ProspectOS Privacy Policy

ProspectOS is a trading name of PROSPECTOS LTD, a private limited company registered in England and Wales under company number 11491234.

Registered office

Email: hello@prospectos.co.uk

In this Privacy Policy, “ProspectOS”, “we”, “us” and “our” means PROSPECTOS LTD trading as ProspectOS.

© 2026 ProspectOS. All rights reserved. Made for UK estate and lettings agents.

This Privacy Policy applies to personal data we process through:

• The ProspectOS website.
• Demo booking forms.
• Contact forms.
• Patch checkers, ROI calculators, blueprint questionnaires and website tools.
• Marketing emails and sales communications.
• The ProspectOS platform.
• User accounts.
• Customer support.
• Billing and subscriptions.
• Campaign, letter, postcard and automation tools.
• Landlord, property, pipeline and insight tools.
• Events, webinars, resources, guides and downloads.
• Any other ProspectOS services that link to this Privacy Policy.

This Privacy Policy does not replace the privacy policy of an estate agency, lettings agency or customer that uses ProspectOS to run its own campaigns. Where one of our customers uses ProspectOS to contact you, that customer may also be responsible for explaining how it uses your personal data.

Depending on the situation, ProspectOS may act as a controller, processor or independent controller.

3.1 When we act as controller

We are usually the controller when we decide why and how personal data is used. This includes personal data relating to:

• Website visitors.
• Demo enquiries.
• Sales leads.
• Marketing contacts.
• Platform account users.
• Billing contacts.
• Support contacts.
• Product usage, security, analytics and account administration.
• Our own business records.
• Our own compliance, legal and security obligations.

3.2 When we act as processor

We may act as processor when we process personal data on behalf of a customer, such as an estate agency or lettings agency using ProspectOS. This may include:

• Customer uploaded campaign data.
• Customer campaign recipient data.
• Customer templates and mail merge data.
• Customer pipeline records.
• Customer notes and follow up records.
• Customer user generated content.
• Customer suppression lists.
• Customer campaign instructions.

Where we act as processor, we process that data in accordance with our customer’s instructions and our Data Processing Schedule.

3.3 Property intelligence and third party data

ProspectOS may process property, market, ownership, listing, Land Registry related, landlord and campaign intelligence data from a combination of public sources, official records, third party suppliers, customer input and platform activity.

Depending on the source and use of that data, ProspectOS may act as an independent controller, processor, data provider or separate controller.

We may collect and process the following types of personal data.

4.1 Website visitor data

When you visit our website, we may collect:

• IP address.
• Device type.
• Browser type.
• Operating system.
• Pages visited.
• Time spent on pages.
• Referring website or advert.
• Cookie identifiers.
• Approximate location derived from technical data.
• Interaction data, such as clicks, scrolls and form starts.

4.2 Enquiry and demo booking data

When you complete a form, book a demo, request a walkthrough, use a website tool or contact us, we may collect:

• Name.
• Work email address.
• Phone number.
• Agency name.
• Job title.
• Branch location.
• Website address.
• Postcodes or territories of interest.
• Whether your agency is sales, lettings or both.
• Current software provider.
• Software contract end date, if provided.
• Your message, enquiry or request.
• Your marketing preferences.
• Any other information you choose to provide.

4.3 Platform account user data

If you use the ProspectOS platform, we may collect:

• Name.
• Email address.
• Phone number.
• Job title.
• Agency name.
• Branch assignment.
• User role and permissions.
• Login details.
• Authentication data.
• Avatar or profile image, if uploaded.
• Account settings.
• Notification preferences.
• Activity logs.
• Session data.
• Device and browser data.
• IP address.
• Security events.
• Support requests.
• Product usage data.

4.4 Billing and subscription data

For billing, payment and account administration, we may collect:

• Billing contact name.
• Billing email address.
• Billing address.
• Company details.
• Subscription plan.
• Payment status.
• Invoice history.
• VAT information.
• Wallet and credit purchase history.
• Add on purchases.
• Payment method references.
• Direct Debit or card payment metadata provided by our payment processor.

