Prop Tech & Security
How secure is your PropTech?
T wenty-first century living is fraught with safety and security challenges. These days, hearing that someone’s identity was stolen, their bank card cloned or that their iPhone was pocketed is hardly surprising. Managing agents are obligated to provide their clients, residents and any visitors with a secure environment, where they feel safe and their belongings remain in their possession. That mandate extends to the online world, helping leaseholders to make secure payments and ensuring their private data is used only for legitimate purposes. For property managers, we consider these to be the most important security considerations when choosing and using PropTech: If you are using technology you need to consider how safe it is to use, explains Karl Lewis 1. Visitors We see GDPR breaches in the form of visitors’ signing-in books, where it’s possible to see who has signed in earlier that day. This is easily overcome by using tablet technology instead. Regular visitors’ details (cleaners, family) are pre- entered on the software meaning swift and private verification when they arrive. 2. Keys Concierge holding hundreds of keys and distributing them without a digital signing-in/signing-out process is a recipe for disaster. Missing keys can lead to
else the way it is developed and operated has to be secure. Ensure your providers are ISO 27001 accredited - the gold standard for secure operations. 7. Workflow Property management is a high-volume industry. The higher the volume, the greater the chance of mistakes. Software that makes light work of invoices is a game-changer for overwhelmed managing agents. An online invoice system with the ability to approve at different levels of seniority helps prevent fraud and eliminates the problem of lost paperwork. The right software helps property managers select only approved/vetted contractors, reducing the risk of uninsured suppliers or those who work unsafely. And pre-contract enquiry LPE1/2 forms completed online, with secure links to download documents, will be particularly important as managing agents’ administration fees are set to be capped. 8. Integration The best PropTech solutions come with intelligent APIs built-in. Build- to-rent software needs secure links to property portals such as Rightmove, Zoopla and On the Market, with the ability to book viewings, take reservation fees, perform credit checks, sign off ASTs and deal with renewals. In block management, integration between your chosen cloud software and your accounts back-end product is vital to ensure every transaction is bi-directional.
expensive lock changes and an erosion of trust. Solutions that safely store keys/ fobs, track their borrowing and issues alerts when keys aren’t returned on time are available now. 3. Access control The Internet of Things allows residents to use clever software to monitor CCTV and give visitors access to their property from anywhere in the world. Modern blocks have rooms to hire, such as a cinema, meaning a resident’s fob will automatically give them access at their allotted time. Smart software allows for the immediate fob coding to permit contractors restricted access, rather than letting them wander the corridors with a bunch of keys. Passes produced by the software/hardware worn on lanyards reassure residents that they are a legitimate presence on site. 4. Packages The rise in online shopping means concierges are inundated with courier drop-offs and pick-ups. The right software/hardware combination means ultra-efficient processing of incoming and outgoing packages, minimising the risk of them disappearing, and freeing up the on- site staff to focus on the residents. 5. Portals These give residents a safe platform to pay service charges, download important documents, report maintenance issues or start a licence to alter application. These portals mean residents become far more self-sufficient, releasing the property manager to focus on other priorities. 6. Data Cloud based applications are good at physical security. But like everything
Karl Lewis is a PropTech expert at Dwellant
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