Legal
Privacy policy
1. Who we are
ProptekOS is a rental management workspace for property managers in Thailand. It brings bookings from Airbnb, Booking.com, Agoda, and direct enquiries into one calendar, and handles nightly rates, availability, and owner statements.
ProptekOS is operated by Teknikoz Real Estate Technologies (Thailand). For anything in this policy, contact us at privacy@proptekos.com.
Property managers who use ProptekOS decide what guest and owner information they put into it. For that information the manager is the data controller and ProptekOS is the processor, acting on their instructions. For account and billing information about the management business itself, ProptekOS is the controller.
2. Information we collect
Account information
When someone creates or is invited to a ProptekOS account we collect their name, work email address, phone number where provided, business, and role. Sign-in is handled by Firebase Authentication (Google LLC), which processes the credentials and issues the session token.
Guest, owner, and property information you enter
ProptekOS stores the records your business creates: properties and their rates and availability, bookings imported from connected channels, guest names and stay details, owner details and the statements you issue them, and any documents or photographs you upload. This is your data. We do not sell it and we do not use it to build advertising profiles.
Booking channels you connect
When you connect Airbnb, Booking.com, Agoda, or another channel, we exchange the information needed to keep availability, rates, and reservations in step — typically listing identifiers, calendar blocks, rates, and the reservation details that channel releases to you, including guest name and stay dates. Each channel's own privacy policy governs what it does with data on its side. Disconnecting a channel stops the exchange.
Device permissions on the mobile app
The mobile app asks for these permissions only when you use the feature that needs them, and you can decline or revoke any of them in your device settings:
- Camera — to photograph a property for a listing, or capture an inspection or damage report. Images go to your workspace.
- Microphone — to record a spoken note against a booking or property. Recording starts only when you start it.
- Contacts — to let you add an existing phone contact as a guest or owner, and to save a ProptekOS contact back to your phone. We read a contact only when you pick one.
- Notifications — to alert you about new bookings, cancellations, guest messages, and same-day check-ins. You choose which alerts to receive.
Technical and usage information
Our servers record standard log data: IP address, device and browser type, pages or screens opened, and timestamps. We use it to keep the service running, investigate faults, and detect abuse such as automated sign-in attempts.
The marketing website
When you request an invite on proptekos.com we collect the email address you submit and store it in our own database on Google Cloud, which we use to manage the early-access list. We record the request's IP address briefly to rate-limit the form. The site loads Google Analytics only when analytics is explicitly enabled for the deployment; it is off by default.
3. How we use information
- To provide the workspace and the features your agency has enabled.
- To authenticate users and keep accounts secure.
- To send service messages: invites, notifications you have turned on, and notices about outages, security, or changes to terms.
- To support you when you contact us, which may mean looking at the records involved in the problem.
- To diagnose faults, monitor performance, and improve the product.
- To meet legal, tax, and accounting obligations.
We do not sell personal information, and we do not share it with third parties for their own advertising.
4. Legal bases
Our primary framework is Thailand's Personal Data Protection Act (PDPA). Where the PDPA, the GDPR, or comparable law applies, we rely on: performance of our contract with your business to provide the service; our legitimate interests in securing, supporting, and improving it; your consent for optional device permissions and analytics, which you can withdraw at any time; and compliance with legal obligations.
Because guests book from all over the world, records in ProptekOS often include people outside Thailand. Where a guest is covered by the GDPR or another regime, we and the property manager handle their information under that regime as well.
6. How long we keep information
We keep your agency's records for as long as the account is active. When an account is closed we delete or anonymise its data within 90 days, except where we must keep something longer to meet a legal, tax, or accounting obligation, or to resolve a dispute. Backups are on a rolling cycle and are overwritten within 35 days.
Server logs are kept for 30 days. Early-access email addresses are kept until launch outreach is complete, or until you ask us to remove yours.
7. Your rights
Depending on where you live, you can ask us to give you a copy of your personal information, correct it, delete it, restrict or object to how we use it, or provide it in a portable format. You can also withdraw consent where we relied on it.
Email privacy@proptekos.com and we will respond within 30 days. If your information was entered by a property manager using ProptekOS, we will pass your request to them and support them in answering it. If you are unhappy with our response you may complain to a supervisory authority — in Thailand that is the Personal Data Protection Committee (PDPC); in the EEA or UK, your local authority.
8. Deleting your account and data
You can delete a ProptekOS account and its data in either of these ways:
- In the app. Open Settings → Account and choose Delete account. Confirm, and we remove the account and its personal data on the schedule in section 6.
- By email. Write to privacy@proptekos.com from the address on the account, with the subject "Delete my account". We verify the request and confirm once it is done.
Deleting an individual account does not delete the agency workspace. If you are the agency's owner and want the whole workspace removed, say so in your request.
9. Security
Traffic is encrypted with TLS and data is encrypted at rest. Access to production systems is restricted to staff who need it and is logged. No system is perfectly secure, but if a breach affects your information we will notify you and the relevant regulator as the law requires.
10. International transfers
ProptekOS runs on Google Cloud Platform, with primary hosting in the asia-south1 region. Some providers listed in section 5 process data in other countries. Where information leaves its origin country we rely on recognised transfer mechanisms, such as the European Commission's standard contractual clauses.
11. Children
ProptekOS is a business tool and is not directed at children. We do not knowingly collect personal information from anyone under 16. If you believe a child has given us information, email us and we will delete it.
12. Changes to this policy
When we change this policy we update the date at the top. If a change materially affects how we handle your information, we will tell you in the app or by email before it takes effect.
13. Contact us
Teknikoz Real Estate Technologies
Thailand
privacy@proptekos.com