We do not usually store full card numbers. Card and payment details are normally processed by our payment processor.

4.5 Customer content and campaign data

When a customer uses ProspectOS, the platform may process:

• Campaign templates.
• Letter and postcard content.
• Mail merge fields.
• Recipient names.
• Recipient addresses.
• Property addresses.
• Campaign send history.
• QR scan activity.
• Response records.
• Pipeline records.
• Enquiry records.
• Valuation records.
• Follow up tasks.
• Notes entered by users.
• Won or lost instruction records.
• Attribution records.
• Suppression and do not contact records.

4.6 Property, landlord and market data

ProspectOS may process property and market related information, including:

• Property address.
• Postcode.
• Property type.
• Listing status.
• Listing agent.
• Price history.
• Days on market.
• Sales or lettings status.
• Ownership indicators.
• Land Registry related information.
• Correspondence address where available.
• Landlord or owner name where available.
• Portfolio indicators.
• Market movement signals.
• Propensity indicators.
• Competitor activity.
• Campaign history linked to a property.
• Pipeline activity linked to a property.

Some of this data may relate to individuals, such as homeowners, landlords or sole traders.

4.7 Support and communication data

When you contact us for support or communicate with us, we may process:

• Name.
• Contact details.
• Account details.
• Support messages.
• Call notes.
• Email content.
• Chat content.
• Attachments.
• Screenshots.
• Issue history.
• Resolution notes.
• Feedback.

4.8 Marketing data

If you interact with our marketing, we may process:

• Contact details.
• Agency details.
• Role and interests.
• Website activity.
• Email open and click data.
• Event attendance.
• Resource downloads.
• Demo requests.
• Lead source.
• Sales status.
• Communication preferences.
• Suppression and unsubscribe records.

We collect personal data in the following ways.

5.1 Directly from you

This includes when you:

• Complete a form.
• Book a demo.
• Contact us.
• Create an account.
• Use the platform.
• Buy a subscription or credits.
• Upload content.
• Send a support request.
• Subscribe to marketing.
• Attend an event or webinar.
• Download a guide or resource.

5.2 From your agency or employer

If your agency creates an account, invites you as a user or gives you access to ProspectOS, we may receive your name, email address, role, branch assignment and permission level from that agency.

5.3 From platform activity

We collect information as you use ProspectOS, including logins, actions taken, campaigns created, templates edited, records viewed, sends approved, notes added, settings changed and support activity.

5.4 From public and third party sources

We may receive or obtain data from:

• Public property listing sources.
• Land Registry related sources.
• Data providers.
• Business directories.
• Companies House.
• Estate agency websites.
• Publicly available online sources.
• Marketing data providers.
• Analytics providers.
• CRM or integration partners, where authorised.

5.5 From customers

Our customers may upload, enter, generate or instruct us to process personal data through ProspectOS.

We only use personal data where we have a lawful basis under UK data protection law.

The main lawful bases we rely on are:

• Contract.
• Legitimate interests.
• Consent.
• Legal obligation.

The sections below explain how we use personal data.

We use website visitor, enquiry and demo booking data to:

• Operate the website.
• Respond to enquiries.
• Book demos and walkthroughs.
• Provide requested resources.
• Run website tools.
• Understand website performance.
• Improve user experience.
• Protect the website from misuse.
• Follow up with relevant business communications.

Lawful bases:

• Legitimate interests, to operate and improve our website, respond to business enquiries and market our services to relevant business contacts.
• Consent, where required for certain cookies, tracking or marketing.
• Contract, where your enquiry relates to a service you are buying or using.
• Legal obligation, where we need to keep records or comply with law.

We may use personal data to:

• Send requested information.
• Follow up demo requests.
• Send product updates.
• Send marketing emails.
• Invite you to events or webinars.
• Share guides, resources and relevant content.
• Record marketing preferences.
• Maintain suppression lists.
• Measure campaign performance.
• Improve our sales process.

