Privacy Policy

1. Who We Are

PropAI is a real estate CRM platform operated by Smart A&I Solutions (“we”, “us”, or “our”). We provide tools for real estate agencies and agents to manage property listings, match buyer leads, and communicate with clients via WhatsApp. Our platform is accessible at app.propai.smartaisolutions.net.

For privacy inquiries, contact us at: admin@smartaisolutions.net.

2. Information We Collect

2.1 Account and Agent Data

• Full name, email address, and hashed password
• WhatsApp phone number linked to the agent's account
• Timezone and morning briefing preferences
• WhatsApp Business Account (WABA) phone number ID and access token, where the agent registers their own Meta business phone number through our platform
• Login timestamps and session metadata

2.2 Lead and Buyer Data

• Buyer name and WhatsApp phone number
• Property preferences: budget range, desired city, property type, bedroom count
• Lead source and current qualification stage
• Notes added by agents

2.3 Listing Data

• Property title, type, city, area, price, and currency
• Bedroom and bathroom counts, off-plan status
• Listing source (manual entry or CSV import)
• Semantic embeddings generated from listing content for AI matching (no personal data included in embeddings)

2.4 Conversation and Message Data

• WhatsApp message content sent and received via the platform, including text messages, property listing images, documents, and voice notes
• In-app chat messages between agents and clients, including media attachments (images, documents) and audio/voice messages
• Message delivery and read timestamps

2.5 Usage and Technical Data

• API request logs, error logs, and server-side audit events
• Browser user-agent strings collected at login
• IP addresses (retained in server logs only)

3. How We Use Your Information

• WhatsApp messaging: We use the WhatsApp Business API to send matched property recommendations to buyers, deliver daily morning briefings to agents, and relay in-app chat messages including text, images, documents, and voice notes.
• AI lead matching: Listing content is converted into vector embeddings to semantically match buyer requirements against the property inventory in real time.
• Platform operation: Account data is used for authentication, tenant isolation, and role-based access control.
• WABA management: Agent WABA credentials (phone number ID and access token) are used exclusively to send and manage WhatsApp messages on behalf of that agent.
• Service improvement: Anonymised usage metrics help us identify and fix issues with the platform.

4. WhatsApp and Meta

PropAI uses the WhatsApp Business API provided by Meta Platforms, Inc. By using messaging features of our platform, message content is transmitted through Meta's infrastructure under Meta's WhatsApp Business Policy and WhatsApp Privacy Policy.

• We do not sell WhatsApp message content to any third party.
• Media messages (images, voice notes, documents) sent or received via WhatsApp are stored on our servers temporarily for display in the in-app chat view, and are subject to the retention schedule in Section 6.
• WABA access tokens are stored encrypted and are never shared with any party other than Meta's API endpoints for the purpose of sending messages.

5. Data Sharing

We do not sell personal data. We share data only in the following limited circumstances:

• Meta / WhatsApp: Message content and recipient phone numbers are transmitted to Meta's API to deliver WhatsApp messages.
• AI embedding provider: Listing text (title, city, area, property type) is sent to a third-party embedding provider to generate semantic search vectors. No personal data (names, phone numbers, credentials) is included.
• Infrastructure providers: Hosting, database, and caching services used to operate the platform. These providers process data under data processing agreements and do not use data for their own purposes.
• Legal requirements: We may disclose data if required by law, regulation, or valid legal process.

6. Data Retention

• Active accounts: Data retained for the lifetime of the account.
• Deleted agents: Soft-deleted records retained for 90 days for audit purposes, then permanently purged.
• WhatsApp message logs and media: Retained for 12 months from the date of the message, then deleted.
• API and access logs: Retained for 90 days.
• You may request earlier deletion by contacting admin@smartaisolutions.net.

7. Security

We implement industry-standard security measures including encrypted data transmission (TLS), bcrypt-hashed passwords, encrypted storage of WABA access tokens, JWT-based authentication with token versioning to support immediate revocation, and tenant-level data isolation. Despite these measures, no system is completely secure and we cannot guarantee absolute security.

8. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data, subject to legal retention obligations.
• Portability: Request your data in a structured, machine-readable format.
• Objection: Object to specific types of processing where permitted by law.

To exercise any of these rights, contact us at admin@smartaisolutions.net. We will respond within 30 days.

9. Children's Privacy

PropAI is a business platform intended for use by real estate professionals and is not directed at individuals under the age of 18. We do not knowingly collect personal data from minors.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the effective date at the top of this page. Continued use of PropAI after changes are posted constitutes acceptance of the updated policy. For material changes, we will notify account administrators by email.

11. Contact Us

For questions, data requests, or complaints regarding this Privacy Policy: