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Privacy policy
1. Introduction
Welcome to our Privacy Policy (“policy”). This Privacy Policy explains how Reapit and PayProp collect, use and protect personal information when we act as a data controller. This includes personal information collected through our websites, marketing activities, business development activities and certain product usage tracking. In this policy, “personal information” means information that can be associated with you or another specific person and can be used to identify you or that person, either directly or indirectly. We respect your privacy and take the protection of personal information very seriously.
We provide software and related services to businesses in the real estate industry (“services”).
2. Who are we?
Where we use the words “we”, “our”, or “us” we mean,
- Reapit Ltd. (Company number:03483017), a private company limited by shares, registered in England and Wales and registered office address at 67 – 74 Saffron Hill, EC1N 8QX London, United Kingdom (Reapit);
- PayProp Ltd. (Company number:05405100), a private company limited by shares, registered in England and Wales and registered office address at 44 London Road, Sevenoaks, United Kingdom (PayProp); or
- both parties where the context refers to the parties operating as joint controllers.
Both parties are part of the Reapit Group (RPL Parent Ltd – Company number: 15303707).
The company responsible for your personal information will usually be the company named:
- on the website you use;
- in the terms and conditions that apply to you or your company; or
- in communications we send to you.
In most cases, we act as a data processor. This means we process personal information on behalf of our customers and in line with their instructions, for example where customers use our platforms to manage their own data. In some cases, we act as a data controller. This means we decide why and how personal information is used. This policy only applies where we act as a data controller.
3. Who does this policy apply to?
We operate several websites including www.payprop.com/uk and www.reapit.com. This policy applies to you if you:
- browse our websites;
- are mentioned on our website;
- submit an enquiry through our website; or
- ask to receive communications from us.
This policy does not apply to you if you are a job applicant, employee, agent or contractor. We provide those individuals with a separate privacy policy.
4. What processing does this policy cover?
This policy applies to personal information we use for our own purposes, including website management, marketing and business development. It also applies where we track how users interact with our services to improve user experience and product performance. We rely on our legitimate interests for this processing, and you can opt out of this tracking within our platform at any time.
This policy does not apply to:
- the personal information that our customers control and process via our services;
- services other companies or individuals offer;
- any processing activities performed by other companies and organisations who advertise our services; or
- any third party operating any website to which our websites may contain a link.
5. Your acknowledgement, choices, and effects of those choices
When you provide personal information to us, we will process it as described in this policy. Where consent is required, we will ask for it separately. It will be very difficult and, in some cases, even impossible for us to provide you services if you refuse to allow us to process your information. If you do not accept the practices described in this policy you must not provide us with any personal information.
Where we rely on your consent to process personal information, you can withdraw that consent at any time by contacting us at dpo@reapit.com or dpo@payprop.co.uk, depending on which company is relevant to your request. If Reapit and PayProp act as joint controllers, dpo@reapit.com is our joint controller contact point, but you may contact either company.
If you withdraw your consent to our processing of your information, we may no longer be able to provide some or all of the relevant services to you. If we process your information under another lawful basis, such as contract or legal obligation, we may need or be required to keep using or storing that information.
6. What information do we collect and why?
Website and usage information
When you visit our websites, we may collect technical and usage information, such as browser type, language preference, referring website, and the date and time of your visit. Some of this information may not identify you directly, but it helps us understand how you use our websites and improve their performance.
We use this information to:
- improve how our websites work;
- understand how visitors use our websites;
- analyse website trends and performance; and
- identify which pages, features or services are most used.
From time to time, we may share or publish aggregated reports about website usage trends. These reports do not identify individuals and cannot be linked back to you.
Personal information
We collect personal information when you choose to interact with us, for example by contacting us, requesting information, arranging a demonstration, or using our websites. We only collect and use personal information that we need for the purposes described in this policy.
The table below explains what personal information we use, where it comes from, why we use it, and our lawful basis for using it.
