Last Updated 13 February 2025

Overview

This Privacy Policy outlines how Property Shell collects, stores, shares, and uses personal information. This includes data that our customers store on our CRM platform, information collected through our websites, and any other personal data we process as part of our business operations.

This policy is structured into four key sections:

  • What’s This Privacy Policy Covers – A summary of what this policy covers (and what it does not).
  • Data Collected & Security – The types of data we collect and how we protect it.
  • How We Collect, Use, and Share Your Information – How we process, store, and share data, including when it is shared outside Property Shell.
  • Your Rights – How you can exercise your legal rights regarding personal data stored by us or on our platform.

We may update this policy from time to time to reflect changes in the law, our CRM platform, or business operations. If we make any significant updates, we will notify you via our website, CRM platform, or another appropriate method. The date of the last update is displayed at the beginning of this policy.

For any questions about this policy or our data privacy practices, please contact us at support@propertyshell.com.

What This Privacy Policy Covers

Our Approach to Privacy

At Property Shell, we are committed to protecting personal data and ensuring transparency in how we collect, use, and manage information. This Privacy Policy outlines how we handle personal data in connection with our CRM platform, website, and broader business operations.

We classify personal data into two key categories:

  • Customer Personal Information (Customer PII): This includes any personal data collected through our website (www.propertyshell.com) or other business interactions, such as when you sign up for a demo, register for an event, or apply for a job. We use this information to operate our business, and under the EU’s General Data Protection Regulation (GDPR) or Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), we act as the “controller” of this data.
  • CRM Data: This refers to personal data that our customers store, upload, or process within the Property Shell CRM platform. Unlike Customer PII, CRM Data is owned by our customers, and we act only as a “processor” under GDPR/APPs. This means we handle CRM Data strictly in accordance with our customers’ instructions and only as necessary to provide our services.

Our customers remain in control of their CRM Data. Property Shell does not use CRM Data for any purposes beyond those required to operate and maintain our platform.

This policy may include links to external resources, such as Help Centre articles, for additional guidance. These materials are for informational purposes only, may be updated over time, and do not form part of this policy.

Does This Privacy Policy Cover Third-Party Websites?

Our CRM platform and website may include links to external websites that are not operated or controlled by Property Shell. These are referred to as third-party sites and may include links to social media platforms like Facebook, LinkedIn, Instagram, or other external services. This Privacy Policy does not apply to any third-party sites, and we do not control how they collect, use, or store your information. Your interactions with these websites are subject to their own privacy policies, which we encourage you to review.

For any interactions with external services, we recommend reviewing their privacy policies to understand their data practices.

Data Collected and Security

What Personal Information Do We Collect?

We collect personal information (Customer PII) in various ways, depending on how you interact with Property Shell. Below are the types of data we collect and how we obtain them:

  • Website Visits & Cookies: When you visit our website or social media pages, we may collect certain data through cookies, including your IP address and browsing behaviour. You can manage your cookie preferences – see our Cookie Policy for details.
  • Event & Marketing Registrations: If you sign up for events, offers, or marketing materials, we collect your contact details, such as your name, email, phone number, company name, and location.
  • CRM Platform Registration & Payments: If you are added as a user to our platform, we may store and process your information to be used for the purpose of billing or other general purposes required to operate our services.
  • Usage Data: While using our CRM platform, we may collect technical information such as your IP address, browser type, operating system, device details, and internet service provider (ISP). If you use our mobile app, we may also collect your device model and OS version. Some of this data may be linked to your account details, such as your name and email.
  • Third-Party Services & Integrations: If you log into our platform via a third-party service (e.g., Google or Microsoft) or connect an external application, those services may share limited data with us – such as your user ID, access token, or publicly shared information.
  • Job Applications: If you apply for a role at Property Shell, we collect your resume, employment history, and contact details.
  • Office Visits: When visiting our physical offices, you may be required to provide your name, employer details, and any information requested by our sign-in system.
  • Other Sources: We may also obtain information from external sources such as business mergers, data providers, account administrators, or commercial lists, which we may combine with existing records.
  • Internal Use of Our CRM Platform: We use Property Shell’s CRM software to manage our own business, which means we also process CRM Data related to our customers, leads, and business contacts.

