# MyPorta Privacy Policy **Last Updated:** 13 September 2026 **Effective Date:** 31 March 2026 --- ## 1. INTRODUCTION This Privacy Policy explains how AI Property Intelligence Ltd ("**we**", "**us**", "**our**") collects, uses, stores, and protects your personal data when you use MyPorta (www.myporta.ai). We are committed to protecting your privacy and complying with UK GDPR (General Data Protection Regulation) and the Data Protection Act 2018. **Data Controller:** AI Property Intelligence Ltd **Company Number:** 16474737 **Contact:** privacy@myporta.ai --- ## 2. WHAT DATA WE COLLECT ### 2.1 Account Information When you create a MyPorta account, we collect: - Email address - Name (if provided) - Phone number (optional) - Any preferences or settings you configure ### 2.2 Usage Data We automatically collect: - IP address - Device information (browser type, operating system, device type) - Pages visited and features used - Search queries and property filters - Time and date of activities - Referring website (if any) - Cookies and similar tracking technologies ### 2.3 User-Uploaded Content - Furniture images and property annotations you upload - Any notes or metadata associated with uploads - Timestamps of uploads ### 2.4 Communication Data If you contact us: - Email messages and any attachments - Support ticket history - Chat or feedback submissions ### 2.5 Third-Party Data Sharing (When You Request It) If you explicitly request to share your data with third parties (mortgage companies, removal firms, etc.): - We collect the information you authorize for sharing - We collect records of your sharing requests - Third parties will process your data separately under their privacy policies --- ## 3. HOW WE USE YOUR DATA ### 3.1 Service Delivery - Creating and managing your account - Providing MyPorta features and functionality - Processing your uploads and content - Responding to your requests and inquiries - Sending service updates and technical notices ### 3.2 AI and Analytics - Training machine learning models to improve recommendations - Analysing aggregated and anonymised usage patterns - Improving product features and user experience - Conducting research on property trends (using anonymised data) ### 3.3 Communications - Sending you service updates (if you opt in) - Responding to support requests - Notifying you of changes to these policies ### 3.4 Legal Compliance - Complying with UK GDPR and Data Protection Act 2018 - Responding to legal requests or government authorities - Preventing fraud, abuse, or illegal activity - Enforcing our Terms and Conditions ### 3.5 Sharing with Agents and Other Recipients - Sending an enquiry or sharing selected information with an agent or other external recipient requires **your explicit request within MyPorta**. Saving homes and searches does not send an enquiry - You have full control over what information is shared and with whom - Third parties are responsible for their own privacy practices - Separately, service providers process data to operate MyPorta, as described in Sections 3.1 and 7.1. This processing is not necessarily anonymous --- ## 4. LEGAL BASES FOR PROCESSING We process your personal data under the following UK GDPR legal bases: ### 4.1 Contract Performance (Article 6(1)(b)) - Account creation and management - Service delivery - Processing your requests ### 4.2 Legal Obligation (Article 6(1)(c)) - Compliance with UK GDPR, Data Protection Act 2018, and other laws - Responding to government authorities - Fraud prevention ### 4.3 Legitimate Interests (Article 6(1)(f)) - Improving MyPorta features and functionality - Analysing usage patterns (on anonymised data) - Preventing abuse and protecting security - Customer service and support ### 4.4 Consent (Article 6(1)(a)) - Marketing communications (if you opt in) - Optional analytics beyond basic usage tracking - Any processing not covered by other legal bases --- ## 5. DATA RETENTION ### 5.1 Account Data - **Active accounts:** We retain your account data while your account is active - **Deleted accounts:** Upon account deletion, personal data is deleted within 30 days, except: - Data required by law (e.g., tax/financial records) - Anonymised data for analytics (cannot identify you) ### 5.2 Usage Data - Aggregated usage data: retained for 24 months (anonymised) - Individual log data: retained for 90 days ### 5.3 Uploaded Content - Your uploaded content (furniture images, annotations): retained while your account is active - Upon account deletion, content is deleted within 30 days upon request ### 5.4 Communications - Support tickets and emails: retained for 2 years - Deleted after 2 years or upon your request --- ## 6. COOKIES AND TRACKING TECHNOLOGIES ### 6.1 What We Use We use: - **Essential cookies:** Required for MyPorta to function (login, preferences) - **Analytics cookies:** Google Analytics or similar (optional, can be disabled) - **Functional cookies:** Remember user preferences - **Tracking pixels:** Monitor page performance and user behaviour ### 6.2 Your Control - You can control cookies in your browser settings - You can opt out of analytics by disabling tracking in your MyPorta account - Essential cookies cannot be disabled without breaking functionality ### 6.3 Third-Party Cookies Third-party services (e.g., property portals, analytics providers) may place their own cookies. Review their privacy policies for details. --- ## 7. THIRD-PARTY SERVICES AND LLM SHARING ### 7.1 AI and Machine Learning - We use third-party Large Language Models (LLMs) to generate insights and recommendations - LLM providers may process your data according to their privacy policies - We only send the minimum data necessary to generate insights - LLM providers change over time as we integrate new and improved services - For current information on which LLMs we use, contact: **privacy@myporta.ai** ### 7.2 Enquiries and Sharing with External Recipients - We send enquiries and selected information to agents and other external recipients **when you explicitly request it**. This is separate from service-provider processing described above - When you request sharing (e.g., send my details to a mortgage company): - We collect your explicit consent before sharing - We share only the information you authorise - Third parties process your data under their own privacy policies - You are responsible for reviewing their privacy terms ### 7.3 Third-Party Integrations MyPorta integrates with: - Property data sources - Mortgage and removal service providers - Analytics platforms These third parties have their own privacy policies. We are not responsible for their practices. --- ## 8. YOUR RIGHTS UNDER UK GDPR You have the following rights regarding your personal data: ### 8.1 Right of Access - You can request a copy of your personal data - Request via: **privacy@myporta.ai** - We will provide data within 30 days ### 8.2 Right to Rectification - You can request corrections to inaccurate data - Update your account information anytime ### 8.3 Right to Erasure ("Right to Be Forgotten") - You can request deletion of your personal data - We will delete data within 30 days (except where required by law) - Contact: **privacy@myporta.ai** ### 8.4 Right to Restrict Processing - You can request we limit how we use your data - We will comply within 30 days ### 8.5 Right to Data Portability - You can request your data in a structured, portable format - We will provide within 30 days ### 8.6 Right to Object - You can object to our processing of your data - You can opt out of marketing and analytics - We will comply within 30 days ### 8.7 Right Not to Be Subject to Automated Decision-Making - We do not make automated decisions with legal effects about you - Our AI insights are recommendations only, not binding decisions ### 8.8 Exercising Your Rights To exercise any rights, contact: **privacy@myporta.ai** We will respond within 30 days. You also have the right to lodge a complaint with the ICO (Information Commissioner's Office) if you believe we've violated your rights. --- ## 9. DATA SECURITY ### 9.1 Measures - Encryption of data in transit (HTTPS/TLS) - Encryption of data at rest (AES-256 or equivalent) - Regular security audits - Access controls and authentication - Regular backups ### 9.2 Limitations - No transmission over the internet is 100% secure - We cannot guarantee absolute security - You are responsible for keeping your password confidential ### 9.3 Breach Notification - If we discover a data breach, we will notify affected individuals within 72 hours - We will report to the ICO as required by law - Notification will include details of the breach and protective steps --- ## 10. INTERNATIONAL DATA TRANSFERS MyPorta operates in the UK. However: - If you are outside the UK, your data may be transferred to UK servers - We ensure such transfers are compliant with UK GDPR - LLM providers may be based outside the UK — we ensure appropriate safeguards (Standard Contractual Clauses, etc.) --- ## 11. CHILDREN'S PRIVACY MyPorta is not intended for users under 18 years old. We do not knowingly collect data from children. If we become aware of such collection, we will delete the data immediately and contact the parent/guardian. --- ## 12. GDPR COMPLIANCE ### 12.1 