2. Updates to this Privacy Notice
We may update this Privacy Notice from time to time in response to changing legal, technical or business developments. When we update our Privacy Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make. We will obtain your consent to any material Privacy Notice changes if and where this is required by applicable data protection laws.
You can see when this Privacy Notice was last updated by checking the “last updated” date displayed at the top of this Privacy Notice.
3. Contacting Us
If you have any queries or concerns in relation to this Privacy Notice or the Service, please contact us using the following details:
For any privacy enquiries please contact our team via email at:
privacy@askporter.com
For general enquiries please contact our support team via email at:
support@askporter.com
4. What personal information we collect, how we use it and why we use it
The personal information that we may collect about you broadly falls into the following categories:
- Information you provide when using the Service: You may provide your name, email, postal address, bank account details, and telephone number when setting up an account or using our interactive tools, such as those powered by Outgrow. We use CRM and automation tools like HubSpot to manage these records and facilitate communication.
- Information we collect automatically: When you visit our website, we automatically collect information from your device, such as your IP address and browsing behavior. This information may be collected by third-party analytics and marketing service providers—including HubSpot, LinkedIn, and YouTube—on our behalf and may be collected using cookies.
- Information for direct marketing: If you opt-in, we collect your name and contact details to send marketing materials via platforms like HubSpot and Smartlead.
- Content Processing: When you upload content to our Service, it may be processed by third-party service providers such as Descript (for transcription/editing) or Canva (for asset management).
You may also provide us with your credit or debit card number, security code and expiry date, when using our Service. Furthermore, you may provide us with personal information in your correspondence with us and in the content you upload through the Service. If you register to hold an Account with us, you will also have a unique identifier and password which enables you to access your Account. We process personal information where it is necessary to perform a contract with you, where you have provided consent (for example for marketing communications), where it is necessary to comply with legal obligations, or where we have a legitimate interest in operating and improving our Service.
The personal information we collect, including data obtained automatically from your device such as IP addresses, login details, and browser specifications, enables us to:
- Facilitate Contracts: Use identity and contact data to manage and execute agreements between managing agents and relevant tenants or landlords.
- Service Delivery: Provide the specific services or products you have purchased, ensuring they are compatible with your operating system and platform.
- Payment Processing: Securely process debit and credit card transactions through verified financial channels.
- Identity Verification: Confirm your identity using log-in information and geographical location data to ensure authorized access.
- Security and Investigation: Prevent, detect, and investigate potentially illegal activities by monitoring URL clickstreams and interaction patterns to identify unusual behavior.
- Service Communications: Send essential information regarding the Service, tailored to your browser type and version for optimal display.
- Comprehensive Customer Support: Provide assistance related to your use of the Service, including:
- Contacting you regarding account-specific enquiries.
- Dealing with complaints by reviewing length of visits and page interaction data to troubleshoot issues.
- Notifying you of changes to the Service or technical updates required for your specific platform.
This information may be collected using cookies or by third-party analytics providers to improve our response times and service quality.
We use the information for our legitimate interests to operate our platform. Specifically, we collect information automatically for the following reasons: (1) to administer our website for internal operations including troubleshooting purposes; (2) as part of our effort to keep our website safe and secure; (3) to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you; (4) to develop, improve and personalise the Service so as to improve your experience; and (5) to provide third parties with anonymised statistical information about our users.
- Information we collect from others If you are the employee of an estate agent or property management company then they may provide your name and contact details to use to enable us to provide a Service to the agent. We have a legitimate interest in processing this personal information to enable us to provide the Service, for example to direct liaise with you regarding service issues and queries.
- For direct marketing When you create an account with us we will ask you whether you want to be added to our marketing list. We will collect your name and contact details to enable us to send marketing to you. If you choose ‘yes’ we will add you to our marketing list. In this instance we process your personal information because we have your consent to do so.
- Replying to enquiries If you send an enquiry to us via our website then we will ask for your name and contact details to enable us to respond to you. We have a legitimate interest in processing your name and contact details to enable us to respond to your enquiry. If you do not provide contact details we may not be able to respond to your enquiry.