We take data security seriously and implement strict measures to protect your information from unauthorised access, misuse, and loss.

What CRM Data Do We Collect?

At Property Shell, we process CRM Data stored in our customers’ accounts on our platform, including our own accounts. The data that is collected and stored within the CRM is controlled by our customers, and we process it strictly in line with their instructions. The typical types of CRM Data include:

  • Customer, Lead, and Contact Information: This includes details such as names, email addresses, phone numbers, company information, and any other data related to sales opportunities or project implementation.
  • Outlook and Gmail Integrations: If a customer connects their Property Shell account to Google Workspace or Microsoft 365, we may process copies of emails and calendar entries from these applications.
  • Support and Service Interactions: When using our technical support, training, or professional services, we may collect contact information and technical details about your device or system.
  • Email Tracking: If our customers activate email tracking features, we collect information about whether an email was opened and the identity of the recipient(s). More information on this can be found under “Do We Collect Email Tracking Information?”
  • Uploaded Files: We store any photos, voice recordings, or videos that are uploaded to the CRM platform.

Your use of our CRM platform and the provision of CRM Data are governed by our contractual agreements, and it is your responsibility to ensure that you have the necessary rights or permissions to store and process personal data on our platform.

Prohibited Data

We prohibit the storage or transmission of certain types of sensitive or regulated data on our platform. This includes, but is not limited to:

  • Financial information such as credit card and bank account details
  • Personal identifiers like driver’s licenses or social security numbers
  • Health-related information protected by HIPAA
  • Sensitive categories of data under GDPR (e.g., racial/ethnic origin, political views, religious beliefs, union membership, genetic or biometric data, health information, or data on sexual orientation).

Customers are responsible for ensuring that they, and their users, comply with these restrictions.

Children’s Data

Our CRM platform is not intended for use by children under the age of 16, and we do not knowingly collect data from individuals in this age group. If this policy were to change in the future, we would seek parental or guardian consent before collecting any data from minors.

Enrichment Data

When a customer creates a record in the CRM platform, we may automatically enrich the data with publicly available information, such as a person’s name, location, address, and employer details. This enrichment data is sourced from public and third-party databases. We do not use the CRM Data itself to generate or populate enrichment data.

If you are using our CRM platform to manage personal data on behalf of someone else, please ensure that you have obtained their consent or have another valid legal basis for processing their information. For further details on how CRM Data is handled by our customers, we recommend reviewing their privacy policies.

Do We Collect Email Tracking Information?

Yes, Property Shell’s CRM platform includes email tracking features that notify senders when their emails are opened.

When Property Shell uses email tracking in communications with current or prospective clients, it forms part of our service. By using Property Shell you are agreeing to our Privacy Policy and providing consent to the use of email tracking in our correspondence and will comply through the installation of any integrations that use these features.

We recommend our clients consult with legal advisors regarding their use of email tracking to ensure compliance with relevant legal requirements.

What Information Does Property Shell Access from Google or Outlook integrations?

Our CRM platform integrates with Gmail and Outlook 365 to enhance your management of property projects and client relationships. This section outlines how Property Shell interacts with these services.

Email Integration

When you install an integration with Gmail or Outlook, the platform can sync with your Gmail account. This sync allows Property Shell to access your contacts, emails, calendar events, distribution lists, subject lines, and URLs from tracked links if email tracking is activated. You can also read, compose, modify, and send emails directly from Property Shell. The platform stores replies, sent messages, email headers, subject lines, distribution lists, aliases, timestamps, and email bodies. By default, these emails are visible to account owners and admins.

Calendar Integration

Property Shell may sync with your Calendars if you choose to do so in your settings, giving you access to your calendar events. This integration allows you to create and edit events, as well as send invitations from your account.

What Steps Do We Take to Keep Your Data Secure?

