails to us are received and processed; USA), and Sentry (error monitoring; configured to minimise personal data; USA).
• Content & maps — Google Maps and Mapbox (showing property locations; only property addresses are shared) and Cloudflare Stream (video hosting).
• Lead sources — Property Finder (UAE), from which we receive enquiries you submitted there about our listings.
• Backups — Cloudflare R2 (encrypted off-site backups of our database and files).

7. International transfers

Our platform and database are hosted in the European Union (Frankfurt region). As the list above shows, several of our service providers (including our AI, email, analytics and messaging providers) process data in the United States. Where personal data is transferred outside the UAE, we rely on appropriate safeguards and only work with providers that maintain recognised data-protection standards, in line with the PDPL.

8. How long we keep it

We keep personal data for as long as your account is active and, after that, for as long as we need it to meet legal, tax and accounting obligations (generally up to 5 years for financial records, and the periods required by UAE anti-money-laundering rules for KYC records). Waitlist and enquiry data is kept until you ask us to remove it or it is no longer relevant. Our encrypted backups are kept on a rolling schedule: daily backups for 30 days, plus longer-term monthly snapshots. We are in the process of defining fixed retention periods for each category of data; until then, if you want specific data removed, please contact us and we will handle it individually.

9. Your rights

Under the PDPL you may request to access, correct, or delete your personal data; restrict or object to certain processing; receive a copy of the data you provided; and withdraw consent at any time. You can correct most of your profile data yourself in your portal settings. For everything else, contact us at info@propertysuite.ae and we will handle your request personally. Please note that we currently process access, export and deletion requests manually rather than through a self-service tool, so they can take some time; deleted data may also persist for a limited period in our encrypted backups before it is overwritten. Where we must keep certain records by law (for example KYC or tax records), we will tell you. We will respond within the timeframes required by law. You may also lodge a complaint with the UAE Data Office.

10. Job applicants

If you apply for a role with us, we process your application data (name, contact details, CV, links and answers) to run the recruitment process. Two things we specifically want you to know:

• AI-assisted review. A member of our team may use an AI model (Anthropic, USA) to read your CV and application and produce a first assessment. This assessment is a suggestion only: no application is rejected automatically, and every hiring decision is made by a person.
• Advertising measurement. If you accepted marketing cookies on our site, we send a conversion signal to Meta when you submit an application (a hashed version of your email address, never plain text), so we can measure whether our job ads work. This never includes your CV or application content.

Application data is kept while the recruitment process runs and is not deleted automatically afterwards; you can request deletion at any time via info@propertysuite.ae.

11. Cookies

We use cookies for three purposes: keeping you signed in, remembering your cookie choice, and, only if you consent, measuring how our platform and advertising perform. Nothing outside the essential category loads until you actively accept it.

• Essential, always on. Sign-in and session cookies from our authentication provider (Supabase), and ps_consent, which stores your cookie choice for 12 months. Required to operate the platform securely. Not subject to the choice below.
• Analytics, only with your consent. Google Analytics 4 sets _ga and related cookies to measure how the platform is used, so we can improve it. Provider: Google. Legal basis: your consent. Retained for the period set by Google, and only for as long as you keep the analytics choice switched on.
• Marketing, only with your consent. Meta (Facebook Pixel and Conversions API) sets _fbp and _fbc, and for some events receives a hashed version of your email address, never in plain text, to measure and improve our advertising. Provider: Meta. Legal basis: your consent. Retained for the period set by Meta, and only for as long as you keep the marketing choice switched on.

Analytics and marketing cookies are blocked by default and only load after you accept them in the cookie banner. You can change or withdraw your choice at any time via Cookie Settings below.

12. How we protect your data

Data is encrypted in transit, access is restricted by row-level security so each user can only see their own records, and we maintain encrypted off-site backups. We continually review our security measures, but no system can be guaranteed completely secure.

13. Children

PropertySuite is intended for users aged 18 and over and is not directed at children.

14. Changes to this policy

We may update this policy from time to time. Material changes will be communicated through the platform, and the “last updated” date above will reflect the latest version.