Why we use this information (legal basis)
We process your personal information for the following purposes based on our legitimate interests or your consent:
- Service Delivery: To facilitate contracts between agents and tenants/landlords, verify your identity, provide purchased services, and notify you of changes to the Service.
- Operational Safety: To prevent, detect, and investigate potentially illegal activities and to keep our website safe and secure.
- Platform Optimisation: To administer our website, troubleshoot issues, and develop or personalize the Service to improve your experience.
- Marketing & Advertising: To measure the effectiveness of our advertising, deliver relevant content to you, and send marketing materials (where you have consented).
- Analytics: To provide third parties with anonymized statistical information about our users.
5. Sharing and disclosing your personal information
Other than as expressly set out in this Privacy Notice or as otherwise required or permitted by law, we will not share, sell or distribute any of your personal information without your consent.
6. Cookies and similar tracking technology
We use cookies and similar tracking technology (collectively, "Cookies") to collect and use personal information about you, including for analytics and to deliver relevant advertising. We use CookieYes as our consent management platform, which allows you to view specific cookie types and exercise your right to consent or opt-out at any time. For a full list of cookies used by our partners (such as LinkedIn and YouTube), please refer to our interactive Cookie Notice managed by CookieYes.
7. Security
We employ appropriate technical and organisational measures to protect the personal information that we collect and process about you. The measures we use are designed to provide a level of security appropriate to the risk of processing your personal information.
Data transmission over the internet is inherently insecure, and although we employ appropriate technical and organisational security measures to protect your personal information from unauthorised access we cannot guarantee the security of any personal information sent over the internet.
You are responsible for keeping your password and user details confidential. Nobody at askporter will ever ask you for your password, be careful not to share this with anyone.
8. Data retention
We will retain personal information we collect from you where we have an ongoing legitimate business need to do so (for example, to provide you with a service you have requested or to comply with applicable legal tax or accounting obligations).When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
9. International data transfers
Your personal information may be transferred to, and processed in, countries other than the country in which you are resident, primarily the USA. This includes transfers to the following types of service providers:
- Marketing, CRM & Lead Gen: HubSpot, Smartlead, and Outgrow for managing customer data and outreach.
- Content & Media: YouTube, Descript, and Canva for video hosting, audio processing, and design services.
- Social Media & Advertising: LinkedIn for professional networking and targeted ad delivery.
- Communication & Hosting: Providers for phone/SMS communications, payment processing, and site authorization.
We have taken appropriate safeguards, such as EU model clauses, to ensure that your personal information remains protected in accordance with this Privacy Notice.
10. Your data protection rights
You have the following data protection rights:
- access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
- require us to correct any mistakes in your information which we hold
- require the erasure of personal information concerning you in certain situations
- receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
- object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
- object in certain other situations to our continued processing of your personal information
- otherwise restrict our processing of your personal information in certain circumstances
You have the right to opt-out of marketing communications we send you at any time by following any “unsubscribe” link included in the marketing emails which we send to you. To opt-out of other forms of marketing (such as postal marketing or telemarketing), then please contact us using the contact details provided under the “Contact” heading above or by contacting privacy@askporter.com.
Similarly, if we have collected and processed your personal information with your consent, then you can withdraw your consent at any time.
You can exercise your rights at any time by contacting us using the contact information provided under the ''Contact'' heading above or by contacting privacy@askporter.com. We may also require you to provide us with appropriate identification before we comply with this request.
You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. In the United Kingdom that would be the Information Commissioner’s Office (ICO) and details of how to contact the ICO can be found here: https://ico.org.uk/global/contact-us/.
We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws. When you make a request we will ask you for proof of identity to enable us to respond to your request.
11. Third-party websites
Our website may contain links to other websites belonging to or operated by third parties. By making these links available, we are not endorsing third-party websites, their content, products, services or the owners of these third-party websites. It is your responsibility to make sure that you obtain any information which may be relevant to making a decision, and that you read the privacy and security policy on such third-party websites.