The security of your personal data is our top priority. We adhere to industry-standard practices to protect the personal data you provide, both during transmission and once it’s securely stored.

In line with our terms of service, we are committed to maintaining robust administrative, physical, and technical safeguards. We will not significantly alter or reduce these security measures without first obtaining our customers’ consent.

If you have any questions or concerns about the security of your personal data, please don’t hesitate to contact us at support@propertyshell.com.

How We Collect, Use, and Share Your Information

How We Use CRM Data

We handle CRM Data strictly according to the instructions of our customers to deliver the services offered through our platform. Additionally, we may process CRM Data as required by law, including responding to lawful requests from regulatory or law enforcement agencies, ensuring compliance with our terms of service and internal policies, resolving customer support inquiries, and maintaining the overall integrity of our CRM platform.

How We Use Customer PII

We collect and process Customer Personally Identifiable Information (PII) and other personal data as required to operate our business, in line with our legitimate interests, and only where we have a lawful basis to do so. We adhere to the data usage policies outlined in this Privacy Policy and our terms of service. Below is an overview of the key ways we utilise Customer PII:

Providing CRM Services

We use Customer PII, such as contact details and technical system information, to facilitate and manage the services available through our CRM platform. This includes registering user accounts, processing payments, and enabling access to platform features.

Customer Communication & Support

We use your contact details and other relevant PII to communicate with you, provide assistance, and strengthen customer relationships. This may include:

  • Processing service requests and product transactions
  • Offering technical support and troubleshooting
  • Providing account notifications, including subscription renewal reminders

Sales & Marketing

We may use your contact information and browsing activity (such as cookie data) to send you promotional materials, updates on new features, exclusive offers, and relevant industry insights. Marketing communications may include:

  • Product updates and feature announcements
  • Sales promotions and special offers
  • Invitations to webinars, blog updates, or partner-related content

We may also analyse engagement with our website and CRM platform to personalise content, refine our advertising strategies, and tailor product recommendations.

If you no longer wish to receive marketing messages, you can opt out using the unsubscribe link in our emails or by contacting us at privacy-support@propertyshell.com. If we send push notifications to your mobile device regarding events or promotions, you can manage or disable them in your device settings.

Enhancing and Optimising Our CRM Platform

To improve our services, we collect and analyse customer data, including contact details, usage patterns, and system logs. This helps us:

  • Enhance platform functionality and user experience
  • Monitor system performance and reliability
  • Optimise our marketing and service offerings

For more details, refer to the section on Monitoring Platform Usage.

Other Business Purposes

We may also use Customer PII for business operations that are essential to protecting our platform and users, including:

  • Enforcing our terms of service
  • Detecting and preventing fraud or security threats
  • Assessing employment applications
  • Meeting regulatory or legal obligations

How We Monitor the Use of Our Platform

We track and analyse how our customers interact with Property Shell to enhance functionality, optimise user experience, and improve our services. This may involve monitoring visits to specific pages within the platform and interactions with various features. Any insights derived from this data may be shared with third parties in an aggregated and anonymised format, ensuring that no identifiable customer or CRM Data is disclosed.

To facilitate this, we use a range of third-party tools, including Google Analytics and other tracking technologies, to measure usage patterns and engagement with our platform. If you visit websites that use Google Analytics, your activity may be linked across multiple sites that utilise Google’s services.

How We Share and Disclose Personal Data

We may share or disclose personal data under the following circumstances:

  • With service providers and partners – We engage third-party providers to assist in delivering our services, maintaining our platform, and supporting business operations. These providers act on our behalf and process data in accordance with our instructions.
  • With affiliated entities – We may share data with corporate subsidiaries that we own or control to support business operations, including customer service and marketing.
  • For legal and security purposes – If required, we may disclose data in good faith to comply with legal obligations, respond to court orders or government inquiries, or protect the rights, safety, and security of individuals or entities.
  • During business transactions – In the event of a merger, acquisition, or sale of company assets, personal data may be transferred as part of the business transition.
  • With third parties upon consent – We may share information with resellers, integration partners, or other third parties when explicitly authorised by the customer.
  • On public-facing platforms – If you choose to participate in public forums, wikis, blogs, or other interactive spaces within our community, your shared information may be visible to others.
  • For anonymised reporting – We may compile aggregated data that does not personally identify individuals for analysis, research, or industry benchmarking.