What we use and where it comes from | Why we use it | Our lawful basis |
|---|---|---|
Publicly available business contact information, such as your name, role, employer, business email address or telephone number, where available from public sources. | To contact businesses to enquire whether they are interested in using our services. | Our legitimate interests in promoting our services and developing business relationships. |
Contact and enquiry information you provide to us, such as your name, contact details, job title, organisation and enquiry details. | To respond to enquiries, arrange demonstrations, manage our relationship with you or your organisation, and provide requested information. | Contract or steps before entering into a contract; and our legitimate interests in managing customer and prospective customer relationships. |
Marketing preferences and contact details. | To send marketing communications, reports, insights or other materials you have requested or may reasonably expect to receive. | Consent. |
Information needed for legal, regulatory or security purposes. | To comply with legal obligations, respond to public authorities, protect our systems and users, and manage legal claims. | Legal obligation; legitimate interests; and, where applicable, public interest. |
Technical information collected when you visit our websites, such as your IP address, device information, browser information and website usage data. |
For further information, please see our Cookie Policy. | Our legitimate interests, namely monitoring and improving our website and services, and your consent whenever required. |
Information you provide to Reapit or PayProp where we act as joint controllers. | To send you relevant marketing about services similar to those you have asked us about, where permitted by law. | Our legitimate interests, namely the pursuit of our own marketing and business development efforts, or your consent whenever required. |
7. Who we share your personal information with and why
Reapit and PayProp may act as joint controllers where both companies jointly decide how and why your personal information is used. This may happen where you provide information to either Reapit or PayProp and that information is used by both companies for the purposes described in the table above. Where consent is required, either Reapit or PayProp may ask for it on behalf of both companies.
The table below explains who else we may share your personal information with, why we share it, and our lawful basis for doing so.
Who we share it with | Why we share it | Our lawful basis |
|---|---|---|
Companies within the Reapit Group including affiliated companies. | To provide and promote our services, manage customer and prospective customer relationships, and support business development reporting. | Our legitimate interests in managing our group business, promoting our services and supporting customer relationships; contract or steps before entering into a contract with our customers; and consent where required. |
Suppliers and service providers, such as CRM providers, hosting providers, analytics providers and marketing agencies. | To help us provide our services, manage enquiries and customer relationships, send marketing communications, and operate our websites and systems. | Contract or steps before entering into a contract with our customer; and our legitimate interests in operating our business, providing our services and promoting them. Consent where required. |
Professional advisors, such as accountants and lawyers. | Only when necessary, limited to what is necessary.ATo obtain legal, financial, tax, audit, insurance or other professional advice, and to manage legal claims or business administration. | Our legitimate interests in administering our business, obtaining professional advice and managing legal claims; and legal obligation where applicable. |
Public authorities, such as regulators, law enforcement authorities, and HMRC. | To comply with legal obligations or respond to lawful requests from public authorities. | Legal obligation. |
We do not sell your personal information. We will only use it for a new purpose where permitted by law and, where required, we will ask for your consent.
8. Internal access to your personal information
We only give staff access to personal information where they need it for their role and for the purposes described in this policy. Staff with access to personal information are required to follow our data protection and confidentiality obligations, and receive appropriate guidance on handling personal information.
9. Your rights
If you have an account with us, you may be able to access and update some of your personal information through that account. You can also contact us to exercise your data protection rights.
Under data protection law, and subject to certain conditions, you may have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct inaccurate or incomplete personal information;
- ask us to delete your personal information, although we may not always be able to do so, for example where we need to keep it to comply with the law, manage legal claims or fulfil a contract;
- ask us to restrict how we use your personal information;
- object to how we use your personal information;
- withdraw your consent, where we rely on consent to use your personal information;
- ask us to provide your personal information in a structured, commonly used and machine-readable format, or transfer it to another organisation where technically feasible; and
- complain to a data protection supervisory authority.
To exercise your rights, please contact dpo@reapit.com or dpo@payprop.co.uk, depending on which company is relevant to your request. If your request relates to personal information used jointly by Reapit and PayProp, dpo@reapit.com is our joint controller contact point. You may also contact either company directly.
