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Privacy Policy

Last updated: 2026-05-07

This Privacy Policy explains how SurveyorSuite Ltd. collects, uses, and protects your personal data when you use our service. We have written it in plain English so that it is easy to understand. If you have any questions, please contact us at [email protected].

1. Who We Are

SurveyorSuite Ltd. is a company registered in England and Wales (company number 17103482). We are registered with the UK Information Commissioner's Office under registration number ZC111433 and with HMRC for UK VAT under registration number GB517402220. Our registered address is:

SurveyorSuite Ltd. 4 Brading Road London SW2 2AN

Email: [email protected]

We are the data controller for the personal data you provide to us. This means we decide how and why your data is used.

We have not appointed a Data Protection Officer (DPO) as we do not meet the threshold requiring one under UK GDPR. If you have a data protection concern, please contact us directly at the address above.

2. What Data We Collect

Account Data

When you sign up and use our service, we collect:

  • Your name and email address
  • A hashed version of your password (we never store your password in plain text)
  • Your company name and RICS membership number

Payment Data

Payments are handled securely by Stripe Inc. We never see or store your full card number, CVV, or other sensitive payment details. Stripe may share billing confirmation data with us (such as the last four digits of your card and expiry date) for display purposes only.

Survey Data

Our core service involves creating survey reports. In doing so, we store:

  • Property addresses you inspect
  • Client names and contact details you enter
  • Survey content, inspection notes, condition ratings, and report text

This data belongs to you. We process it on your behalf to deliver the service.

Photos

You may upload photos of properties as part of your survey reports. These photos are stored securely in Cloudflare R2. Photos may include images of private residential or commercial properties. You are responsible for ensuring you have appropriate permission to photograph and upload images of any property.

Voice Data

Our voice dictation feature uses your browser's or device's built-in speech recognition — Google (Chrome), Microsoft (Edge), Apple (Safari and iOS), or Android's on-device recogniser. SurveyorSuite does not see, store, or transmit the raw audio. Each browser or device vendor handles your audio under their own privacy policy. Only the resulting text transcript is sent to our servers and saved as part of your survey.

AI Drafting Data

If you choose to use our optional AI-assisted report drafting feature, the inspection notes you paste into the site-notes input are sent to Anthropic, Inc. (the provider of the Claude AI model) so that a draft report can be generated. Anthropic acts as a sub-processor. Their handling of API content is governed by their Commercial Terms of Service and Privacy Policy. By default, Anthropic does not train its models on Customer Content submitted via its API. Anthropic's default retention for API content is up to 30 days. SurveyorSuite Ltd. retains the AI usage metadata (timestamp, user, token counts, duration) for the audit trail required by the RICS Professional Standard on AI; we do not retain the raw prompt content beyond that audit-trail requirement. Use of this feature is optional — you can write reports entirely without it.

Usage Data

When you use our service, we automatically collect technical data including:

  • Your IP address
  • Device type and operating system
  • Browser type and version
  • Pages and features you visit or use
  • Timestamps of activity

We use this data to operate and improve the service, and to detect security issues.

3. How We Use Your Data

The table below sets out what we use your data for and the lawful basis we rely on under UK GDPR.

Purpose Data Used Lawful Basis
Creating and managing your account Account data Contract performance
Delivering the survey report writing service Survey data, photos Contract performance
Processing your subscription payment Billing data (via Stripe) Contract performance
AI-assisted report drafting (optional) Inspection notes you submit to the feature, sent to Anthropic Contract performance
Voice dictation transcript ingestion (no audio captured by us) Transcript text returned by your browser / device Contract performance
Generating PDF and DOCX reports Survey data, photos Contract performance
Sending service-related emails (e.g. invoices, account notices) Name, email Contract performance
Keeping the service secure and preventing fraud Usage data, account data Legitimate interests
Diagnosing technical issues and improving the service Usage data, anonymised feature engagement metrics Legitimate interests
Retaining billing records for tax purposes Billing data Legal obligation (HMRC — 6 years)
Responding to lawful requests from authorities Relevant data as required Legal obligation
Sending marketing emails Name, email Consent (we will ask you separately)

We do not currently send marketing emails. If we introduce them in future, we will ask for your consent first and you will always be able to opt out.

4. AI and Machine Learning

Please read this section carefully. It explains how AI features in the Service work and how your data is and is not used.

4.1 AI-assisted report drafting (Anthropic)

If you choose to use the optional AI-assisted report drafting feature, the inspection notes you paste into the site-notes input are sent to Anthropic, Inc. (the provider of the Claude AI model) for the purpose of generating a draft report. The following applies:

  • Default no training. Anthropic's Commercial Terms of Service state that, by default, Anthropic does not train its models on Customer Content submitted via its API. SurveyorSuite Ltd. relies on this default and does not opt in to any feedback channel that would forward your inputs or outputs for training.
  • Default 30-day retention at Anthropic. Anthropic's default API retention is up to 30 days, after which API content is automatically deleted. Trust & Safety actions on Anthropic's side may extend that period; we have no day-to-day visibility into Trust & Safety reviews.
  • No third-party sale or sharing for marketing. SurveyorSuite Ltd. does not share your Content with any third party for marketing or model training purposes.
  • You decide what to send. You are responsible for what you paste into the site-notes input. Avoid pasting confidential client information (health, financial, dispute, or any personal data the client has not given you written consent to share with an AI system). The Service displays a guidance reminder at the point of input.

The AI feature is optional — you can write reports entirely without it. See §4 of the Terms of Service (clauses 9.1–9.10) for the contractual terms.

