Privacy policy

Last updated: September 8, 2026

This Privacy Policy describes how Propwize LLC-FZ ("Propwise", "we", "us") collects, uses, and protects information when you use the Propwise CRM platform, the Propilot mobile app, and related services (the "Service").

1. Information we collect

  • Account information — name, email address, phone number, and password when you register.
  • Customer data — information you or your organization enter into the CRM, such as leads, contacts, properties, deals, tasks, and communications.
  • Device contacts — if you choose to import contacts in the Propilot app, we read the names and phone numbers of the contacts you select and store them in your private account so they are available in your CRM. Contacts are only imported when you explicitly start an import, and they are never shared with your agency or any other user.
  • Messages and communications — when you connect a messaging or email channel (such as WhatsApp, Instagram, Facebook Messenger, or Gmail), we receive and store the contents of conversations on those channels so we can display them in your inbox, match them to your leads, and provide the AI features described in Section 3.
  • Voice input — if you use voice dictation in the app, your microphone audio is streamed to our speech-to-text provider to be transcribed, as described in Section 3. Audio is processed to produce the transcript and is not used for any other purpose.
  • Push notification tokens — a device token that lets us deliver notifications you have enabled. You can turn notifications off at any time in your device settings.
  • Diagnostics — crash reports and performance data collected through Sentry so we can find and fix defects. Crash data is used only for troubleshooting.
  • Usage data — log data, device information, and product-analytics events about how you use the Service, described in Section 4.
  • Third-party integration data — data you authorize us to access when you connect external services such as Google (see Section 2), Microsoft Outlook, or WhatsApp.

2. Google user data

If you choose to connect your Google account, Propwise accesses the following Google user data, strictly to provide the features described:

Send email on your behalf (gmail.send) — when you compose an email in Propwise, we send it through your Gmail account so it comes from your address. We only send messages you (or automations you configure) explicitly create. We do not read, download, or store the contents of your inbox.

Your Google account email address (userinfo.email) — to identify which Google account is connected and display it in your integration settings.

Calendar events (calendar.events) — to provide two-way synchronization between your Propwise calendar (viewings, meetings, tasks) and your Google Calendar: we create, update, and delete events that correspond to your CRM activities, and reflect changes made in Google Calendar back into Propwise.

How Google data is stored. OAuth tokens are encrypted at rest and in transit. Synchronized calendar event details are stored in our database only as needed to keep your CRM and Google Calendar consistent. We do not store the contents of your Gmail mailbox.

How Google data is shared. We do not sell Google user data. We do not transfer it to third parties except to our infrastructure subprocessors (e.g. cloud hosting and database providers) as necessary to operate the Service, to comply with applicable law, or as part of a merger or acquisition with notice to you. No humans read this data except with your explicit consent (e.g. a support request), where necessary for security purposes (e.g. investigating abuse), or to comply with applicable law.

Limited Use disclosure. Propwise's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

AI/ML training. Propwise does not use Google Workspace user data (including Gmail or Google Calendar data) to develop, improve, or train generalized artificial intelligence or machine-learning models, and does not permit any third party to do so. Where you actively use an AI-powered feature of the Service (for example, asking the Propwise assistant about your schedule), your Google data is processed only to fulfill that request as a user-facing feature. Such requests may be processed on our behalf by our AI service providers under commercial API terms that contractually prohibit them from using submitted data to train or improve their models; the data is not retained by any AI model or used for model training.

Retention and deletion. Google data is retained only while your Google integration is connected. When you disconnect the integration in Settings → Integrations, or delete your Propwise account, we delete the associated OAuth tokens and stop all access; synchronized event records are deleted or unlinked. You can also revoke Propwise's access at any time at https://myaccount.google.com/permissions. You may request deletion of your data by contacting us at support@propwise.com.

3. AI features and third-party AI providers

Propwise includes AI features such as the assistant, message drafting, the AI receptionist, data extraction, and voice dictation. To provide these features, relevant parts of your data — for example the conversation you are replying to, the lead record you are working on, or the audio you dictate — are processed by the following service providers on our behalf:

  • Anthropic, OpenAI, and Google (Gemini) — large-language-model providers used to generate and understand text for the AI features you invoke.
  • Deepgram — speech-to-text. When you use voice dictation, microphone audio is streamed from your device to Deepgram and returned as a transcript.

This processing happens only to fulfill the feature you are using, under commercial API terms that contractually prohibit these providers from using your data to train or improve their models. Your data is not sold to, or retained as training data by, any AI provider. AI-generated drafts are always shown to you for review — the Service never sends a message to one of your clients without your approval, unless you have explicitly enabled the AI receptionist's automatic replies for a conversation, which you can pause at any time.

