AI in real estate under the GDPR and the AI Act
Processing agreements with AI providers, data outside the EEA, automated decisions and DPIA under the GDPR, plus Articles 4 and 50 and the moved AI Act deadlines. As of 21.10.2026.
- 9 min read
- 3 views
Systems for real estate in Katowicesince 2020
Your portfolio and documents in one system
We build systems for companies that manage property: buildings, tenants and leases in one place, with AI reading the PDF documents before anyone has to retype them. The final say stays with a person. No subscription: the system and the code are yours.
From the first call you work with the architect who builds your system.
- Free consultation
- Quote broken down by stage
- Every stage ends with a sign-off
- AIReads leases and other PDF documents
- PortfolioBuildings and tenants in one place
- DocumentsPDFs built from live property data
- ExcelPortfolio import from Excel sheets
What brings people to us
You know this from everyday work
This is what working with a property portfolio usually looks like before it gets a system of its own.
A portfolio scattered across spreadsheets
Buildings, floor areas and tenants live in separate Excel files. Every report starts with stitching versions together.
PDFs retyped by hand
Leases, annexes, handover reports and invoices arrive as PDFs. Someone has to pull the data out and type it into a table.
Every offer built from scratch
Each offer means copying property data into a new document and checking that nothing has drifted.
Everyone in one file
Management, property officers and accounting need different data, and a shared spreadsheet cannot keep them apart.
New duties, old tools
KSeF e-invoicing, remote reading of heat and hot water meters, published flat prices: the rules keep growing, and the data for them sits in several places.
Off-the-shelf software does not fit
A ready-made CRM does not know your portfolio, and bending it to fit ends in workarounds in spreadsheets.
What we build
One system instead of spreadsheets and an inbox
We have already built an AI module for PDF documents, PDF generation, Excel import and export, and user roles into a system for managing a commercial real estate portfolio. We start with whatever takes your team the most time.
We design the system around the way your team already works with the portfolio, instead of changing how you work to suit off-the-shelf software.
No subscription: the system and the code are yours.
- A property record: floor areas, tenants, leases and documents
- Roles and permissions: everyone sees what they need
- Works on desktop and phone, nothing to install
AI pulls out of PDFs the data someone retypes by hand today, and hands it over for checking before it enters the database.
AI can make mistakes, so the final say stays with a person. We use existing models and do not train our own.
- Leases, annexes and insurance policies in PDF
- Leases: AI points out the key fields, a person approves them
- Each reading can be compared with the original document
The system puts together a PDF document from the data it already holds.
We design the template with you before any code is written.
- One source of data: the document never drifts from the database
- A document ready to send to the client
- Documents in several languages, e.g. PL · EN · UK
You do not start with an empty database: we move the data from your current spreadsheets into the system, and Excel export stays for those who work with it.
If your software has an API or a data export, we will connect it to the system.
- Portfolio import from your current Excel files
- Summaries exported to Excel
- Reports and a dashboard from current data
Describe your process
We reply and book a free consultation.
Who it is for
For those who manage property
Polish and EU law adds duties to these roles or announces new ones. A system does not take them off your plate, but it keeps the data they call for in one place.
Property managers and housing communities
Buildings, units, meters, invoices and settlements in one place.- KSeF: suppliers’ invoices reach a housing community through the National e-Invoicing System, and access to it is granted by the board or the property manager, e.g. with a ZAW-FA notification.
- By 1 January 2027, heat meters, heat cost allocators and hot water meters installed before 22 May 2021 must be replaced with remotely readable devices (Polish act of 20 April 2021, art. 16).
- The government has announced a Central Register of Property Managers: the draft act is on the Council of Ministers’ legislative work list.
Developers
Projects, units, prices and sales documents in one system.- Since 11 July 2025, a developer publishes unit prices with their history of changes on its own website, and the data goes to the dane.gov.pl portal once a day (Journal of Laws 2025 item 758).
- When prices live in one system, the price page and the daily data upload are fed from one source, with no retyping.
- Sales documents in PDF are built from the same data.
Real estate agencies
Listings, owners, clients and documents in one place, without workarounds in an off-the-shelf CRM.- Short-term rentals: EU Regulation 2024/1028 has applied since 20 May 2026, and Poland is preparing rules on a property number shown in listings.
- AI Act: from 2 August 2026, a person talking to an AI assistant must be told so (Article 50 of EU Regulation 2024/1689).
- AI drafts a reply or an offer, and the agent approves it before it goes out.
Result
This is what a system looks like in daily use
Some projects we show from the inside; the rest we describe as far as the client allows.
