Last updated: 13 October 2026
1. Who we are
PropShield is provided by Retail Shield Group ("we", "us"). For the website and for agency accounts, we are the data controller. When agencies store details of their landlords, tenants and contractors in PropShield, the agency is the controller and we process that data on its behalf.
2. What we collect
- Account details — name, email, phone and role.
- Enquiries — details you send through our contact or demo forms.
- Agency records — property, tenancy, repair, compliance and financial information agencies enter.
- Usage — pages visited on our website, using an anonymous visitor identifier.
3. How we use it
- To provide, secure and support the service.
- To reply to enquiries and arrange demos.
- To bill agencies for their subscription.
- To meet legal and tax obligations.
4. Lawful basis
We rely on performing our contract with agencies, our legitimate interests in running and improving the service, and legal obligations (for example accounting records).
5. Sharing
We use trusted providers for hosting, storage and AI processing. We don't sell personal information. AI features process only the agency's own records and never make final decisions.
6. How long we keep it
We keep information for as long as an agency account is active and afterwards as needed for legal, tax and accounting purposes.
7. Security
Access is controlled by role, each agency's data is kept separate, documents are stored privately, and important changes are recorded in an audit log.
8. Your rights
You can ask to access, correct, delete or restrict use of your information, object to processing, or ask for a copy. If your data is held by an agency, contact that agency first. You can also complain to the Information Commissioner's Office (ico.org.uk).
9. Contact
Questions about privacy? Contact us.