Privacy Policy — Saltire Systems

Who We Are

Controller: Saltire Systems Ltd

Saltire Systems is an AI-powered operating system for Scottish estate agency. We process data on behalf of estate agents who use our platform to manage property sales, buyer communications, and related operations.

What We Collect

Account data: Name, email address, office identifiers, and user permissions.
Lead data: Details submitted by prospective property sellers via valuation forms, Meta Lead Ads, and landing pages.
Property data: Listing details, photographs, descriptions, and transaction records.
Buyer data: Enquiry details, viewing records, offer information, and qualification data.
Communication data: Messages sent via the seller portal, SMS, email, and AI voice call transcripts.
Integration data: Tokens and identifiers for connected services (Meta, Twilio, property portals) where applicable.
Document data: Generated agreements, digital signatures, and signing audit trails.
Usage data: Logs necessary for security, debugging, and service improvement.

How We Use Data

To provide the Saltire Systems estate agency operating system and its AI capabilities.
To deliver leads into your pipeline and manage the property sale lifecycle.
To generate AI-powered communications, property descriptions, and offer analyses.
To syndicate listings to property portals (Rightmove, Zoopla) on your behalf.
To facilitate document generation, digital signing, and legal compliance.
To maintain security, prevent abuse, and debug technical issues.

AI Processing

Saltire Systems uses AI (powered by Anthropic Claude) to process communications, generate content, analyse offers, and manage property transactions. AI processing is carried out to provide the core service functionality. Personal data processed by the AI is not used to train external AI models.

Data Sharing

We share data only where necessary to provide the service:

Property portals: Listing data shared with Rightmove, Zoopla, and other configured portals.
Communication providers: Message content shared with Twilio (SMS), SendGrid (email), and voice AI providers as needed for delivery.
Meta: Campaign and lead data shared via Meta APIs when Lead Ads integration is active.

We do not sell personal data to third parties.

Retention

We retain data for as long as necessary to provide the service, meet legal obligations, and maintain security. Property transaction records may be retained for up to 6 years in line with regulatory requirements.

Customers may request deletion where legally permitted. See our data deletion instructions.

Your Rights

Access your personal data held by us.
Request correction of inaccurate data.
Request deletion of your data (subject to legal requirements).
Object to or restrict processing in certain circumstances.
Data portability where applicable.

To exercise any of these rights, contact: hello@saltire.systems

Security

We implement appropriate technical and organisational measures to protect personal data, including encryption of sensitive credentials, access controls, and secure infrastructure. Integration tokens and API keys are encrypted at rest.