Lawful bases:

• Legitimate interests, to promote ProspectOS to relevant business contacts and agencies.
• Consent, where required by law or where you have opted in.
• Legal obligation, to maintain opt out and suppression records.

You can opt out of marketing emails at any time by using the unsubscribe link in our emails or contacting hello@prospectos.co.uk.

We use account user data to:

• Create and manage user accounts.
• Authenticate users.
• Assign roles and permissions.
• Manage branch access.
• Provide platform features.
• Personalise user settings.
• Send service notifications.
• Maintain account security.
• Keep activity logs.
• Provide support.
• Enforce our Terms.
• Improve the platform.

Lawful bases:

• Contract, to provide the Services.
• Legitimate interests, to administer accounts, improve the platform and protect our business.
• Legal obligation, where we must keep records or comply with law.

We use billing and subscription data to:

• Set up subscriptions.
• Process payments.
• Issue invoices.
• Manage wallet and credits.
• Administer refunds.
• Manage add ons.
• Handle failed payments.
• Keep financial records.
• Detect fraud or misuse.
• Comply with tax and accounting obligations.

Lawful bases:

• Contract, to provide paid services.
• Legal obligation, for accounting, tax and financial records.
• Legitimate interests, to manage payment risk, disputes, fraud and commercial records.

We process campaign data to:

• Create campaign templates.
• Generate letters and postcards.
• Apply mail merge fields.
• Queue, approve, print and dispatch campaigns.
• Run automations.
• Apply spend controls.
• Apply duplicate send checks.
• Apply own listing safety controls.
• Maintain suppression records.
• Track campaign performance.
• Record QR scans, replies and interactions.
• Attribute responses and instructions.
• Maintain audit logs.

Lawful bases:

• Contract, to provide the campaign tools to our customers.
• Legitimate interests, to operate campaign workflows, prevent misuse and measure platform performance.
• Legal obligation, where records are needed for compliance.
• Processor role, where we process campaign data on behalf of a customer.

Where a customer uses ProspectOS to send a campaign, that customer is responsible for ensuring it has a lawful basis to contact the recipient and for complying with direct marketing laws.

We may process property, landlord and market data to:

• Provide property intelligence.
• Show properties on the map.
• Identify market movement.
• Detect listing status changes.
• Show competitor activity.
• Identify landlord and ownership indicators.
• Support Land Registry related workflows.
• Support postcode and territory insights.
• Create propensity indicators.
• Support campaign targeting.
• Support pipeline and valuation workflows.
• Produce reports and analytics.
• Improve data quality.

Lawful bases:

• Legitimate interests, to provide property intelligence, market analysis and prospecting tools to UK estate and lettings agencies.
• Contract, where processing is needed to provide the Services to customers.
• Legal obligation, where required by law.
• Processor role, where we process data on behalf of a customer.

Our legitimate interests include helping estate and lettings agencies understand their territory, identify relevant property opportunities, avoid wasted marketing spend, manage campaigns and measure commercial outcomes. We balance these interests against the rights and freedoms of individuals.

We process pipeline and opportunity data to:

• Help customers manage prospects.
• Track enquiries.
• Track follow ups.
• Book and manage valuations.
• Record won and lost outcomes.
• Attribute campaign activity.
• Produce reports.
• Support customer account management.
• Maintain audit records.

Lawful bases:

• Contract, to provide platform features.
• Legitimate interests, to support customer workflows and improve reporting.
• Processor role, where we process data on behalf of a customer.

We use support and communication data to:

• Respond to support requests.
• Troubleshoot issues.
• Provide onboarding.
• Train users.
• Improve help content.
• Record customer feedback.
• Monitor service quality.
• Investigate complaints.
• Resolve billing or account issues.