Trust
Hear it from clients, not from us
What the people we have built solutions for say.
«The work was completed on time, with due care and in accordance with the contract. We rate the cooperation positively and can recommend ITCompass Artem Shevchenko as a reliable contractor.»
Grzegorz BoczekCEO, Nextre sp. z o.o.Cost
See what the price is made of
Below is an example calculation. All amounts are approximate, and the quote for every project is individual.
An example system scope
Select modules to see an indicative range.
- System coreSign-in, user roles, the database and the panel the modules are built on.~ 20,000 PLN
This is an example, not an offer
Select the modules to see how a price can add up. The amounts are approximate and may differ: the cost of your project depends on your processes, the number of users, integrations and requirements, so the final quote can be lower or higher. You get the exact, individual quote after a free consultation.
Net amounts, excluding VAT. This is an example calculation, not an offer: your processes decide the price, not a price list.
The system and the code are yours, with no recurring licence fees. Support after launch is optional.
Who you work withIT agency in Katowice
You talk directly to the company’s founder
ITCompass designs AI-powered CRM, ERP and automations for small and mid-sized companies. No middlemen: you talk through your processes directly with the architect who designs your system and leads its build. Requirements are not passed along a chain of people, so nothing gets lost on the way.
A system built around your processes
We do not sell a template. Every company works differently, so we design each system from scratch around your processes and prepare an individual quote after a free consultation.
Our own product in production
We built and run Biurko ourselves, a Polish SaaS for sending invoices to KSeF. We know a system from design all the way to maintenance.
Proven technologies
Laravel, Vue, TypeScript and PostgreSQL. Our products are available in Polish, English and Ukrainian.
- years of commercial experience with Laravel and Vue
- 7+
- systems built with our founder on board, from e-commerce and CRM to our own SaaS with KSeF
- 25+
- months from signing the contract to production launch and final sign-off
- 2.5
Knowledge
How we think about CRM, ERP and AI
Our latest articles.
AI lease agreement extraction with human review
What you can hand over to AI when reading leases and addenda in PDF, where a human check is a must, and how to set up a process in which AI proposes and a person approves.
- 8 min read
- 1 view
Remote reading of heat meters in Poland by 2027
Who art. 16 of the Polish act of 20 April 2021 concerns, which devices it covers, what property managers and housing community boards can do before the year ends, and how to keep readings in one place.
- 7 min read
- 1 view
Questions
What real estate companies ask
Price, timelines, tenant data, AI and KSeF: the answers before you ask.
We publish our prices up front, net of VAT: automating a single process is from 8,000 PLN, and a CRM or ERP system with AI is 20–90k PLN. In the Pricing section you can put together a rough estimate from modules. The exact price is set individually after a free consultation, because your processes decide the scope.
It depends on the scope, and we give the timeline together with the quote, broken down by stage. Every stage ends with a formal sign-off, so you see a working part of the system before the whole is finished. For comparison: we built a system for managing a commercial real estate portfolio in 11 weeks, in four stages.
If we get access to personal data, we sign a data processing agreement (Article 28 GDPR) before work begins. Access inside the system is limited by user roles, the connection is encrypted (SSL), backups run automatically, and the test environment is kept apart from production. Which AI services we use and what data reaches them is agreed with you before launch.
Not always. If your software has an API or a data export, the new system can work alongside it, for example taking over document reading and reports while the rest stays where it is. At the free consultation we check what is worth connecting and what is worth building anew.
It can make mistakes, which is why we do not leave it the final say. AI pulls the data out of the PDF and hands it over for checking: a person compares it with the document and approves it before it enters the database. We use existing models and do not train our own.
Yes. Suppliers’ invoices reach a housing community through KSeF, Poland’s e-invoicing system, and access to it is granted by the board or the property manager, e.g. with a ZAW-FA notification. The system can fetch these invoices from KSeF and assign them to a building and its settlements. We have already built a KSeF integration (sending invoices) into our own product.
You do. You pay for the work, not for a licence: there is no subscription. At the end we hand over the source code, the documentation and the access credentials, so you can develop the system yourself or with another company.
First step
Got a process that eats your time? Tell us about it
Write a few sentences about how you work with your portfolio, documents or offers today. We will tell you where it makes sense to start and book a free consultation.
- A free consultationYou describe the process, we look for what is worth automating. You do not need a specification.
- A quote broken down by stageAfter the consultation you get a quote broken down by stage, together with a timeline.
- The system and the code are yoursNo recurring licence fees. Support after launch is optional.