Privacy Notice
What this website processes about you, why, who helps us do it, and the rights you have.
This notice explains how Properly Systems OÜ (“we”, “us”) handles personal data when you visit properlysystems.com or contact us. The data controller under the EU General Data Protection Regulation (GDPR) is Properly Systems OÜ. Contact details are in section 10.
1. What we process
Enquiries you send us
This site has no forms. When you write to us by email (for example through the “Book a demo” button), we receive what you send: your name, email address, the content of your message and any details about your property that you include.
Technical data from hosting
Our hosting provider records limited technical data needed to deliver and secure the site — your IP address, browser type, the pages requested and the time of each request. We use this only for security and reliability.
Cookie-free audience measurement
We use Umami, a privacy-focused analytics tool, to understand how the site is used. It records page views, the referring site, browser and device type, screen size, the country derived from your IP address, and interactions such as clicking “Book a demo” or how far you scroll. Your IP address is used only momentarily to compute an anonymous daily identifier and is not stored. Umami sets no cookies, stores nothing in your browser, and does not track you across other websites. We cannot identify you from this data.
2. Why, and on what legal basis
| Purpose | Legal basis (GDPR Art. 6(1)) |
|---|---|
| Replying to your enquiry and arranging a demo | Steps taken at your request before a contract (b), and our legitimate interest in answering you (f) |
| Keeping the site secure and available | Our legitimate interest in protecting the service (f) |
| Measuring how the site is used, in aggregate and without cookies | Our legitimate interest in improving the site (f). The processing is minimal, anonymised at collection and involves no profiling, so we do not ask for consent. You can object at any time (section 6). |
3. Who processes it for us
We use a small number of providers who process data on our behalf under data-processing agreements:
- Microsoft Azure — website hosting (Azure Static Web Apps). The site is stored in the West Europe (Netherlands) region and delivered through Microsoft’s global edge network.
- Umami Software, Inc. (Umami Cloud) — cookie-free audience measurement, as described above. Data region: EU. Their privacy policy: umami.is/privacy.
- Cloudflare — DNS and routing of email sent to our @properlysystems.com addresses.
- Google (Gmail) — the mailbox where your emails arrive.
We never sell personal data and never share it for advertising.
4. International transfers
We aim to keep personal data within the EU/EEA. Where a provider processes data outside the EEA, we rely on safeguards recognised by the GDPR, such as the European Commission’s Standard Contractual Clauses or an adequacy decision (including the EU–US Data Privacy Framework where the provider is certified). Website hosting (Microsoft Azure, West Europe) and audience measurement (Umami, EU region) keep data in the EU. Email passes through Cloudflare and is stored by Google; both are certified under the EU–US Data Privacy Framework and include the Standard Contractual Clauses in their data-processing terms.
5. How long we keep it
Enquiries: up to 12 months after our last contact, unless you ask us to delete them sooner or you become a customer (separate terms then apply).
Hosting logs: a short rolling period set by the hosting provider.
Analytics: aggregate statistics contain no personal data and are kept for as long as they are useful.
6. Your rights
Under the GDPR you can ask us to access, correct, erase or restrict your personal data, to receive it in a portable format, and you can object to processing based on legitimate interest — including the audience measurement described above. Because analytics data is anonymised at collection, we cannot single out and delete your visits, but you can block the script cloud.umami.is in your browser or an ad-blocker.
To exercise your rights, email privacy@properlysystems.com. You can also complain to a data-protection authority, in particular Andmekaitse Inspektsioon (Estonian Data Protection Inspectorate).
7. Cookies
This site sets no cookies and stores nothing in your browser — not for analytics, not for advertising, not for preferences. That is why there is no cookie banner.
8. Security
The site is served over HTTPS only, with strict security headers. Enquiry emails are accessible only to the founders. We apply data minimisation and use reputable providers. We do not claim any formal certification.
9. Changes
We may update this notice, for example when we add a form or a new provider. The “last updated” date above shows the current version.
10. Contact
Data controller: Properly Systems OÜ (registry code 17610719).
Privacy contact: privacy@properlysystems.com.
Postal address: Jõe tn 3-304, 10151 Tallinn, Estonia.