Lawful bases:

• Contract, to provide support for the Services.
• Legitimate interests, to manage customer relationships and improve service quality.
• Legal obligation, where we need to handle complaints or keep records.

We process technical, usage and account data to:

• Protect accounts.
• Detect unauthorised access.
• Monitor suspicious activity.
• Investigate security incidents.
• Maintain audit logs.
• Enforce permissions.
• Prevent misuse of data.
• Prevent payment fraud.
• Protect the platform and our customers.
• Comply with legal obligations.

Lawful bases:

• Legitimate interests, to protect our platform, customers, data and business.
• Legal obligation, where security or reporting obligations apply.
• Contract, to provide a secure service.

We may use cookies and similar technologies on our website and platform.

Cookies may be used for:

• Essential website functionality.
• Login and session management.
• Security.
• Preference storage.
• Analytics.
• Marketing performance.
• User experience improvement.

Some cookies are essential. Others require consent. More information will be set out in our Cookie Policy.

We may send marketing communications to business contacts where permitted by law.

You can opt out of marketing at any time by:

• Clicking unsubscribe in our emails.
• Emailing hello@prospectos.co.uk.
• Updating your preferences where available.

If you opt out, we may keep your details on a suppression list so we know not to contact you again for marketing.

Service messages, billing notices, security alerts and important account communications are not marketing and may still be sent where needed.

ProspectOS may help customers send postal marketing, letters or postcards.

Where a customer chooses the recipient, content and purpose of a postal campaign, that customer is usually responsible for ensuring the campaign is lawful and for handling any direct marketing objections.

If you receive a letter, postcard or campaign sent by one of our customers, you should usually contact the agency named in that campaign to exercise your rights or object to future contact.

You can also contact us at hello@prospectos.co.uk, and where appropriate we will help route your request or assist our customer.

ProspectOS may generate scores, rankings, propensity indicators, recommendations, confidence levels, next best actions or opportunity labels.

These features are designed to support human decision making. They do not make legally binding decisions about individuals on their own.

Customers remain responsible for deciding:

• Which properties to review.
• Which campaigns to send.
• Which people or properties to contact.
• What message to send.
• Whether to add a record to pipeline.
• Whether to treat an opportunity as won, lost or active.

If we introduce automated decision making that has a legal or similarly significant effect on individuals, we will update this Privacy Policy and provide appropriate safeguards.

ProspectOS is not designed for the collection or use of special category data, such as health data, religious beliefs, political opinions, ethnicity, trade union membership or sexual orientation.

Customers and users should not upload special category data unless:

• It is strictly necessary.
• They have a lawful basis and condition for processing.
• They have completed any required assessments.
• They have notified us where required.
• We have agreed where required.

We may share personal data with:

• Hosting providers.
• Cloud infrastructure providers.
• Database providers.
• Payment processors.
• Accounting and billing providers.
• Email providers.
• Customer support tools.
• Analytics providers.
• Security providers.
• Printing and postage partners.
• Data suppliers.
• Land Registry related suppliers.
• Mapping providers.
• Communications providers.
• CRM and sales tools.
• Professional advisers.
• Insurers.
• Regulators, courts, law enforcement or public authorities where required.
• Purchasers, investors or advisers in connection with a business sale, merger, restructuring or investment.

We require service providers to protect personal data and use it only for authorised purposes.

Payments may be processed by third party payment providers.

Those providers may process payment data as independent controllers or processors depending on the payment method and their own terms.

We do not usually store full card numbers or bank details inside ProspectOS.

Where customers use ProspectOS to send letters or postcards, we may share campaign print files, recipient names, recipient addresses, return addresses, branch details and campaign metadata with print and postage partners.

This is necessary to produce, process and dispatch campaigns.

Where the platform uses property, ownership, landlord or Land Registry related data, we may share or receive data from relevant suppliers.

Supplier data may be subject to licence terms, restrictions and availability limits.

Some of our suppliers may process personal data outside the United Kingdom.

