When accessing the app

Data We Collect

When you book a consultation or order a report, the following details are recorded and stored securely:

• Your full name
• Your email address
• Your phone number
• Your property address
• Any photos you choose to upload

Payment card details are collected on a PCI-compliant checkout page hosted by Stripe. Card details are never stored by us — they are tokenised and processed securely by Stripe. Full details can be found in the Stripe Privacy Policy.

How It Is Stored

Your data is stored securely on servers provided by GoDaddy (Airo platform). GoDaddy operates in accordance with UK GDPR requirements and holds a data processing agreement with us. Full details can be found in the GoDaddy Privacy Policy.

Your data is accessible only to authorised staff at Pole Star Property Services Ltd.

AI-Assisted Processing

When we prepare a Location Report or survey narrative for you, we use AI-assisted tools (OpenAI GPT models) to help gather and summarise data from public sources. Your property address may be transmitted to OpenAI's API (processed in the United States under a data processing agreement with Standard Contractual Clauses).

No sensitive personal data, financial data, or identity documents are transmitted to AI systems. All AI-generated content is reviewed and approved by a qualified professional before delivery. Data is not used to train AI models.

Full details are in our General Data Protection & Privacy policy.

How Long We Keep Your Data

Records relating to completed instructions are retained for 6 years from the date of the final report, in line with the Limitation Act 1980 and RICS guidance. Enquiries that do not proceed to instruction are retained for 12 months and then deleted.

Your Rights

You have the right to access, correct, or request deletion of your personal data. To exercise these rights, please visit our data request page or email [email protected]. We will respond within one calendar month.

Full details of all your rights under UK GDPR are set out in our General Data Protection & Privacy policy.