Privacy Policy

1. Who we are

Property AI Manager ("PAM") is a property management platform. In the United Kingdom, the service is operated by Let Safe Limited, a company registered in England and Wales, which acts as the data controller for personal data processed through PAM. Let Safe Limited is a subsidiary of our holding company, PAM Property AI Manager Inc.

2. Information we collect

We collect information you provide and information generated as you use PAM:

• Account details — name, email, phone number and billing information.
• Property & tenancy data — addresses, lease terms, rent amounts, certificates and documents you add.
• Tenant contact details — where a landlord adds a tenant so PAM can communicate with them.
• Maintenance reports — messages, photos and voice notes submitted through triage.
• Payment data — processed by our payment provider; we do not store full bank or card details.
• Usage data — device, log and analytics information about how the service is used.
• Connected email data — if you choose to connect a Gmail or Outlook mailbox, the limited information described in section 3A.

3. How we use information

We use personal data to provide and operate PAM — including maintenance triage, rent collection, compliance tracking, document management and MTD tax filing — to provide support, to meet legal obligations, and to improve the service.

3A. Gmail and Outlook data

Landlords can choose to connect a Gmail or Outlook mailbox in PAM (Settings → Email). Connecting is optional, and PAM works without it. This section explains exactly what PAM does with that access.

What PAM can access. With your permission, PAM can read messages in the connected mailbox and send email from it. For Gmail these are the gmail.readonly and gmail.send permissions. For Outlook they are Mail.Read and Mail.Send. PAM never deletes, moves, labels or edits your email.

What PAM uses it for. Only these features, and only when you or your tenant use them:

• Agent handover. When you ask PAM to collect your property records from a letting agent, PAM sends the request you approved from your mailbox, reads the agent's replies to that request, and files the certificates and tenancy documents they attach into your PAM account.
• Emails you approve. When you ask PAM to email someone for you, such as a utility supplier about a bill, a council or a contractor, PAM drafts the email and shows you the recipient, subject and full text. It sends from your mailbox only after you approve that exact email. PAM keeps the recipients and subject of what it sent, which you can see in Settings → Email, but not the text.
• Answering questions about your email. When you ask PAM to find something, such as a utility bill or an agent's email, PAM searches your mailbox and shows you the sender, subject, date and a short snippet.
• Tenant utility questions. When a tenant asks a question such as who supplies the gas, PAM searches your mailbox for that property's postcode and address only. It tells the tenant only the supplier, the service and whose name the account is in. Amounts, account numbers and other correspondence are never shared. Every lookup is listed for you in Settings → Email.

What PAM keeps. PAM does not store the contents of your email. It keeps message references, subject lines, the facts it extracted (for example a supplier name) and any documents a letting agent sent in reply to your handover request, which are filed in your account. Access tokens are encrypted at rest.

AI processing. To find the relevant facts, PAM sends the sender, subject, date and a short snippet of matching emails to our AI processing provider (Anthropic) for that request only. The provider is contractually prohibited from using this data to train its models. PAM does not use data from your mailbox to develop, improve or train generalised AI or machine-learning models.

No other use. PAM does not sell email data, does not use it for advertising, and does not transfer it to anyone except as needed to provide the features above, to comply with the law, or as part of a merger or acquisition with your notice. PAM staff do not read your email unless you ask us to for support, it is needed for security, or the law requires it.

Google API Services User Data Policy. PAM'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.

Disconnecting. You can disconnect a mailbox at any time in Settings → Email. PAM then revokes its access and deletes the stored tokens. You can also remove PAM's access from your Google Account or Microsoft account. To have related data deleted, contact us.

4. Legal bases

We rely on performance of a contract, our legitimate interests in operating and improving PAM, compliance with legal obligations, and, where required, your consent.

5. Service providers

We share data with trusted processors who help us run PAM, including cloud hosting, communications (SMS, voice and messaging), AI processing for maintenance triage and the email features in section 3A, payment collection, e-signature, and HMRC for tax submissions. Approved contractors receive only the details needed to attend a job. All processors are bound by contract to protect your data.

6. International transfers

Some processing takes place outside the UK, including in the United States where our holding company is based. Where data is transferred internationally, we use appropriate safeguards such as the UK International Data Transfer Agreement or Standard Contractual Clauses.

7. Data retention

We keep personal data for as long as your account is active and as needed to provide the service, then retain limited records where required to meet legal, tax and accounting obligations.

8. Your rights

You have the right to access, correct, delete or port your data, to object to or restrict certain processing, and to withdraw consent. To exercise any right, contact us. You may also complain to the UK Information Commissioner's Office (ICO).

9. Security

We use encryption in transit and at rest, access controls and regular reviews to protect personal data. No system is completely secure, but we work to protect your information and to notify you and the regulator of any breach as required.

10. Changes & contact

We may update this policy from time to time; material changes will be notified in-product or by email. Questions? Get in touch.