Privacy

Last updated: 13 November 2026

Properlinx is made by Vizualinx, a company in Belgium. This page explains which personal data Properlinx handles (this website, the web app and the mobile apps), why, how long we keep it and what your rights are.

Who is responsible

Vizualinx is responsible for your account, for requests to join and for keeping Properlinx running and secure. You can reach us at hello@properlinx.com.

The information an agency keeps in Properlinx about its buildings, tenants, landlords, contractors and repairs is the agency’s. The agency is responsible for it. We handle it only for the agency and only on its instructions.

What we keep

Your account: name, email address, phone number, your role, your agency and the language for your emails.
Password: only if your agency allows passwords and you set one. We keep only a one-way scrambled version, never the password itself.
Requests to join: the agency’s name, your name, email address, phone number if you give it, country, approximate number of units, your note and your language.
Work in the app: buildings, units, contacts, repair reports, jobs, quotes, invoices, leases, notes, planning and hours.
Reports through a building’s link or QR code: your name, phone number, what you write and the photos you add.
Files: photos and documents you choose to add.
Location: only when you clock in or out, if your agency uses the location check and you allow it. One reading at that moment. We do not follow your location.
Notifications: if you allow them, the address your phone or browser gives us to deliver them.
Support: the messages and files you send to Properlinx support.

When something goes wrong

When the app crashes or a server error happens, we keep a short technical record in our own database so we can fix it. We use no outside error tracker.

The record holds the error message, technical details, the screen it happened on (without personal parts of the web address), the device type, app version, language and time. If you were signed in, it also holds your internal account number and your agency’s internal number. Never your name, email address or anything you typed.

Email addresses, phone numbers, bank account numbers and long codes are removed before a record is saved. Failed sign-ins are not recorded. Only Properlinx administrators can see these records.

Usage counts

Once a day we count, per agency, the number of buildings, units, team accounts, jobs this month and storage used. These are numbers only. We use them for pricing and to plan capacity.

Why we use it

To run Properlinx for you and your agency: sign-in, repairs, approvals, planning and hours. This is needed for the service you or your agency signed up for.
To send messages about the service: sign-in codes, a new job, a changed time, an approval or a reminder.
To keep Properlinx secure, stop abuse and fix problems. This is our legitimate interest.
To meet legal obligations, for example for invoices.
Location and notifications only with your permission. You can withdraw it at any time in your phone or browser settings.

We do not sell personal data. We show no ads and build no profiles.

Where it is stored and who helps us

Database and files: stored in the European Union (Ireland) by our database provider.
Website and web app: delivered by our hosting provider. It sees technical data such as your IP address to deliver the pages.
Email: an email service sends our emails and receives the emails sent to Properlinx, such as repair reports sent by email. It handles the addresses, the message and any attachments.
Notifications: delivered through the push service of your browser or phone (Apple, Google, Mozilla or Microsoft). Web notifications are encrypted, so the push service cannot read them. In the mobile apps, the text passes through the app platform’s push service and Apple or Google.
Maps and building photos: Google Maps finds where a building is on the map from its address. When building photos are switched on, a building without a photo can also get a street photo or map from Google Maps. Only the building’s address is sent. We store the location and any image ourselves.
AI features in the app: Linx, our assistant (typed, spoken or with a file), voice-to-text, AI report import and dashboard suggestions. They are off by default. Properlinx switches them on per workspace, and each person is asked once before their first use. They then send your request (your question, your voice recording or the file you choose) and the agency data the answer needs, such as the jobs, buildings and tenants you can see, to an outside AI service. Depending on the feature, that is OpenAI, Anthropic, Google, Mistral AI, Deepgram, AssemblyAI, Speechmatics, Apple or ElevenLabs. We choose which one per feature, and the app names them before the first use. You can take back your OK in Profile. This is separate from the AI connector, where people connect their own AI app.
Linx in the support chat: off by default. When we switch it on, Linx answers messages in the Properlinx support chat from our help guides, and can suggest to our support staff how to sort a message. Your message and the recent messages of that conversation then go to one of the AI services above.

These providers only handle data on our instructions. Some are based outside the European Union. In that case we use the safeguards the GDPR requires, such as the European Commission’s standard contractual clauses.

Who can see it

People in your agency see what their role allows. Tenants, landlords and contractors only see what concerns them. To help with a support question, a Properlinx administrator can open an agency’s account in read-only mode. Each time is logged with a reason. We share data with authorities only when the law requires it.

AI connector (Claude, ChatGPT and other AI apps)

Agency owners and office staff can connect their own AI app, such as Claude, ChatGPT or Codex, to their agency in Properlinx. This is optional and stays off unless Properlinx has switched it on for the agency. Each person connects for themselves: they sign in to Properlinx as usual and approve the connection on a consent screen. What the connector keeps about the agency’s work is part of the agency’s data, which we handle only for the agency and on its instructions.

