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Built in Ireland, for the Irish market

Compliance software for Irish estate agents

PSRA, anti-money laundering (AML) and GDPR obligations are not features bolted onto EstatePilot — they shape how the workflows are built. Do the work, and the records a regulator, an auditor or a solicitor asks for are already on the file — for your team to produce.

Every obligation modelled here is an Irish one: the licence number that belongs on the letter of engagement, the five-year AML retention floor, the advised market value. Ireland is the only market this software is built for.

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The four pillars

What the workflows are shaped around

PSRA

Property Services (Regulation) Act 2011

Licensing is yours to hold — the business licence and each negotiator’s own. The software’s job is the paper trail.

  • The letter of engagement is generated from the property file, not retyped from a template.
  • It is a required action on the valuation stage: progressing without one is flagged, not blocked.
  • The document the Property Services Regulatory Authority asks for is a by-product of taking the instruction, not a job for the night before an inspection.
AML

Criminal Justice (Money Laundering and Terrorist Financing) Act 2010

Estate agents and auctioneers are designated persons, and the PSRA is the competent authority that supervises the sector for it.

  • The law’s timing: due diligence on a vendor before the letter of engagement is signed, and on a purchaser once they pay a booking deposit of €15,000 or more — or at any amount, the moment something looks wrong.
  • EstatePilot goes further than that baseline by design: online bidders clear their identity check before a paddle is issued, and walk-ins are registered at the door.
  • The documents sit against the client record, reviewed by your own staff, under a five-year retention floor.
GDPR

General Data Protection Regulation

Database, vault and servers: all EU.

  • Role-based access controls decide who can see client banking detail in the finance module.
  • Offers, approvals and document reviews are attributed to the person who made them.
  • Every document share is logged with a timestamp, the terms accepted and the IP address it came from.
  • The client vault keeps identity documents out of email threads, where they cannot be recalled.
  • Email delivery runs from the United States under Standard Contractual Clauses; the privacy policy names every provider.
Professional indemnity

Every offer, kept as evidence

The record that defends a claim years after everyone involved has forgotten the details.

  • Every offer with its amount, the date it was logged, the channel it arrived through and the agent who took it.
  • Every acceptance, rejection and withdrawal timestamped.
  • Your professional indemnity insurer, address and policy number go into the letter of engagement itself.
The four obligations at a glance — the statute, what it asks of the agency, how long the records have to survive, and what EstatePilot puts on the file. Last read back against the legislation on .
AreaStatuteWhat it requiresRetentionWhat EstatePilot produces
PSRAProperty Services (Regulation) Act 2011, ss. 43, 44 and 61A letter of engagement in the specified form within 7 working days of taking the instruction; a record of every property service provided; and, where land is offered for sale other than by auction, a record of every offer received, conditional acceptances included.At least 6 years after completion of the transactions the record relates to. Section 61 puts the offer record on the same 6 years, whether or not the sale ever completes.The letter of engagement, generated from the property file rather than retyped, and a required action on the valuation stage. Every offer as a row against the property: amount, date logged, channel, and the agent who took it.
AMLCriminal Justice (Money Laundering and Terrorist Financing) Act 2010, as amended — the PSRA is the competent authority for the sectorCustomer due diligence on a vendor before the letter of engagement is signed, and on a purchaser once they pay a booking deposit of €15,000 or more — or at any amount, the moment something looks wrong.At least 5 years from the end of the business relationship or completion of the transaction, even if the firm ceases trading.Identity, address, funds, beneficial ownership and company registration documents against the client record, each with a server-side SHA-256 checksum, the reviewer’s name and time, their notes and any rejection reason. No auction paddle is issued until the registration is approved.
GDPRGeneral Data Protection Regulation (EU) 2016/679Technical and organisational measures proportionate to the risk of holding a client’s identity documents and banking detail, and a lawful basis for any transfer outside the EEA.No fixed period of its own. Personal data held solely for AML purposes must be deleted once the 5-year AML period expires; anything kept for a separate reason, such as the 6-year record duty above, sits outside that.Database, document vault and servers in the EU. Role-based access to client banking detail in the finance module, offers and document reviews attributed to the person who made them, and every document share logged with a timestamp, the terms accepted and the IP address it came from. Email delivery runs from the United States under Standard Contractual Clauses.
Professional indemnitySection 45 of the 2011 Act, with the level set by the Professional Indemnity Insurance Regulations 2012 as amended by S.I. 699 of 2024Cover is a precondition of providing any property service. From 3 March 2025 the minimum is €1,000,000 for each and every claim, exclusive of defence costs and with no limit on the number of claims in a year. A period of indemnity that commenced before that date runs to its end on the old terms.No clock of its own. The policy details are written into the letter of engagement, and the offer history a claim turns on years later is already held under the 6-year duty above.Your insurer, its address and the policy number go into the letter of engagement itself. Every acceptance, rejection and withdrawal is timestamped alongside the offer it belongs to.
The output

Four records that form as you work

Not a compliance module you remember to open. These are the by-products of listing a property, taking an offer and running an auction.