If you are a tenant, landlord, or owner, please contact your managing agent to exercise your data protection rights. This policy does not apply to personal information processed by your managing agent in connection with its relationship with you, or which we process on behalf of a managing agent.
We will respond to requests about your rights without undue delay and within one month of receiving your request. If your request is complex or you have made several requests, we may extend this period by up to two further months. We will let you know if we need more time. If a request is manifestly unfounded or excessive, for example because it is repetitive, we may charge a reasonable fee or refuse to act on it. If we have reasonable doubts about your identity, we may ask for additional information to confirm who you are before responding to your request.
We do not use profiling or automated decision-making that produces legal or similarly significant effects about you. You can find more information about your rights on the Information Commissioner’s Office website, available here.
10. Keeping your information up to date
You must ensure that information you provide to us is accurate, up to date, and lawful. If your email address or telephone number changes, please let us know. If you have an account with us, you may also be able to update your contact details in your account.
If you provide us with personal information about another person, you must make sure you are allowed to share it with us and that, where required, you have told that person how their information will be used.
11. How long do we keep your information?
We have an internal data retention policy. We keep personal information only for as long as we need it for the purposes described in this policy, unless we need to keep it for longer to comply with the law, respond to a court or regulator, manage legal claims, or keep records for audit, statistical or archiving purposes where permitted by law.
When deciding how long to keep personal information, we consider the type of information, why we collected it, any legal or regulatory requirements, and whether we need it to manage legal claims or business records.
12. How we protect your information
We have an internal information security policy. We use technical and organisational measures designed to protect personal information against unauthorised access, unlawful use, accidental loss, destruction or damage.
We also require relevant suppliers to maintain appropriate security standards. Our security measures are intended to support the confidentiality, integrity, availability and resilience of the systems and services used to process personal information.
13. International transfers
Some of our group companies, suppliers and service providers are located in countries outside the UK and the European Economic Area (‘EEA’). To provide our services, operate our websites, manage our business and carry out the purposes described in this policy, we may need to transfer personal information to those countries.
Data protection laws in those countries may differ from those in your country.
This may include transfers to group companies in countries such as the United States, Canada, Ireland, Switzerland, Denmark, South Africa, Australia and New Zealand. We may also transfer personal information to suppliers and service providers who support our websites, systems, marketing, analytics, security, customer relationship management and other business activities described in this policy.
Where required by data protection law, we use appropriate safeguards for international transfers, such as adequacy decisions, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, the EU Standard Contractual Clauses, or other safeguards permitted by law. These safeguards are intended to protect your personal information and your data protection rights. We take steps to ensure that personal information transferred to overseas group companies is protected in line with applicable data protection law.
14. Newsletter
If you have provided your email address to us, we may occasionally send you information about our services, new features, industry insights or opportunities for you to provide feedback. We primarily use uk.payprop.com or www.reapit.com to communicate this type of information, and we expect to keep these communications to a minimum.
You can unsubscribe from marketing communications at any time by using the unsubscribe link included in those communications. Please note that even if you unsubscribe from marketing communications, we may still send you important administrative, service, or legal notices where necessary.
15. Advertising and Cookies
We may work with advertising partners who use cookies or similar technologies to help deliver and measure relevant advertising. These technologies may collect information about your use of our websites and other websites.
For information about how we use cookies and similar technologies, please see our Cookie Policy.
16. Changes
We may update this policy from time to time to reflect changes in our business, services, legal requirements or data processing activities. Where appropriate, we will notify you of material changes. We encourage you to review this policy regularly so that you remain informed about how we use personal information. Your continued use of our websites after any non-significant change to this Policy will constitute your acceptance of such change.
If we buy, sell, merge, restructure or transfer all or part of our business, personal information may be transferred as part of that transaction where permitted by law.
17. Contact
If you have any questions about this policy or how we use personal information, please contact:
You can also contact us through the relevant website using the “Contact us” form.
If you have any concerns about how we use your personal information, please contact us first so that we can try to resolve them. If you remain dissatisfied, you may also complain to the Information Commissioner’s Office.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated: 20 July 2026