Privacy Policy

1. Who we are

Propex (formerly InspectFlow) is property management software operated by Digital Sphere Limited, a New Zealand company (“we”, “us”). This policy covers the Propex website at propex.co.nz, the Propex web app and the Propex mobile app. We follow the Privacy Act 2020 and its information privacy principles. Our privacy officer can be reached at contact@propex.co.nz.

2. Two kinds of information

We handle personal information in two different capacities, and it matters which one applies to you.

Information we hold for our customers

Property management agencies and landlords (our customers) use Propex to record information about the people they deal with: tenants, applicants, owners, contractors and their own staff. We hold and process that information on our customer’s behalf and on their instructions. Under section 11 of the Privacy Act, it is treated as held by our customer, who is responsible for collecting it lawfully, telling you about it, and answering your requests about it. If you are a tenant, applicant or owner of a property managed through Propex, please contact the agency or landlord first; we will help them respond.

Information we hold for ourselves

We are responsible for the information about people who visit our website, ask us for a demo, use Propex as members of a customer’s team, and the accounts renters and owners create to use Propex’s rentals search and owner sign-in.

3. What we collect

• Account details: your name, email address, phone number, and a password, which we store only as a one-way hash. If you sign in with Google or Facebook, we receive your name and email address from them.
• What our customers record: property, tenancy, rent, bond, inspection, maintenance and owner records, including photographs, signatures, notes, documents and messages.
• Rental applications: what an applicant enters and uploads — for example identity, income and references, payslips, bank statements and a covering letter — and their consent to background and credit checks.
• Financial records our customers upload: bank statements, used to match rent payments to tenancies.
• Demo requests and messages to us: your name, work email, company, phone, role, the size of your portfolio and anything you tell us.
• Technical information: your network address, browser and device, and records of sign-ins and actions taken, which we keep for security and to investigate problems.

4. How we collect it

Mostly from you directly. Some comes from someone else: from our customer when they record information about you, from Google or Facebook when you choose to sign in with them, and from a rental applicant’s documents, which can mention other people. When information about you comes to us from someone other than you, the Privacy Act (information privacy principle 3A, in force since 1 May 2026) requires that you be told about it. Where we hold information for a customer, they are responsible for telling you; this policy explains what happens to it in Propex. Address and property information from public sources, such as Land Information New Zealand and councils, is about properties rather than people.

5. How we use it

• To provide Propex: to run your account, keep the records our customers ask us to keep, and produce the documents, reports and notices they generate.
• To send the emails Propex sends: invitations, verification and password links, notices, reports, application updates and messages.
• To keep Propex secure: limiting repeated requests, detecting misuse and investigating problems.
• To answer your requests and arrange demonstrations.
• To improve Propex, using information about how it is used.

Some Propex features use artificial intelligence models run by other companies, reached through OpenRouter — for example drafting listing copy. When you use one, the information the feature needs is sent to the model provider to produce a result, which a person reviews before it is used. We do not sell personal information, and we do not use it for advertising.

6. Who we share it with

• The people it is for: an application goes to the agency or landlord it is made to; a report, notice or statement goes to the people our customer sends it to.
• Our service providers: the companies that host and secure Propex, deliver its email (Twilio SendGrid), provide sign-in (Google, Facebook), and run its AI models (OpenRouter and the model providers it reaches). They may use the information only to provide their service to us.
• When the law requires it: for example an order of the Tenancy Tribunal or a court, or a lawful request from a public agency.
• If our business changes hands: to a buyer of the business, who must protect it as this policy does.

7. Information sent overseas

Some of our service providers process information outside New Zealand, including in the United States. Before we disclose personal information to a provider overseas, we take reasonable steps to make sure it will be protected in a way comparable to the Privacy Act, as information privacy principle 12 requires.

8. How we protect it

• Everything travels encrypted between your device and Propex.
• Passwords are stored only as hashes, and the most sensitive records — such as screening results and bank connection details — are encrypted where they are stored.
• Within a customer’s organisation, each person sees only what their role allows, checked on every request, and actions are recorded.
• Links to shared reports and statements expire.

No system is perfectly secure. If a privacy breach happens that has caused, or is likely to cause, serious harm, we will notify the Office of the Privacy Commissioner and the people affected as soon as practicable, as the Privacy Act requires, and tell our affected customers.

9. How long we keep it

We keep personal information only as long as we need it for the purposes above or the law requires — for example, records our customers must keep under the Residential Tenancies Act or for tax. Our customers decide how long they keep the records they hold in Propex. When information is no longer needed, we delete it or make it anonymous.

10. Cookies and your browser

Propex uses only the cookies and browser storage it needs to sign you in, keep you signed in and keep sign-ins secure. We do not use advertising or analytics cookies.

11. Your rights

You can ask for the personal information we hold about you, and ask us to correct it (information privacy principles 6 and 7). Email contact@propex.co.nz. We will respond within 20 working days, as the Privacy Act requires, and we may need to confirm who you are first. If the information is held for one of our customers, we will pass your request to them and help them answer it.

If you are not satisfied with how we have handled your information, tell us first. You can also complain to the Office of the Privacy Commissioner at privacy.org.nz or on 0800 803 909.

12. Children

Propex is for adults managing, renting or owning property. It is not meant for children, and we do not knowingly collect information from them.

13. Changes to this policy

We will update this policy when what we do changes, and show the date of the latest version at the top. If a change matters to how your information is used, we will tell our customers and account holders by email.

14. Contact

Digital Sphere Limited, operator of Propex. Email contact@propex.co.nz. See also our Terms of Use.