The letter of engagement

Generated from the property file in the PSRA’s specified form, carrying the terms the 2011 Act requires you to put in writing within 7 working days of taking the instruction.

  • Your agency licence number, and the negotiator’s own licence number
  • Sole, joint or multiple agency
  • The fee structure, the estimated amount or fee range, and VAT
  • Advertising costs, outlay, and the conditions attached to it
  • Commencement and expiry dates
  • Notice period for termination, and what happens on each side afterward
  • Whether you intend to offer financial services to purchasers, directly or through a subsidiary or associated body
  • Your professional indemnity insurer, its address and the policy number
  • The advised market value on sale agreements, and particulars of the subject matter of the agreement — including the folio number, if appropriate

The letter of engagement is a required action on the valuation stage; progressing without it is flagged, not blocked.

The auction paddle

A bidder is identified before they can bid, and the approval is attributable afterwards.

  • No paddle number is issued until the registration is approved — both are written in one transaction
  • The approver is recorded by name and time, as is any rejection, revocation or reopening
  • A held deposit, where you set one
  • Walk-ins registered at the door by your staff, on their own in-room paddles

The offer record

Every offer is a row against the property, not a note in one negotiator’s inbox.

  • The amount, and the date it was logged
  • Which agent recorded it
  • How it arrived — phone, email, in person, through the Widget, or from the auction
  • The email it came from, linked to the offer
  • When it was accepted, rejected or withdrawn

Phone offers are recorded by hand; the channel is stored either way.

The AML file

Customer Due Diligence documents, held against the client record and reviewed by your agency rather than by us.

  • Proof of identity, proof of address and proof of funds
  • Beneficial ownership declarations and company registration
  • A SHA-256 checksum taken server-side, so a file cannot be quietly swapped
  • Who reviewed each document and when, with their notes and any rejection reason
  • A five-year retention floor set against your copy, running from when the relationship ends or the transaction completes
  • A consent record for every share — timestamp, the terms accepted, and IP address

Common questions

What a regulator asks for, and where it comes from.

The Property Services Regulatory Authority licenses property services providers in Ireland under the Property Services (Regulation) Act 2011 and can inspect how a firm conducts its business. In practice that means producing, among other things, the letter of engagement for an instruction, a record in the specified form of the offers received other than at auction and what became of each one, and the correspondence attached to both. EstatePilot records those as you work, so the file is there to produce when someone asks for it.

Proof of identity, proof of address, proof of funds, beneficial ownership declarations and company registration documents, held against the client record with a SHA-256 checksum taken server-side. Each carries the name of the person at your agency who reviewed it, the time they did, their notes and any rejection reason — and a five-year retention floor running from when the relationship ends or the transaction completes. For an online auction, no paddle number exists until the registration is approved.

It generates one from the property file in the PSRA’s specified form, carrying your agency licence number and the negotiator’s own, the agency type, the fee structure and VAT, advertising costs and outlay, commencement and expiry dates, the termination terms, the financial-services disclosures, your professional indemnity policy details and the advised market value. The letter of engagement is a required action on the valuation stage — progressing without one is flagged, not blocked.

Three things, all in the EU: the database that holds your records, the vault that holds your clients’ documents, and the servers that run the software. Email delivery is handled from the United States under the European Commission’s Standard Contractual Clauses — a small piece of the picture, and the privacy policy sets it out in full. Alongside that sit role-based access controls and, in the finance module, an audit trail of account activity — the kind of technical measures GDPR expects a controller to weigh against risk for an Irish agency’s client data.
GuidePSRA compliance for Irish estate agentsLicensing, letters of engagement, records, client accounts, PI insurance, sanctions.GuideAML checks under the 2010 ActCDD timing, risk assessments, STRs, 5-year record keeping.

The obligations themselves are set out in the Property Services (Regulation) Act 2011 and the Criminal Justice (Money Laundering and Terrorist Financing) Act 2010, as amended. The Property Services Regulatory Authority licenses and supervises property services providers and is the AML competent authority for them; the Data Protection Commission is the supervisory authority for GDPR. For a plain-language consumer overview, see Citizens Information. EstatePilot is software that helps you meet these obligations — it is not legal advice. Last reviewed .

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