Privacy notice.

• Enquiries: your name, email, phone number, property address and postcode, and what you tell us about the building or door.

• Apartment Door Survey bookings: your name, email and mobile number; property address, flat number and floor; the service you choose and whether you want an invasive check; how many floors the building has; your preferred days and times; access notes; and the fire door reports, photos and letters you upload. Stripe takes your payment and billing address. We never see or store your full card number.

• Before You Buy bookings: your details and the flat you are buying. We also receive the seller’s or flat owner’s name and contact details so we can arrange access, usually from the estate agent or conveyancer.

• Surveys and works: photographs, measurements and notes about fire doors and fire stopping. Photos show doors, frames and the area around them and may show parts of your home. We try not to capture people or personal items.

• Phone calls: our lines are answered by an automated assistant. Calls are recorded and transcribed, and a written summary is sent to our team so the right person can call you back.

• Business contacts: names, job titles and contact details of managing agents, building owners, fire risk assessors, conveyancers, suppliers and subcontractors.

• Website: basic technical data such as your IP address, needed to run the site securely.

Access notes. You may tell us about gate codes, key collection, pets, or someone at home who needs help, such as with mobility. We use these notes only to arrange and carry out visits safely. Practical access notes are kept with the job record in Onetrace while the job is open. Gate codes and health details are deleted once the job is complete. Health details are optional: tell us only what we need to know.

Where else we get information. Some information comes from other people: managing agents and building owners who instruct us (often through Dwellant, their works ordering system), estate agents and conveyancers for Before You Buy, and the client who books a survey of a flat they do not live in. People who appear in survey photos have not given their details to us directly; we keep such images to a minimum.

• To answer enquiries, take bookings and carry out surveys and works: performing a contract with you, or taking steps you asked for before one. For business contacts and people who did not book with us (such as a seller giving access), our legitimate interest in delivering the work we were instructed to do.

• To keep survey and works records, including photos: our contract with you and our legitimate interest in evidencing our work, supporting building safety and responding to claims.

• To invoice, keep accounts and meet tax rules: legal obligation.

• To answer calls through our automated assistant: our legitimate interest in answering every call and passing it to the right person.

• To run and secure our business: legitimate interests. This includes using AI tools, mainly Claude (made by Anthropic), to read, sort, summarise and draft from our emails and documents, which can include your details. A member of our team checks the output. We never use AI or any automated process to make decisions about you that have legal or similarly significant effects.

• Health details in access notes: your explicit consent, which you can withdraw at any time.

Marketing. We sometimes send emails about our services. To people at businesses we contact as part of our work, we rely on our legitimate interest. To individual customers, we email only about similar services and you can opt out when you give us your details and in every email. Anyone else hears from us only with consent. You can opt out at any time by replying or emailing info@jewelpfp.co.uk.

Do you have to give us your details? We need your contact details, the property address and access arrangements to book and carry out a survey or works. Without them we cannot take the booking. Everything else is optional.

Only what is needed, with:

• If you booked with us directly (Apartment Door Survey or Before You Buy): your report and details go only to you, unless you ask us to send copies (for example to your conveyancer or managing agent) or the law requires it. For Before You Buy we share what is needed with the seller or flat owner to arrange access.

• If a building owner, managing agent or fire risk assessor instructed us, and you live in their building: they receive the survey and works records for your door.

• Our certification bodies (BM TRADA and Bluesky Certification) may see records when they audit our work.

• Service providers who run our systems for us:

  • Stripe (card payments)
  • Jewel PFP Portal, our booking and job system, hosted on Microsoft Azure
  • Vercel (website hosting)
  • Microsoft 365 (email, files and Teams)
  • Onetrace (survey records and photos)
  • Xero (invoices and accounts) and Dext (supplier invoices and receipts)
  • Twilio and Vapi (phone lines and the automated assistant)
  • Anthropic (Claude AI tools)
  • Your Business Today (our software developer’s project system, used only while we build our booking and job systems, then archived and deleted within a year)

• Authorities where the law requires it, such as HMRC, the Building Safety Regulator and building control.

We do not sell your information.

Microsoft 365, Onetrace, Twilio and Vapi hold our data in the European Union, and the portal runs on Microsoft Azure. Stripe, Vercel and Anthropic may process your information in the United States, and Vapi may use US-based tools to transcribe and summarise calls. For the EU we rely on UK adequacy regulations. For the US we rely on the UK-US data bridge for certified companies or the UK International Data Transfer Agreement or Addendum. You can ask us for details.

You can ask for a copy of your information, ask us to correct it, delete it or limit how we use it, object to how we use it (including marketing, which we will always stop), ask us to send it to you or another organisation in a common format, and withdraw consent at any time. Email info@jewelpfp.co.uk. We may ask you to confirm your identity. We reply within one month. Some records must be kept by law, and we will tell you if that applies.

Please contact us first at info@jewelpfp.co.uk. We acknowledge data protection complaints within 30 days. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Our website and our booking page only use cookies needed for them to work, such as keeping your booking secure. Card payments happen on Stripe’s own secure page, which has its own cookies. We do not use advertising or tracking cookies.

We update this notice when how we use information changes. The date at the top shows the latest version.