Where personal data is transferred outside the UK, we will take steps designed to protect it in accordance with UK data protection law. This may include:

• Using countries recognised as providing adequate protection.
• Using the UK International Data Transfer Agreement.
• Using the UK Addendum to standard contractual clauses.
• Applying other lawful transfer safeguards.

We keep personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy.

Retention periods may depend on:

• The type of data.
• The purpose of processing.
• The customer relationship.
• Contract requirements.
• Legal and accounting obligations.
• Security requirements.
• Dispute handling.
• Data provider requirements.
• Whether deletion has been requested.
• Whether we need to keep suppression records.

Typical retention periods include:

• Website analytics data: retained according to our analytics and cookie settings.
• Enquiry and demo data: usually retained for up to 24 months after last meaningful contact, unless you become a customer or we need to keep it longer.
• Marketing suppression records: kept for as long as needed to respect your opt out.
• Customer account data: kept for the life of the customer account and for a reasonable period afterwards.
• Billing, invoice and payment records: usually kept for at least 6 years for accounting and tax purposes.
• Support records: kept for as long as needed to manage the relationship, resolve issues and maintain audit history.
• Campaign and audit records: kept for as long as needed for reporting, compliance, billing, dispute handling and customer audit purposes.
• Security logs: kept for a period appropriate to security monitoring and incident investigation.
• Customer Data processed as processor: retained in accordance with our customer agreement, Data Processing Schedule and customer instructions.

We may anonymise data so it no longer identifies an individual. Anonymised data may be kept for analytics, research, product improvement and reporting.

We use appropriate technical and organisational measures designed to protect personal data.

These may include:

• Access controls.
• User permissions.
• Authentication controls.
• Encryption in transit.
• Secure hosting.
• Monitoring and logging.
• Backups.
• Supplier due diligence.
• Staff confidentiality.
• Security procedures.
• Incident response processes.
• Role based access.
• Account activity records.

No system is completely secure. You are responsible for keeping your login details secure and ensuring users in your agency are given appropriate permissions.

Under UK data protection law, you may have the following rights:

• The right to be informed about how your personal data is used.
• The right of access to your personal data.
• The right to rectification of inaccurate personal data.
• The right to erasure of your personal data.
• The right to restrict processing.
• The right to data portability.
• The right to object to processing.
• The right to object to direct marketing.
• The right to withdraw consent where we rely on consent.
• Rights relating to automated decision making, where applicable.

These rights are not absolute and may depend on the circumstances.

To exercise your rights, contact us at hello@prospectos.co.uk.

Please include enough information to help us identify you and understand your request.

We may need to verify your identity before responding.

If your request relates to data controlled by one of our customers, such as an estate agency using ProspectOS to contact you, we may direct you to that customer or assist them in responding.

You have the right to object to direct marketing at any time.

If you object to our marketing, we will stop sending marketing to you.

If you object to marketing sent by one of our customers, you should contact the customer named in the campaign. You can also contact us and we will help where appropriate.

If you have concerns about how we use personal data, please contact us first so we can try to resolve the issue.

Email: hello@prospectos.co.uk

You also have the right to complain to the UK supervisory authority, the Information Commissioner’s Office.

You can find complaint information on the ICO website.

ProspectOS is a business to business service for estate and lettings agencies. It is not intended for children.

We do not knowingly collect personal data from children through the website or platform.

Our website and platform may contain links to third party websites, services or resources.

We are not responsible for the privacy practices of third party websites or services. You should read their privacy policies before providing personal data to them.

We may update this Privacy Policy from time to time.

When we make changes, we will update the “Last updated” date at the top of this page.

Where changes are material, we may provide additional notice through the website, platform or email.

For privacy questions, data protection requests, marketing opt outs, complaints or general enquiries, contact:

Email: hello@prospectos.co.uk

Company number: 11491234

Registered in: England and Wales

Trading name: ProspectOS

© 2026 ProspectOS. All rights reserved. Made for UK estate and lettings agents.