Who we are
Charterstone Consultancy Limited is the controller of your personal data on PropsCopilot. Contact us at [email protected].
What we collect, why, and our lawful basis
| Data | Why | Lawful basis | Kept for |
|---|---|---|---|
| Email, password (stored only as a one-way scrambled hash), plan, sign-up and last-seen dates | To run your account and Pro | Contract | Until you delete your account |
| Subscription and payment records (plan, amounts, dates, provider references). Never card details. | To bill you, refund you and keep accounts | Contract; legal obligation (tax and company records) | 6 years after the payment, as tax law requires |
| Emails we send you (confirmations, reminders, password links) | Proof of what we told you, which subscription law requires | Legal obligation; legitimate interests | 6 years |
| Waitlist email | To tell you about the launch | Consent (you can withdraw at any time) | Until 12 months after launch, or until you ask us to remove it |
| Your questions to Ask | To answer them | Legitimate interests | Not stored. Questions are answered by our own models on our private network, not by an outside AI company. |
| Arena results and the display name you choose | The public monthly leaderboard | Contract | 12 months after the season ends |
| Daily usage counts (keyed to your account, or to a scrambled form of your IP address if you're not signed in) | Fair-use limits | Legitimate interests | 3 days |
| A record of account and admin actions (sign-ups, plan changes, admin decisions) | Security and resolving disputes | Legitimate interests | Kept as a long-term security record; it holds account numbers and dates rather than your details wherever possible |
| Page view counts (page and date only, nothing that identifies you) | Knowing which pages are used | Not personal data | — |
Your IP address is used briefly in memory to stop abuse (rate limits) and is not stored by PropsCopilot. Our hosting and network providers keep short-lived technical logs, such as IP addresses, to keep the service secure.
Who we share it with
- Our payment provider, named on the payment page, to take and refund payments.
- Our email delivery provider, to send account emails.
- Contabo, which hosts our servers, and Cloudflare, which carries and protects traffic to the site.
- Our professional advisers and authorities where the law requires it.
We don't sell your data, and we don't use it for advertising.
Transfers outside the UK
Some of our providers, such as Cloudflare and our payment provider, may process data outside the UK. When they do, we rely on UK adequacy regulations or the UK International Data Transfer Addendum, which keep your data protected to UK standards.
Cookies
We use only the cookies the site needs to work, so we don't ask for consent and don't show a cookie banner:
| Cookie | What it does | Lasts |
|---|---|---|
| pc_s | Keeps you signed in | 30 days, or until you sign out |
| session | Protects forms against forgery and keeps admin sign-in | Until you close the browser |
No analytics, advertising or tracking cookies.
Your rights
You can ask us for a copy of your data, to correct it, to delete it, to restrict or object to how we use it, or to receive it in a portable form. You can delete your account yourself at any time. Where we rely on consent, you can withdraw it. We'll reply within one month. If you're unhappy with how we handle your data, you can complain to the Information Commissioner's Office (ico.org.uk), though we'd like the chance to sort it out first.
Automated decisions
We don't make decisions about you by automated means that have legal or similarly significant effects.
Under-18s
PropsCopilot isn't for anyone under 18, and we don't knowingly collect their data.
Changes
We'll update this notice when what we do changes, and tell account holders by email about significant changes.