Privacy Policy

Last updated: 18 July 2026

1. Who We Are

Estate Pilot ("we", "us", "our") is a software platform operated and registered in Ireland. We provide property management and CRM software to estate agencies and auctioneers.

When you interact with an agency's website through our embedded widget, the estate agency is the data controller (they decide why and how your personal data is used), and Estate Pilot acts as the data processor (we process data on their behalf using our software).

For data we collect directly (e.g. when you create an Estate Pilot account), we are the data controller.

2. What Personal Data We Collect

We collect the following categories of personal data:

  • Contact information— name, email address, phone number. Collected when you submit an enquiry, request a viewing, or create an account.
  • Account credentials— email and password (hashed). Collected when you register for an Estate Pilot account.
  • Identity verification documents— proof of identity, proof of address, and proof of funds. Collected when you submit documents for Anti-Money Laundering (AML) verification as part of the bidding process.
  • Enquiry and transaction data— messages, viewing requests, bid amounts, and property interests.
  • Payment data for auction deposits— when you save a card for an auction registration deposit, your card details are collected and held by our payment provider, Stripe. We never see or store card numbers; we store only Stripe's reference identifiers and the status and history of your deposit (hold placed, released, charged, or refunded).
  • Auction participation data— your bids in live auctions (amount, time, paddle number), and recordings of live auction sessions retained for dispute-resolution and audit purposes.
  • Acceptance evidence— when you accept an auction's conditions of sale or these platform terms, we record the time of acceptance, the document version (for conditions of sale, a cryptographic fingerprint of the exact document), and, for conditions of sale, your IP address and browser user-agent. This creates reliable evidence of what you agreed to.
  • Technical data — error logs collected via Sentry for debugging purposes. We do not collect personally identifiable information in error reports (sendDefaultPii is disabled).
  • Product analytics— we use PostHog (hosted in the EU) to understand how the widget and portal are used: events such as opening the widget, viewing a listing, or starting a bid. Analytics is configured conservatively: no session recording, no automatic capture of page content, no advertising trackers, and profiles are created only for signed-in users. Analytics state is kept in your browser's local storage, not cookies.

We do notuse cookies in the widget or client portal. We store a session token and analytics state in your browser's local storage. We do not use advertising trackers or browser fingerprinting, and we do not sell or share your data with advertisers.

3. Why We Process Your Data (Legal Basis)

Under GDPR Article 6, we process your data on the following legal bases:

PurposeLegal Basis
Responding to property enquiries and viewing requestsLegitimate interest (Art. 6(1)(f))
Processing bids and offers on propertiesPre-contractual steps (Art. 6(1)(b))
AML / identity verificationLegal obligation under the Criminal Justice (Money Laundering and Terrorist Financing) Act 2010 (Art. 6(1)(c))
Account creation and authenticationPerformance of a contract — providing the account you signed up for (Art. 6(1)(b))
Auction registration, deposits, and live biddingPerformance of a contract / pre-contractual steps (Art. 6(1)(b)); AML aspects under legal obligation (Art. 6(1)(c))
Acceptance evidence (time, document fingerprint, IP address, user-agent)Legitimate interest (Art. 6(1)(f)) — reliable evidence of agreements in legally significant transactions
Sending transactional emails (verification, bid updates)Legitimate interest / contractual necessity
Product analyticsLegitimate interest (Art. 6(1)(f)) — understanding and improving the Service
Error monitoring and debuggingLegitimate interest

4. Who We Share Your Data With

  • The estate agency whose widget you interact with. They receive your enquiry details, contact information, and any documents you share with them.
  • Stripe— our payment provider. When you save a card for an auction deposit, Stripe collects and holds your card details and processes holds, charges, and refunds. Stripe acts as an independent controller for the payment data it collects; see Stripe's own privacy policy.
  • Infrastructure providers— Cloudflare (hosting, R2 storage, live-auction infrastructure), Vercel (application hosting), Neon (database), Resend (transactional email), Sentry (error tracking), PostHog (product analytics, EU-hosted), Trigger.dev (background jobs such as email delivery and scheduled processing). All providers are GDPR-compliant and process data within the EU or under appropriate safeguards.

We do not sell your personal data. We do not share it with advertisers or marketing platforms.

5. Data Retention

  • Enquiries and viewing requests— retained for the duration of the agency's relationship with you, plus 12 months after the relationship ends.
  • AML verification documents— retained for 5 years after the end of the business relationship, as required by Irish AML legislation (Criminal Justice Act 2010, as amended).
  • Account data— retained until you delete your account or request erasure.
  • Auction records(bids, registration and deposit history, acceptance evidence, session recordings) — retained for up to 6 years after the auction, reflecting the limitation period for contract claims in Ireland.
  • Error logs— automatically deleted after 90 days.

6. Your Rights

Under GDPR, you have the following rights. To exercise any of these, contact us at privacy@estatepilot.io.

  • Access — request a copy of your personal data.
  • Rectification — request correction of inaccurate data.
  • Erasure — request deletion of your data (subject to legal retention requirements).
  • Restriction — request that we limit processing of your data.
  • Portability — receive your data in a structured, machine-readable format.
  • Objection — object to processing based on legitimate interest.
  • Withdraw consent — where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Irish Data Protection Commission (DPC):

Data Protection Commission
21 Fitzwilliam Square South
Dublin 2, D02 RD28
Ireland
www.dataprotection.ie

7. Email Communications

We send two types of email:

  • Platform emails(account verification, password reset) — these are essential to service operation and cannot be unsubscribed from.
  • Agency emails(bid updates, competing bid alerts, document status) — you can unsubscribe from these on a per-agency basis using the link in each email.

8. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

  • Encryption in transit (TLS) and at rest
  • Password hashing using industry-standard algorithms
  • PKCE-based authentication flows
  • Document malware scanning before processing
  • Role-based access controls within agencies
  • Anonymised bidder identities in public views (SHA-256 hashing)

9. International Transfers

Your data is primarily processed within the European Economic Area (EEA). Where we use service providers located outside the EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the European Commission.

10. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated via email to registered users. The "Last updated" date at the top of this page indicates the most recent revision.

11. Contact Us

If you have questions about this policy or your personal data, contact us at:

privacy@estatepilot.io