Privacy Policy

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 info@surveyorsuite.co.uk.

1. Who We Are

SurveyorSuite Ltd. is a company registered in England and Wales. Our registered address is:

SurveyorSuite Ltd.
4 Brading Road, London, SW2 2AN
Email: info@surveyorsuite.co.uk

We are the data controller for the personal data you provide to us.

2. What Data We Collect

Account Data

When you sign up, we collect your name, email address, a hashed version of your password, your company name, and RICS membership number.

Payment Data

Payments are handled by Stripe Inc. We never see or store your full card number, CVV, or other sensitive payment details.

Survey Data

We store property addresses, client names and contact details, survey content, inspection notes, condition ratings, and report text. This data belongs to you.

Photos

Photos are stored securely in Cloudflare R2. You are responsible for ensuring you have appropriate permission to photograph and upload images.

Voice Data

Our speech-to-text feature uses Google Cloud to transcribe your voice in real time. Voice audio is processed and then immediately discarded — we do not store any voice recordings.

Usage Data

We automatically collect IP address, device type, browser type, pages visited, and timestamps to operate and improve the service.

3. How We Use Your Data

Purpose	Lawful Basis
Creating and managing your account	Contract performance
Delivering the survey report service	Contract performance
Processing subscription payments	Contract performance
Speech-to-text functionality	Contract performance
Generating PDF and DOCX reports	Contract performance
Service-related emails	Contract performance
Security and fraud prevention	Legitimate interests
Improving the service	Legitimate interests
Retaining billing records	Legal obligation (HMRC — 6 years)
Marketing emails	Consent

4. AI and Machine Learning

We may use anonymised and aggregated data to improve our products and develop new features. All identifying information is stripped. Property addresses, client names, and survey text are never used.

You may opt out at any time by emailing info@surveyorsuite.co.uk with the subject "AI Training Opt-Out".

5. Data Sharing and Sub-Processors

We do not sell your data. We share data only with trusted third-party providers:

Provider	Purpose	Location
Supabase	Database & authentication	United States
Cloudflare R2	Photo & file storage	Global CDN
Stripe	Payment processing	US / EU
Browserless	PDF generation	United States
Google Cloud	Speech-to-text	US / EU
Vercel	Application hosting	United States

6. International Data Transfers

Where data is transferred outside the UK, we rely on UK International Data Transfer Agreements (IDTAs), Standard Contractual Clauses (SCCs), or adequacy decisions.

7. Data Retention

Data Type	Retention
Account data, surveys, photos	While subscription is active
After cancellation	12 months read-only, then deleted
Billing records	6 years (HMRC requirement)
Voice data	Never stored
Usage logs	Up to 90 days

8. Your Rights

Under UK GDPR you have the right to access, rectify, erase, restrict, port, and object to processing of your personal data. Email info@surveyorsuite.co.uk to exercise any right. We respond within one calendar month.

You may also complain to the Information Commissioner's Office (ICO) at ico.org.uk or call 0303 123 1113.

9. Cookies

We use only essential cookies (session and authentication). No analytics, advertising, or tracking cookies.

10. Children

Our service is for professional surveyors and is not intended for anyone under 18.

11. Changes to This Policy

We will notify you by email of material changes before they take effect. The "Last updated" date above always reflects the current version.

12. Contact Us

SurveyorSuite Ltd.
4 Brading Road, London, SW2 2AN
Email: info@surveyorsuite.co.uk