Privacy Policy
Version 1.0 · Last updated 5 July 2026 · Applies to the HousingSurvey Pro platform, portal, mobile applications and website.
1. Who we are
HousingSurvey Pro is operated by ProSurvey Apps Limited, company number 17118570, registered in England and Wales ("we", "us"). Contact for all privacy matters: [email protected].
2. Our two roles
For evidence records captured by housing organisations and their contractors, the organisation is the data controller and we are a data processor acting on its instructions under a data-processing agreement. For account, billing and website data, we are the controller.
3. What we process, and why
| Data | Purpose | Lawful basis |
|---|---|---|
| Account data — name, work email, organisation, role | Authentication, access control, support | Contract |
| Evidence records — property addresses, environmental readings, observations, photographs, inspection GPS fix | The service itself: contemporaneous property-condition evidence held for the controlling organisation | Controller's basis (typically legal obligation / legitimate interests re housing standards) |
| Audit data — who did what, when, in the service | Evidence integrity; security | Contract / legitimate interests |
| Billing data — customer and subscription identifiers | Subscription management. Card details are processed by Stripe and never touch our systems | Contract |
| Support correspondence | Responding to you | Legitimate interests |
Records are designed to describe properties, not people. Organisations are contractually required not to enter tenant personal data (and never special-category data) into free-text evidence fields.
4. Location data
The mobile app captures a GPS fix only when a surveyor taps "Capture GPS" during an inspection, to geo-stamp the evidence record. There is no background tracking, no movement history, and no advertising use.
5. Where data lives
All platform data is stored and processed in the Google Cloud London region (europe-west2). Region pinning is enforced in our codebase. Website and portal static assets are served by CDN; they contain no customer data.
6. Sub-processors
- Google Cloud / Firebase — hosting, database, storage, authentication (UK region)
- Stripe — payments and invoicing (PCI-DSS Level 1)
- Ordnance Survey — address-to-UPRN resolution (receives address strings only)
- AI providers (optional, org-configured) — if an organisation enables advisory AI, structured survey data (no photos by default) is sent to the provider the organisation chooses, including its own Azure OpenAI tenant. AI output never enters the evidential record.
7. Retention and the immutability point
Finalized evidence records are intentionally tamper-evident and immutable, retained for the period set by the controlling organisation (default 7 years, reflecting housing-disrepair limitation periods). Draft records can be soft-deleted with an audit trail. Where UK GDPR erasure rights are engaged for personal data inside evidence, we work with the controller, noting the Article 17(3)(e) exemption for legal claims. Account data is deleted within 90 days of account closure; audit logs are retained with the evidence they protect.
8. Security
TLS in transit and encryption at rest throughout; default-deny access rules with per-organisation isolation; server-side finalization with cryptographic hash chains and append-only audit logs; app attestation (Firebase App Check); credentials and API keys stored only as salted hashes. Full detail: /security/.
9. Your rights
Under UK GDPR you may request access, rectification, erasure, restriction, portability, or object to processing, and you may complain to the ICO. For evidence records, contact your housing organisation first (it is the controller); for anything else, email [email protected] — we respond within one calendar month.
10. Cookies
The website sets no advertising or cross-site tracking cookies. The portal and app use strictly-necessary authentication storage and Firebase App Check attestation tokens only.
11. Changes
We'll post changes here with a new version number and date; material changes affecting organisations are notified to org administrators by email.