4.2 Voice dictation (browser / device)

Voice dictation uses your browser's or device's built-in speech recognition (Web Speech API on web; Capacitor on-device recognition on iOS and Android). SurveyorSuite Ltd. does not see, store, or transmit the raw audio. Each browser or device vendor processes your audio under their own privacy policy. Only the resulting transcript text is sent to our servers and saved as part of your survey.

4.3 Internal use of anonymised data

We may use anonymised, aggregated data about how the Service is used (e.g. which templates are used most often, time-to-complete metrics, feature engagement) to improve our products and develop new features. We never use identifiable data for this purpose: property addresses, client names, surveyor names, and survey content are excluded. We never share Content with any third party for marketing or model training.

4.4 Your right to opt out

You can opt out of having your anonymised usage data included in our internal product improvement analytics at any time by emailing [email protected] with the subject line "AI Analytics Opt-Out". We will action your request within 30 days. Opting out does not affect any feature of the Service.

5. Data Sharing and Sub-Processors

We do not sell your data.

5.1 Sub-processors of Customer Content

When you create reports in SurveyorSuite, you are the data controller for your clients' personal data (their names, addresses, photos of their properties, your inspection notes about them). We are the data processor for that data. The third parties we engage to help process Customer Content are sub-processors under UK GDPR Article 28.

The current list of sub-processors of Customer Content is published at surveyorsuite.co.uk/legal/sub-processors. It identifies each sub-processor, region, purpose, and a link to their data-protection terms.

We give you at least 30 days' advance notice by email of any addition or material change to that list, except in urgent security situations where shorter notice is permitted by contract.

Voice dictation does not use a SurveyorSuite sub-processor — it uses your browser's or device's built-in speech recognition; see §4.2.

5.2 Other recipients of your data

To operate our SaaS we share limited personal data with:

  • A payment processor to handle your subscription billing — currently Stripe. We never see or store your full card number, CVV, or other sensitive payment details.
  • A transactional email provider to deliver service emails such as invoices and password resets — they receive your email address, the subject line and the body of those messages.

We do not share your data with any other recipients except where required by law (see §5.3) or with your explicit consent.

5.3 Lawful disclosures

We may disclose data where we are legally required to do so — for example, in response to a court order or a lawful request from a UK law enforcement authority.

6. International Data Transfers

Some of our sub-processors are based outside the UK, including in the United States. Whenever we transfer personal data outside the UK, we ensure that appropriate safeguards are in place to protect it.

We rely on the following transfer mechanisms:

  • UK International Data Transfer Agreement (IDTA): Used where a sub-processor has entered into an IDTA with us or operates under equivalent protections.
  • Standard Contractual Clauses (SCCs): The EU-approved SCCs, as adopted for UK transfers, are used where appropriate.
  • Adequacy decisions: Where the UK government has deemed a country or framework to provide adequate data protection.

You can request a copy of the relevant transfer safeguards by emailing [email protected].

7. Data Retention

We retain your data only for as long as necessary.

Data Type Retention Period
Account data, survey data, photos Retained while your subscription is active
After cancellation 12 months in read-only access, then permanently deleted
Billing and invoice records 6 years from the date of transaction (HMRC legal requirement)
Voice audio Never received by us — your browser or device handles it
AI usage audit log (timestamp, user, token counts, duration; not raw prompt content) 6 years (RICS / PI insurance retention)
Usage / technical logs Up to 90 days

A note on RICS PI insurance requirements: RICS guidance recommends that surveyors retain survey reports for at least six years for professional indemnity purposes. It is your responsibility to export and retain copies of your reports before cancelling your subscription. We cannot guarantee retention of your data after the 12-month post-cancellation window.

8. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

  • Right of access: You can request a copy of the personal data we hold about you.
  • Right to rectification: You can ask us to correct inaccurate data.
  • Right to erasure: You can ask us to delete your data in certain circumstances (e.g. if you withdraw consent, or if we no longer need it).
  • Right to restriction: You can ask us to pause processing of your data in certain circumstances.
  • Right to data portability: You can request your data in a structured, machine-readable format.
  • Right to object: You can object to processing based on legitimate interests, including the use of anonymised usage data for product analytics (see §4.3 and §4.4).

To exercise any of these rights, please email [email protected] with your request. We will respond within one calendar month. We may need to verify your identity before processing your request.

Complaints

If you are unhappy with how we have handled your data, you have the right to complain to the Information Commissioner's Office (ICO):

  • Website: https://ico.org.uk
  • Phone: 0303 123 1113
  • Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would appreciate the opportunity to address your concerns before you contact the ICO, so please reach out to us first if possible.

9. Cookies

We use only essential cookies necessary to operate the service. These include:

  • Session cookies: Used to keep you logged in during your visit.
  • Authentication cookies: Used to maintain your secure session between pages.

We do not use analytics cookies, advertising cookies, or any other tracking technologies. You do not need to accept a cookie banner to use our service because we do not use non-essential cookies.

10. Children

Our service is intended for use by professional chartered surveyors. It is not directed at, and should not be used by, anyone under the age of 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us at [email protected] and we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or by displaying a prominent notice in the app before the changes take effect. The "Last updated" date at the top of this document will always reflect the most recent version.

We encourage you to review this policy periodically. Continued use of the service after changes take effect constitutes your acceptance of the updated policy.

12. Contact Us and Complaints

If you have any questions about this Privacy Policy or about how we handle your data, please contact us:

SurveyorSuite Ltd. 4 Brading Road London SW2 2AN Email: [email protected]

We aim to respond to all enquiries within 5 working days.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at https://ico.org.uk.

This policy is also displayed inside the app at app.surveyorsuite.co.uk/legal/privacy. Both render the same canonical document.