Privacy policy

What SortX does

SortX is an AI operating layer for UK estate agencies. It helps branch teams manage sales, lettings, property management, accounting workflows, contacts, properties, documents, tasks, inbox items and approvals.

This privacy notice explains how SortX expects to handle personal information for agency users, landlords, vendors, buyers, tenants, applicants, contractors, guarantors and professional advisers when the service is used in estate agency operations.

Information we process

Agency work often includes names, contact details, property addresses, viewing notes, offer history, tenancy information, maintenance records, compliance documents, invoices, rent and deposit records, and messages exchanged with clients or suppliers.

SortX is designed to keep this information attached to the relevant record so AI-assisted work can be reviewed in context rather than scattered across inboxes and spreadsheets.

How information is used

Information is used to provide the product, route work to the correct queue, prepare draft replies, identify missing compliance evidence, surface risks, maintain audit history and help agency teams complete routine operational tasks.

Human approval rules are part of the product model. SortX should support sign-off before sensitive client communication, financial action or compliance decision leaves the agency.

AI and audit trails

SortX is built around accountable AI operations. AI assistance should be linked back to the property, contact, document, task or message that caused the action.

The aim is to make it clear what the system suggested, what was approved, who approved it and what changed afterwards, so branch managers can supervise automation safely.

Retention and control

Agencies should configure retention periods that match their legal, contractual and professional obligations. Estate agency records may need to be retained for different periods depending on the transaction, tenancy, accounting or compliance purpose.

Where SortX acts as a processor for an agency customer, the agency remains responsible for giving appropriate notices to its clients and for responding to data subject requests.

Contact

Questions about privacy, data protection or SortX security can be sent to hello@sortx.app. This page is product-oriented website content and should be reviewed by legal counsel before relying on it as final legal advice.