What information do we collect about you?

We collect several types of information about visitors to our website and/or users of our products and services. We may collect this information either directly when you provide it to us or automatically as you navigate through the website or our applications.

• organisation and personal contact details
• user email addresses
• IP addresses
• device, operating system and browser
• agency system users
• payment information (via a third party)

We collect your organisation and contact details

When your account is set up we record organisation and user details. This information is collected on the basis of contractual necessity to allow us to provide the requested service to you. 

We will also send regular product updates to all system users (active and suspended users) and also to users on expired and ceased accounts, as product enhancements in the form of new features or enhancements to existing features often results in former users returning at a later date. Current users are contacted on the basis of contractual obligation, and previous users are contacted on the basis of legitimate interest.

Any user can unsubscribe from these product updates at any time by clicking the Unsubscribe link which is present on all such communications. 

We collect your email address

If you subscribe to our company and product newsletter via our website, we collect your email address in order to provide this subscription service to you. 

This information is collected on the basis of consent, and you can unsubscribe at any time by clicking the Unsubscribe bottom in the footer of all newsletter communications. 

We collect your IP address

When you visit your website to sign up for a free trial, we collect your Internet Protocol (IP) address so that we can determine which country you are visiting from. Our software is currently only available for use in the Irish Republic and Northern Ireland. We have deliberately disabled access to regions outside of these countries for a number of reasons:

• the software is not compatible with currencies other than GBP and EUR
• the software is not available in languages other than English
• we have identified attempts to gain unauthorised access from certain regions outside Europe

We will soon be rolling out a feature whereby repeated invalid login attempts will result in the user being locked out of the account for a period of 30 minutes. This is a security measure to prevent and detect unauthorised access, and IP addresses are used to highlight approximate regional information about the login attempts to help users identify any unauthorised access attempts. 

This information is collected on the basis of legitimate interest to provide the system with an adequate level of security. 

We process data relating to your access device, browser and operating system

When accessing our website and applications, we log the type of device, the operating system on that device, and the browser used to access the site.  Our access logs also record the pages which have been accessed by users, and the browsing behaviour within these pages, in order for us to profile the application performance and deliver an improved service to users based on usage patterns and personal preferences. 

We also use analytics services (Google Analytics), as explained in our cookie policy, to help us to deliver a better and more personalised service to users by enabling us to estimate usage patterns, customise our Services according to your individual preferences, and to speed up your searches.

We do not request, access, or track any location-based information from your mobile device at any time while accessing our website or application, other than the IP address mentioned in the previous section above.

This data is collected on the basis of legitimate interest in order to allow us to analyse and improve application performance across a wide range of devices, browsers and software operating systems. The data is also used to help troubleshoot issues which may arise on particular user devices.

 We process payment information via a third party

We collect recurring (typically monthly) payments for subscriptions to our products, and ad-hoc payments for one-off purchases such as SMS text credits or custom development.

These payments are processed via our third party payment processor, GoCardless, for direct debit mandates. Your payment details are not stored within our own internal systems.

All payment information is stored only on the secure third-party processing service provider platforms; we do not store accessible payment data. Where payment details are sent directly to us from customers via email (not recommended) these are deleted from our systems immediately. 

This information is processed by our sub-processors on the basis of contractual necessity in order to receive payment for services provided. 

We collect information about your staff account users

All user accounts on the system will have email addresses collected and processed in order to 

These email addresses are also processed by our email delivery provider, Postmark, to perform delivery of any email communications initiated from within our products, e.g. sending statements to landlords, tenants, suppliers, etc, to grant additional user account access, or to raise support tickets to our helpdesk team. 

This information is processed by Affinity, and additionally processed by our sub-processors on the basis of contractual necessity in order to allow emails to be sent from within the system to your customers and to our admin teams.