1. Who this notice concerns
This notice concerns the website presented under the Propdesk.ai brand and the business communications within its stated scope. The legal operator/controller identity and address are not disclosed. The Propdesk.ai brand is not a substitute for those details; their absence remains an unresolved disclosure limitation.
This notice concerns this website and communications with its operator. A separately operated product or group business may have its own notice. Being listed in the Propdesk portfolio does not give every affiliated business unrestricted access to information.
Use Open a channel and identify your message as a privacy request to ask about your information. A person acting for someone else may need to show their authority. You do not need to agree to optional training or marketing to make a request.
2. Information within scope
Depending on the interaction and its purpose, information may include contact and professional details; an enquiry and its replies; relevant property, project or transaction context; documents you are entitled to provide; and records of instructions, decisions and follow-up work.
Where a recording or transcription is separately arranged and lawfully made, it may include voices, conversation content, participant details, timestamps, transcripts, summaries and action points. The website itself does not record calls or request microphone or camera access.
Technical information can include IP address, browser and connection signals, security-verification information, submission references, timestamps and limited delivery or abuse-prevention records. Information about other people may also arise in a communication; their rights still apply.
3. Where information comes from
Sources may include information you provide, our correspondence and business records, authorised representatives and professional participants, service providers, and lawful public sources relevant to a stated business purpose. Public availability does not by itself justify unrestricted reuse.
When we obtain personal information indirectly, we assess the applicable notice requirements, source restrictions and lawful basis. Please share only information you are entitled to disclose, and avoid unnecessary personal details about other people.
4. Why information may be used
Use must be connected to a specified purpose and limited to relevant information. Depending on the relationship, purposes may include:
- Understanding and responding to enquiries; assessing a requested project, service or relationship; and managing relevant correspondence.
- Keeping accurate business records, organising instructions, identifying dependencies and maintaining continuity of authorised work.
- Providing and supporting an agreed service, checking quality, resolving problems and preventing fraud or misuse.
- Reviewing relevant examples for staff learning, process improvement and quality assurance, with personal details removed or restricted where possible.
- Using authorised AI tools for transcription, summarisation, classification, drafting, information retrieval, internal knowledge and evaluation, within the controls described below.
- Producing genuinely anonymised statistics or research to understand needs and improve products. Removing a name alone does not make material anonymous.
- Meeting legal duties, administering rights requests, preserving necessary evidence and establishing, exercising or defending legal claims.
We do not reuse personal information for a purpose incompatible with its original collection unless the law permits that further processing and any required notice and specific permission have been provided. Merely changing the stated purpose or processing basis does not authorise the reuse. This notice does not authorise collection of everything available, unlimited retention or use for any future purpose.
5. The basis for processing
For non-sensitive personal information, we identify an applicable basis such as consent, or processing necessary for a legitimate interest where the person's competing interests and fundamental rights do not override it. Legal duties and other statutory grounds may apply in appropriate circumstances. No ground is assumed merely because processing is commercially useful.
Where consent is the basis, it must be sufficiently informed and specific for the use involved. Where the law permits implied consent, we still consider the context and reasonable expectations; ordinary website use is not blanket consent to unrelated purposes.
Sensitive information requires the applicable additional condition, including written consent where required or a specific lawful exception. Information about financial or employment history, health, children and other protected categories needs particular care.
6. Internal knowledge, staff learning and AI
Using information to find an existing record or generate a summary is different from using it to train or fine-tune a model's learned parameters. Staff education, model evaluation and model training are also different purposes. We assess them separately.
For ordinary authorised work, approved tools may assist with transcription, drafting, classification, searching, summarising and comparing relevant records. Internal knowledge tools must preserve the source's permissions and confidentiality restrictions. Search indexes and embeddings can still contain or reveal personal information; they are not automatically anonymous.
For staff learning and product evaluation, the operating approach is to use synthetic or effectively anonymised examples first. Identifiable examples require a documented need, a lawful basis, restricted access and an appropriate retention decision.
For training or fine-tuning models on identifiable communications, our proposed operating rule is a separate, specific permission process before use. The request must identify the material, model or provider, purpose, recipients, retention and practical choices. A general enquiry, pathway checkbox, call-recording agreement or acceptance of Website Terms is not that permission.
Providers processing information for us must be assessed for their own training rights, retention, access, onward use and transfer arrangements. Calling a tool 'internal' does not make an external provider internal. A provider's independent model training requires separate assessment and cannot be hidden inside a general processing description.
Any separate training request must explain the practical consequences for source records, copies and trained models before a choice is made. We do not promise that an individual record can always be removed from trained model parameters. The process must still support applicable rights; technical difficulty does not waive those rights.
These controls describe the proposed operating policy. The current website form sends an enquiry to an inbox; it does not itself invoke an AI model or create a training dataset.
7. Calls, meetings and recordings
Where we propose recording or AI transcription, our operating approach is to explain the proposed purposes, ask for affirmative agreement before it begins, and offer an unrecorded alternative. Recording for an accurate business record does not automatically authorise model training or publication.
