Penguin Pilot — Third-Party Services and Sub-processors (Schedule 3 to the Platform Terms of Service)
This is Schedule 3 to the Platform Terms of Service.
Current as at the effective date. The live list is maintained at penguinpilot.ai/legal/third-party-services and in our Privacy Policy. We’ll update it when it changes, and clause 23.3 applies to additions.
Some of these we use to run the platform for every customer. Others only receive data if you choose to connect them — those are marked “on connection”, and connecting one is your instruction to us to exchange data with it (clause 12.3).
Hosting and infrastructure
| Provider | Purpose | Where |
|---|
| Amazon Web Services | Hosts the entire platform — application servers, database, cache, file and document storage, image delivery and background processing. Holds all customer records entered into the CRM. | Australia (Sydney) |
| Amazon Simple Email Service | Delivers all outbound email we send on your behalf — notifications, portal links and marketing campaigns — and records bounces and complaints. | Australia (Sydney) |
| Sentry | Error and performance monitoring. Receives diagnostic information when something fails, which can include the signed-in user’s identity and the page or request involved. | United States |
| Cloudflare | Bot protection on public forms and enquiry pages. Also used, where you choose to connect it, to create email authentication records in your own domain. | Global edge network |
Payments and finance
| Provide r | Purpose | Where |
|---|
| Stripe | Processes subscription payments and advertising payments. Card details are entered directly into Stripe and are not held by us. | United States and global |
| Xero | On connection. Accounting and payroll synchronisation — supplier invoices, commission statements and payslips. | United States |
Email, calendar and messaging
| Provider | Purpose | Where |
|---|
| Microsoft 365 | On connection. Mailbox and calendar access for users who connect their own Microsoft account, so email can be read into and sent from the CRM. Data remains in your own Microsoft tenant. | Your own Microsoft 365 tenant |
|
Meter
|
What it counts
|
What pauses if you run out
|
|---|
|
System Usage
|
The general technical consumption of the platform — see paragraph 2.
|
Non‑essential background processing, syncs, exports, reports, publishing and API access may pause. Core read access to your data continues.
|
Artificial intelligence
|
Meter
|
What it counts
|
What pauses if you run out
|
|---|
|
System Usage
|
The general technical consumption of the platform — see paragraph 2.
|
Non‑essential background processing, syncs, exports, reports, publishing and API access may pause. Core read access to your data continues.
|
Property portals and listing distribution
| Provider | Purpose | Where |
|---|
| Trade Me Property | **On connection.** Publishes and withdraws listings, and returns listing statistics and buyer enquiries. | New Zealand |
| realestate.co.nz | **On connection.** Publishes and withdraws listings, and returns listing statistics and buyer enquiries. | New Zealand |
| OneRoof | **On connection.** Receives listing feeds and returns listing statistics. | New Zealand |
| Marq | **On connection.** Marketing design and print templates. Reads a listing feed we publish. | United States |
| Your own website | **On connection.** Receives listings for display and returns enquiry form submissions. | Wherever you host your website |
Marketing, advertising and prospecting
|
Provider
|
Purpose
|
Where
|
|---|
|
Amazon Web Services
|
Hosts the entire platform — application servers, database, cache, file and document storage, image delivery and background processing. Holds all customer records entered into the CRM.
|
Australia (Sydney)
|
|
Amazon Simple Email Service
|
Delivers all outbound email we send on your behalf — notifications, portal links and marketing campaigns — and records bounces and complaints.
|
Australia (Sydney)
|
|
Sentry
|
Error and performance monitoring. Receives diagnostic information when something fails, which can include the signed‑in user’s identity and the page or request involved.
|
United States
|
|
Cloudflare
|
Bot protection on public forms and enquiry pages. Also used, where you choose to connect it, to create email authentication records in your own domain.
|
Global edge network
|
Loaded in the visitor’s browser
These run on public pages and in the app. The provider receives the visitor’s IP address, which is how the internet works — it is not something we send them.
| Provider | Purpose | Where |
|---|
| Google Maps and Places | Address lookup, geocoding and maps on property records. | United States and global |
| Google Fonts | Supplies typefaces used in branded templates and designs. | Global edge network |
| Cloudflare Turnstile | Bot protection challenge on public forms and portals. Receives the visitor’s IP address and browser signals. | Global edge network |
| YouTube and Vimeo | Plays videos you have embedded in listings, forms or announcements. Receives the visitor’s IP address and may set cookies. | United States and global |
Note on AI. We contract with our AI providers so that data we send on your behalf is not used to train their models, and is retained only in accordance with the zero-retention or limited-retention terms we’ve agreed with them. Clause 11.7 applies.
These terms are provided by The Network Software Limited trading as Penguin Pilot.
Questions: support@penguinpilot.ai.