UK GDPR We fully comply with UK GDPR requirements: - Legal bases for processing clearly documented - Data subject rights clearly explained - Data retention policies clearly defined --- ## 13. CHANGES TO THIS POLICY We may update this Privacy Policy at any time. Changes will be posted to MyPorta with an updated "Last Updated" date. Continued use of MyPorta constitutes acceptance of the updated policy. --- ## 14. CONTACT US **Data Protection Officer / Privacy Inquiries:** AI Property Intelligence Ltd Email: **privacy@myporta.ai** **Data Controller:** AI Property Intelligence Ltd Company Number: 16474737 Registered in England and Wales **Supervisory Authority (ICO):** Information Commissioner's Office ico.org.uk Telephone: 0303 123 1113 --- ## 15. GDPR ARTICLE REFERENCES - **Article 5:** Principles relating to processing (lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, integrity, confidentiality) - **Article 6:** Legal bases for processing - **Article 7:** Conditions for consent - **Article 13/14:** Information to be provided to data subjects - **Article 15:** Right of access - **Article 16:** Right to rectification - **Article 17:** Right to erasure - **Article 18:** Right to restrict processing - **Article 20:** Right to data portability - **Article 21:** Right to object - **Article 22:** Rights related to automated decision-making - **Article 32:** Security of processing - **Article 33:** Notification of breach --- **End of Privacy Policy** ## Saved homes, searches and sharing Your saved homes and named searches are private to your account. You can label a search as Just browsing or Planning a move, associate homes with searches, amend those associations and delete them in your account. Changing a search to Planning a move does not contact an agent. Saving does not enrol you in new alerts or marketing. If you enable recent-search memory, we retain your most recent search separately from named searches. Turning memory off removes that recent history. Privacy & sharing also records your optional analytics choice and lets you stop earlier search alerts. Essential sign-in and security functions remain available. Contact agent and Share my brief show the named recipient and the information you are choosing to share. These details are sent to that agency by email and made available in its partner dashboard: your contact details, message, property enquiry, and any named search or associated saved homes you explicitly choose to include. A named search includes whether you marked it Just browsing or Planning a move. Only eligible partner agents receive enquiries. A partner's service level determines which approved details it can access; a higher level never grants access to unrelated searches or private browsing. We retain the specific brief version you approved, so later edits do not silently change an earlier enquiry. Sharing an enquiry does not give permission for unrelated marketing. Full picture shares the selected search details and any saved homes you choose to include. Quick intro shares only the introduction you review and approve, alongside your contact details and enquiry; it does not give the agency the underlying searches or saved homes. You can write this yourself or ask MyPorta's AI service to draft it from the selected searches. AI drafting uses their requirements and priorities, not your contact details, unrelated searches, adaptive answer history or raw conversations. Review the draft for accuracy and remove anything you do not wish to share before confirming. Draft generation itself does not contact an agent. You can view your account's sharing records and withdraw sharing in Privacy & sharing. Withdrawal stops future dashboard access and queued notifications. A notification already being sent may still arrive, and delivered email cannot be recalled. For an enquiry sent without signing in, contact privacy@myporta.ai with your enquiry reference to request access or withdrawal; we will verify your identity before acting. Download my data exports your saved homes, searches, preferences and app-held sharing records. Delete MyPorta data removes those records and stops associated queued notifications; it does not remove your separate sign-in credentials. Manage sign-in account opens the account provider's profile controls. When a sign-in account is deleted, we process its verified deletion event to erase linked MyPorta consumer data. A minimal deletion marker prevents delayed requests from recreating deleted data. Backup copies expire under our backup retention arrangements. For further deletion requests or questions, contact privacy@myporta.ai.