Privacy policy

Last updated 25 May 2026 · Version 1.0

1. Who we are

The Sales Progressor (“Sales Progressor”, “we”, “us”, “our”) is a property sales progression platform operated by The Sales Progressor Ltd, a company registered in England and Wales, company number [Company number], registered office [Registered office address].

This policy explains how we collect, use, and protect personal data in connection with the platform, and the rights you have over your data.

Two different relationships, please read this part

How we handle data depends on whose data it is:

For our own platform data, including the accounts of estate agency staff who use the platform and our billing records, we are the data controller. This policy governs that data, and we decide how and why it is processed.
For the data an agency enters about its own clients (the buyers, sellers, and solicitors involved in a property sale), the agency is the data controller and we are the data processoracting on the agency’s instructions. We process that data to provide the platform to the agency; we do not decide how it is used. Buyers and sellers with questions about their data should contact the estate agency handling their sale in the first instance (see section 6).

If you are unsure which applies to you: if you work for an estate agency and log in to the platform, the first relationship applies. If you are a buyer or seller who received a portal link from your agency, the second applies.

2. The data we collect

Agency staff (account holders)

Name, email address, hashed password, role within the agency, and, for the account that manages payment, billing contact details.

Sale contacts (buyers, sellers, solicitors)

Name, email address, phone number, and their role in the sale. This data is entered by the agency, not collected directly from the individual.

Transaction data

Property addresses, sale details, step progress, notes, and logs of communications sent through the platform.

Portal usage (buyers and sellers)

Access timestamps, step confirmations, and pages viewed within the sale portal.

Communications

Copies of emails and messages sent through the platform are logged for record-keeping.

Technical and usage data

When you use the platform, our infrastructure and monitoring providers automatically receive limited technical data, including IP address and browser or device information, for security, error monitoring, and (only with your consent) analytics. See section 4 and section 7.

3. How we use your data, and our lawful basis

Under UK GDPR we must have a lawful basis for each way we use personal data. Ours are:

What we do	Whose data	Lawful basis
Provide platform accounts and let agency staff log in and work	Agency staff	Contract: necessary to provide the service you signed up for
Bill agencies for completed sales and keep billing records	Agency staff (billing contact)	Contract, and legal obligation for tax and accounting records
Process transaction data entered by the agency (tracking sales, sending updates, generating chase messages, providing portal access)	Buyers, sellers, solicitors	Processed on the agency’s instructions as their processor; the agency’s own lawful basis applies to this data
Send essential service and security communications	Agency staff	Legitimate interests: operating the platform securely
Monitor errors and protect the platform from abuse	All users	Legitimate interests: keeping the service secure and reliable
Optional product analytics	All users	Consent: only if you accept analytics cookies; you can decline or withdraw at any time

We do not use personal data for marketing, profiling, automated decision-making with legal effects, or selling to third parties.

4. Third-party services we use (sub-processors)

We use a small number of trusted service providers to run the platform. Each processes personal data only on our instructions and under a data processing agreement. Where a provider is outside the UK, transfers are made under the appropriate safeguard: the International Data Transfer Agreement (IDTA) or addendum to the EU Standard Contractual Clauses (SCCs), as applicable.

Provider	What it does	Data location
Supabase	Database hosting and file storage	EU
Vercel	Application hosting and delivery	US (SCCs + UK IDTA)
SendGrid (Twilio)	Sending transactional and notification email	US (SCCs + UK IDTA)
Anthropic	AI-assisted message drafting. Receives the recipient’s first name and role, the role labels (but not the names) of other parties on the sale, the property’s street line (without postcode), step status, and the timing of previous contact. Does notreceive the full names of other parties, postcodes, sale prices, email addresses, phone numbers, internal notes, or previous message content. Inputs are not used to train Anthropic’s models under their commercial API terms.	US (SCCs + UK IDTA)
Stripe	Payment processing for billing. Card details are handled and stored by Stripe; we never see or store full card numbers.	US (SCCs + UK IDTA)
Upstash	Rate limiting and background-task infrastructure	EU
Google (Analytics)	Marketing-site analytics, only when you have consented to analytics cookies. Advertising features and Google Signals are off.	US (SCCs + UK IDTA)
Sentry	Error monitoring. Receives technical error data which may include IP address, browser information, and the URL where an error occurred.	EU

We keep this list current as our providers change.

5. How long we keep data

Data	Retention
Transaction data	Retained for 7 years after the sale completes or is cancelled, to meet estate agency record-keeping obligations under anti-money-laundering regulations and HMRC tax-record requirements.
Agency staff account data	Retained while the account is active. Accounts inactive for 3 or more years with no open sales are automatically anonymised: name, email, and phone number are replaced with placeholder values.
Portal access	Portal links expire after the sale is marked complete.
Billing records	Retained as required by tax and accounting law.

Erasure requests during the retention period. Where the law requires us to retain transaction records (for example, under anti-money-laundering or tax rules), we cannot fully delete them on request. In those cases we anonymise the records instead: names, email addresses, and phone numbers are replaced with placeholder values so that no personal identifiers remain. The underlying transaction record stays, in anonymised form, for the rest of the legal retention period.

To request deletion or anonymisation of your data, email support@thesalesprogressor.co.uk (see section 6).

6. Your rights

Under UK GDPR you have the right to:

Access the personal data we hold about you
Rectification: correct data that is inaccurate or incomplete
Erasure: ask us to delete your data (“right to be forgotten”), subject to retention obligations described in section 5
Restriction: ask us to limit how we use your data
Portability: receive your data in a portable format
Object: object to processing based on legitimate interests
Rights regarding automated decision-making: we do not carry out automated decision-making with legal or similarly significant effects

To exercise any of these, email support@thesalesprogressor.co.uk. We will respond within one month.

If you are a buyer or seller whose data was entered by an estate agency: that agency is the data controller for your data, so please contact them in the first instance. We will support them in responding to your request.

You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk, though we’d appreciate the chance to resolve any concern first.

7. Cookies

Strictly necessary cookies.

These keep you signed in to the platform and protect it from abuse. They are always on; the platform does not work properly without them.

Analytics cookies (optional).

With your consent, we use Google Analytics 4 to measure how the marketing site performs. We set the following cookies:

Cookie	Purpose	Duration
_ga	Distinguishes unique visitors	2 years
_ga_T8MP8MWWJP	Holds session state for our Google Analytics property	2 years

Both are first-party cookies and are only set if you choose Accept on the cookie banner. If you choose Reject, no analytics cookies are stored and the Google Analytics script never loads.

You can change your mind at any time using the Cookie choices link in the footer.

We do not use advertising cookies and we do not sell your data.

8. Security and data breaches

We protect your data with encryption in transit and at rest, role-based access controls, and audit logging. If a personal data breach occurs that is likely to result in a risk to people’s rights, we will notify the ICO within 72 hours as required by UK GDPR, and affected individuals where required. See our security page for further detail.

9. Children

The platform is a professional tool for estate agencies and is not intended for use by anyone under 18. We do not knowingly collect data about children.

10. Changes to this policy

We may update this policy from time to time. When we make material changes, we will update the version and date above and, where appropriate, notify account holders. Continued use of the platform after an update means you accept the revised policy.

11. Contact

Questions about this policy or your data: support@thesalesprogressor.co.uk

Data controller: The Sales Progressor Ltd, company number [Company number], registered office [Registered office address].