Additional participants must receive the explanation and be asked for agreement before their contribution is recorded or transcribed. Sensitive information may require separate written permission or another specific legal ground. Applicable rules can differ where participants or services are in different jurisdictions.
This notice does not retrospectively establish permission for an earlier call, message or recording. Existing records must be assessed against their original context and the proposed reuse.
8. What this enquiry form does
A reply email and message are required; your name and topic are optional. A selected portfolio initiative can be removed. Your pathway is included only if you select its checkbox. The browser sends only the three displayed selections; the enquiry service uses them to generate the related pathway summary included in the email. The form accepts no attachments and does not subscribe you to marketing.
The submitted information is sent through Cloudflare to the enquiry inbox and retained there as correspondence. The form's technical service keeps limited delivery and abuse-prevention metadata separately; it does not store the enquiry body, name or email in that technical database.
Your pathway selections and unsent draft are held in this page's memory. The summary download is created in the browser. Browser autofill, browser history, hosting and sign-in services operate separately.
9. Browser and security technologies
The inspected website application does not set its own cookies or persistent browser storage, and contains no advertising pixels, session-replay tool or analytics tag. This is not a claim that hosting, sign-in, browsers or security providers use no cookies or technical records.
Cloudflare Turnstile can load when the contact section approaches the viewport or the form receives focus, before you send. It processes signals such as IP address, browser and connection information to prevent abuse. Cloudflare also describes a separate purpose of improving its bot-detection capabilities.
If optional analytics, advertising or other technologies are introduced, their notice and any necessary choices must be provided before the relevant processing. This version does not introduce them.
10. Access, service providers and transfers
Information may be accessed by people who need it for the relevant work and by instructed providers of hosting, security, email, storage, communications and approved AI services. Professional advisers, authorities or other participants may receive information where necessary and lawful. A group relationship is not an unrestricted permission to share.
Processors require appropriate written terms, security measures and instructions. Independent provider purposes must be identified separately. Where processing involves another country, applicable transfer requirements and safeguards must be satisfied; this notice is not a substitute for them.
The live website uses ChatGPT/Sites hosting and Cloudflare for enquiry delivery and security. The existing private preview may also require sign-in. Enquiries are delivered to the receiving mailbox as correspondence. The receiving-mailbox provider and any downstream communications or AI providers have not been fully identified in this disclosure; that provider-disclosure limitation remains unresolved. Broader proposed AI uses are not activated by submitting this form.
11. Retention and deletion
Identifiable information should be kept only for as long as needed for its specified purpose and applicable duties. Decisions take account of an active relationship or matter, accurate business records, legal obligations, evidence requirements, unresolved requests or disputes, and whether the purpose can be met with less information or anonymised information.
For this enquiry service, limited technical records older than 72 hours are eligible for cleanup, with a daily cleanup schedule. This is separate from correspondence already delivered to the inbox and from provider-held records; it is not a promise that all information disappears at hour 72.
The website does not automate mailbox deletion. A documented retention schedule for correspondence, recordings, transcripts, knowledge indexes and training material must be applied before the corresponding operating-policy commitments are issued. Necessary preservation holds should be recorded and reviewed, rather than used to justify retaining everything indefinitely.
12. Your choices and requests
Depending on the applicable law, you may request information about processing, access to your personal information, correction of inaccuracies, objection to certain processing, or deletion or restriction where the relevant conditions apply. Where processing relies on consent, you may withdraw it for that processing. Statutory exceptions and necessary lawful retention may affect the outcome.
Use Open a channel, choose General, and begin your message with 'Privacy request', adding enough context to identify the information. Do not send an identity document through the ordinary form. We may ask for proportionate verification through an appropriate channel. We will explain a limitation or refusal where the law requires it.
You may complain to the relevant data-protection authority. Where Zimbabwe law applies, that authority is POTRAZ. Its official complaint page includes a Data Protection option. Any applicable controller representative or DPO contact details have not been confirmed in this disclosure; this limitation remains unresolved.
13. Sensitive material and children
The public enquiry form is intended for adult business enquiries. Please do not submit children's records, identity documents, banking credentials, medical records, privileged advice or other sensitive material through it. A required specialist exchange should be arranged through an appropriate channel with the necessary authority and protections.
A sender cannot grant another person's data-protection rights away, override a confidentiality duty or authorise use of material they do not control. An accidental disclosure does not automatically make the material available for training.
14. Automated decisions and security
The website's pathway is a deterministic suggestion based on your selections. Its intelligence demonstration is synthetic. Neither makes a real decision about eligibility, credit, employment, property rights or legal entitlement.
AI outputs used in business work require appropriate human review before consequential reliance. Source errors and inaccurate inferences should be corrected and traced to their source.
Security must be proportionate to the information and risks, with restricted access and appropriate provider controls. No online service can promise absolute security. A limitation of liability in Website Terms does not remove data-protection duties.
15. Changes and scope of permission
The version and update date identify this information. Material changes to purposes or handling require updated information and, where required, a new choice before the changed use. Publishing a new version does not create retrospective consent.
This notice explains handling; it does not claim ownership of your communications, replace a confidentiality agreement or remove mandatory rights. Publishing this information is not an approval to activate a new recording or training system.