What the AI app can read: what that person can see in the app, such as buildings, jobs, job chats, tasks, quotes, invoices and hours. Contact fields are limited: contractors come with full contact details, tenants with only name, unit and building, landlords and team members without phone number or email address. The fields for bank account numbers, wages, notes on contacts and lock or access codes are never sent, and neither are files. Free text, such as job descriptions, chat messages and task notes, is sent as it was written. The connector does not filter it, so whatever someone typed there reaches the AI app.
What the AI app can do: nothing, unless the agency’s owner has turned on action tools and accepted the responsibility statement. Then it can, for example, create jobs and tasks, send messages, assign and schedule work, and ask for, accept or turn down quotes. It acts as the person who connected it, with that person’s permissions.
Activity log: when the AI app uses an action tool, Properlinx logs the result, done or refused: the person, the AI app, the time, the outcome and a short summary, which can contain names, job titles or the start of a message. A request refused before it reaches an action, for example because the AI app’s access has ended or the request is incomplete, is not logged. Reading is not logged call by call: we only note when a connection was last used. In Settings › AI connector, the agency’s owner sees everyone’s recent entries, office staff see their own recent entries.
Who handles the data in the AI app: the data goes to the AI app the person chose. Its provider (for example Anthropic for Claude, OpenAI for ChatGPT and Codex) handles it under its own terms and privacy policy. That provider is not one of our providers (sub-processors) and does not work on our instructions. We do not control how the AI app uses the data. For the connector, Properlinx itself sends no agency data to an AI model.
Disconnecting: you can disconnect at any time in Settings › AI connector, and the agency’s owner can disconnect anyone’s connection. It ends at once. Removing Properlinx in the AI app ends the connection only if that app asks Properlinx to revoke its access. Not every app does, so to be sure, also disconnect in Properlinx. Neither erases what the AI app has already received: for that, contact its provider.
When a connection also ends: when the person is removed from the agency or is no longer an owner or office staff, when they ask to delete their account, when Properlinx switches the connector off for the agency, or after 90 days without use. An ended connection stays ended, even if the change is undone: the person has to connect again.

What we keep for the connector, and for how long:

Sign-in steps: the temporary request and the one-time code used while someone approves a connection. A request is valid for 10 minutes, a code for 2 minutes.
Access tokens: the tokens that let the AI app into Properlinx, only as a one-way scrambled version, never the token itself. One works for an hour. The one that renews it works for 90 days and is replaced each time it is used.
The connection: which person, agency and AI app, what it may do (only read, or also act), when it was approved, when it was last used and, once it has ended, when. Kept while it is in use. An ended connection is deleted 90 days after it ended. When a person’s account is deleted, 30 days after they asked, their connections are deleted at that moment.
AI app registrations: the name, web address and return addresses an AI app gives when it registers with Properlinx, and when it was last used. Deleted once no connection uses it and nobody has used it for 90 days.
Action tools and activity log: who turned action tools on or off and when, which version of the responsibility statement was accepted, and the activity log above. Kept as long as the agency’s data, also after a person leaves or deletes their account.
Cleanup: expired requests, codes and tokens are deleted by an automatic cleanup that runs every hour, in batches, starting an hour after they expire. The same cleanup ends unused connections and deletes old connections and registrations.

Questions about the AI connector? Write to hello@properlinx.com. For what an AI app does with the data, contact its provider.

How long we keep it

Agency data: as long as the agency uses Properlinx.
After an agency ends: when its agreement or paid period ends, the workspace becomes read-only: people can still sign in and look at everything, but nothing can be changed. The data is kept.
A copy: during the subscription and until 90 days after it ends, an owner can ask us for a copy of the agency’s data at hello@properlinx.com. We send it free of charge within 30 days.
Deletion: when an owner asks, we delete the agency’s data within 30 days, except what the law requires us to keep. If nobody asks, we may delete it 12 months after the end. We tell the owners by email at least 30 days before.
Backups: copies in our backups disappear when those backups are replaced in their normal cycle.
People removed from an agency: they lose access at once. Their name stays in the history of the jobs they worked on.
Exact clock-in locations: deleted after 90 days at most. Your agency can choose a shorter period.
Requests to join: until you ask us to delete them.
Technical error records: only the 20 most recent per problem. Older ones are deleted automatically.
Usage counts: 400 days.
Abuse protection: to stop abuse we briefly count requests per email address, phone number or IP address. These counts are deleted after one hour. We do not use your IP address for anything else.
Sign-in codes: valid for 10 minutes.

Cookies and storage on your device

We use no cookies for ads or tracking, no analytics and no third-party trackers. The website only remembers the language you chose. The app stores your sign-in on your device (in the phone’s secure keychain in the mobile apps, in the browser’s storage on the web). On the web it also remembers whether you closed the install tip and finished the first steps.

Your rights

You can ask to see, correct or delete your data, to limit its use, to object or to get a copy. Write to hello@properlinx.com. We answer within one month. If the data is part of your agency’s records, we pass your request to your agency and help it answer.

You can also complain to the Belgian Data Protection Authority (dataprotectionauthority.be).

Changes

Properlinx is made for businesses and is not meant for children. When we change this page, we update the date at the top.