Beyond these cases, we do not sell, trade, or otherwise transfer your personal data to external parties.

Sharing Personal Data with Sub-Processors

To deliver our services efficiently, we engage third-party providers – referred to as “sub-processors” under the GDPR – who process personal data on our behalf. These sub-processors assist in various operational functions, including payment processing, customer support, data hosting, analytics, marketing, and integration with external platforms.

Some sub-processors are responsible for powering key features within our CRM platform. For example, we rely on specialised providers for data storage and in some cases, CRM Data may be shared to enable these functionalities. Additionally, we may share personally identifiable information (PII), such as email addresses, with partners that help us manage customer interactions, monitor usage, or provide personalised support.

All sub-processors are contractually bound to use personal data strictly for the purposes outlined in our agreements with them. Any onward transfer of data to other third parties is governed by these contractual obligations to ensure compliance with data protection regulations.

Where do we store your data?

Property Shell uses third-party cloud computing services to host its CRM platform and store and process CRM Data. The servers used to provide these hosting services are located in Australia.

CRM Data may be stored or processed on servers located outside your jurisdiction of residence, whose data protection laws may differ from the jurisdiction in which you live. As a result, this information may be subject to access requests from governments, courts, or law enforcement in those jurisdictions according to laws in those jurisdictions.

Some of the personal information we collect may be stored or backed up using third-party cloud services located in the United States. These services operate in third-party data centres that implement industry-standard security, encryption, and data protection measures to safeguard your personal information.

By using our services, you acknowledge that your information may be transferred to, stored in, or processed in jurisdictions outside Australia. While we take reasonable steps to ensure these providers adhere to security best practices, different privacy laws may apply in those jurisdictions.

How Long We Retain CRM Data

When an account is deactivated or expires, we retain CRM Data in accordance with our terms of service and this Privacy Policy. Generally, we keep a copy of CRM Data for a minimum of 60 days following account termination. After this period, data will be deleted where instructed by the Licensee.

Your Rights

Managing Your Personal Data

You have the right to review, modify, or delete your personal data held by Property Shell. These rights extend to all personal data we collect, not just data related to cookies or marketing communications.

  • Updating Your Account Information: If you have an account on our CRM platform, you can update your details by logging in and adjusting your profile settings. This also applies to leads, contacts, and prospects stored in the CRM.
  • Requesting Changes or Deletion: To request access, corrections, or deletion of your personal data, please submit a request to support@propertyshell.com. Once we verify your identity, we will process your request in compliance with our legal obligations and internal policies. If your request relates to data stored within a CRM account, we may refer you to the licensed account administrator for further action.

Marketing Preferences

  • Unsubscribing: If you wish to opt out of marketing communications, follow the unsubscribe link in our emails or contact us at support@propertyshell.com.
  • Push Notifications: We may send push notifications about updates, events, or promotions. If you no longer wish to receive these, you can disable notifications in your device settings.

Complaints

We take privacy seriously and are committed to protecting your personal information. You may submit a complaint using the following procedure:

Internal Complaint-Handling Procedure

  1. Submit a Complaint – You can lodge a complaint by contacting us via email at support@propertyshell.com.
  2. Review and Investigation – We will acknowledge your complaint and conduct an internal review.
  3. Response and Resolution – We will provide a written response outlining the outcome and any corrective measures taken.

External Complaint Options

If you are not satisfied with our response, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC):

  • Website: www.oaic.gov.au
  • Phone: 1300 363 992
  • Mail: GPO Box 5288, Sydney NSW 2001

Contact Details for Privacy-Related Enquiries

If you have any questions about this Privacy Policy, our data handling practices, or wish to exercise your rights under applicable privacy laws, you can contact us at:

  • Email: support@propertyshell.com
  • Phone: +613 8844 4844