4. Analytics

We use PostHog to understand how the Service is used — which features people open, where they get stuck, and whether a change makes the product better. PostHog processes this data on our behalf and may not use it for its own purposes.

Where the data is hosted. Our PostHog project runs on PostHog Cloud EU. Analytics data is stored on servers in the European Union and is not processed on PostHog infrastructure in the United States. Analytics requests from our websites and web app are proxied through our own domains rather than sent to PostHog directly.

What we send. Events describing actions in the Service — for example that a lead was created, an integration was connected, or a page was opened — together with technical context such as the page address, the referring page, browser and device type, an approximate location derived from your IP address, and a randomly generated analytics identifier stored in a first-party cookie. Once you sign in, events are linked to your account by your internal user ID, together with your role, your interface language, whether you are an administrator, your sign-up date, and the identifier of the organization you are working in.

What we do not send. We do not send your name, email address, phone number, or password to PostHog, and we do not send the contents of your CRM — leads, contacts, properties, deals, messages, notes, or documents. Session recording, automatic click capture, and error capture are switched off, so PostHog never receives a recording of your screen.

In the Propilot mobile app. The app contains no third-party analytics SDK. The small number of in-app actions we measure are sent to our own servers, which forward them to PostHog; no analytics data goes from your device to a third party directly.

Your choices. Analytics data is covered by the rights described in Section 9. You can ask us what analytics data is held against your account, or ask us to delete it, by writing to info@propwise.com.

5. Cookies and advertising

This section covers our public websites — propwise.com and app.propwise.com. It does not describe anything inside the CRM itself, which is covered by Section 4.

Asking first. Where the law requires us to ask before setting cookies that are not strictly necessary — in the European Economic Area, the United Kingdom and Switzerland — we show a banner on your first visit and set nothing until you answer. You can accept everything, refuse everything, or choose analytics and advertising separately. Refusing is a single click and is offered as plainly as accepting. Elsewhere, including the United Arab Emirates, these cookies are set when you arrive.

Cookies we set ourselves. "pw_consent" records the answer you gave and "pw_consent_required" records whether you had to be asked; both last 180 days and exist so we do not ask you again on every page. "pw_utm" and "pw_utm_first" record how you reached us, for 30 and 180 days; "pw_signup_utm" carries the same information across to app.propwise.com for 30 days. These three are set only if you accept advertising cookies. Our analytics provider also sets its own identifier, described in Section 4, which is set only if you accept analytics cookies.

How we know which advertisement you clicked. When you arrive from an advertisement, the address you arrive on carries an identifier the advertising platform created for that click — "gclid" from Google, "fbclid" from Meta, "li_fat_id" from LinkedIn, "msclkid" from Microsoft. We store these, together with the campaign labels we wrote ourselves and the site that referred you. If you go on to create an account they are kept against it, so that we can tell the platform we paid for the advertisement that the click led somewhere. We do not send these identifiers to our product-analytics provider.

Advertising and measurement providers. We load these through Google Tag Manager. Google Analytics measures how our websites are used. Where you accept advertising cookies we may also load tags from Google Ads, Meta and LinkedIn, and share with them that a form was submitted or an account was created together with the click identifier above, so those platforms can attribute the result to their advertisement. These providers act for their own purposes as well as ours. If you refuse advertising cookies, these tags do not set cookies and receive no identifier.

Changing your mind. You can withdraw consent at any time by clearing cookies for propwise.com in your browser, which removes both your answer and everything set because of it — you will then be asked again on your next visit. Your browser can also block or delete cookies generally. Withdrawing consent does not affect anything done while it was in place. You can also write to info@propwise.com, and the rights in Section 9 apply to this data as they do to the rest.

6. How we use information generally

To provide, maintain, and improve the Service; authenticate you; provide support; send service communications; and comply with legal obligations. We do not sell personal information or use it for third-party advertising.

7. Security

We use industry-standard safeguards including encryption in transit (TLS) and at rest, access controls, and audit logging. No method of transmission or storage is 100% secure, but we work to protect your data against unauthorized access.

8. Data retention

We retain account and customer data for as long as your account is active or as needed to provide the Service, then delete or anonymize it within 90 days of account deletion, except where retention is required by law.

9. Your rights

Depending on your jurisdiction, you may have rights to access, correct, export, or delete your personal data, or object to processing. You can delete your account and its data directly in the app under Settings → Security & Privacy → Delete account, or contact us at info@propwise.com to exercise these rights.

10. Children

The Service is not directed to individuals under 16, and we do not knowingly collect their data.

11. Changes

We will post any changes to this policy on this page and update the date above; material changes will be notified through the Service or by email.

12. Contact

Propwize LLC-FZ, Media City, Dubai, United Arab Emirates. Email: info@propwise.com.