Privacy Policy

1. Who we are

Party Wall Flow ("PWF", "we", "us") is a trading name.

We are the data controller for personal data we collect about surveyor account holders.

For personal data about adjoining owners and other parties processed within a surveyor's case, the surveyor (our customer) is the controller and we act as their processor under our Data Processing Addendum.

2. What we collect

• Account data: name, email, firm, address, phone, professional memberships.
• Case data entered by surveyors: building owner and adjoining owner names, addresses, contact details, dispute history, photographs.
• Generated documents: notices, awards, schedules of condition, correspondence.
• Technical data: IP address, browser, audit logs of statutory actions. We use only strictly necessary cookies and browser local storage to keep you signed in and remember interface preferences; see our Cookie Policy for details.

3. Lawful bases

• Contract — to provide the PWF service to surveyor account holders.
• Legal obligation — retention of statutory records (notices, awards, audit log) under the Party Wall etc. Act 1996 and Limitation Act 1980; production and service of notices and awards required by the Act.
• Legitimate interests — facilitating the statutory party wall process on behalf of appointed surveyors (including recording adjoining owner names, addresses, contact details and photographs of adjoining property in schedules of condition), security and fraud prevention.
• Optional AI drafting aids — where a surveyor chooses to use AI-assisted summaries, photo captions or drafting, case data is processed under the surveyor's legitimate interests in the efficient and accurate conduct of the statutory process. Turning AI assistance on or off in Account Settings is a service preference, not consent under data protection law. AI output is a draft for the surveyor to review and is never issued automatically.
• Consent — marketing and product update communications to surveyor account holders only. Consent can be withdrawn at any time from Account Settings.

4. Adjoining owners and adjoining property data

The Party Wall etc. Act 1996 requires building owners (through their surveyors) to serve notices on adjoining owners and, where a dispute arises, requires appointed surveyors to determine matters by award. To do so, surveyors must record and process the adjoining owner's name, the adjoining property address, and (where a schedule of condition is taken) photographs and descriptions of the adjoining property and its interior.

Where PWF processes adjoining owner personal data on behalf of a surveyor account holder, the surveyor is the controller and PWF acts as their processor under our Data Processing Addendum. Our processing is limited to hosting, generating statutory documents, sending statutory correspondence, and retaining the statutory record.

The lawful bases relied on by surveyors (and by PWF where it acts as controller of the underlying platform records) for processing adjoining owner data are: (a) legal obligation, to the extent processing is required to comply with the Party Wall etc. Act 1996; and (b) legitimate interests, namely the orderly conduct of the statutory party wall procedure, the protection of the adjoining owner's property interests through a recorded schedule of condition, and the creation of an evidential record in the event of dispute or litigation. We have assessed that these interests are not overridden by the rights and freedoms of adjoining owners given the statutory context, the limited categories of data processed, and the security and retention controls applied.

Adjoining owners have the right to be informed about this processing, to access their data, to request rectification, and to object on grounds relating to their particular situation. Adjoining owners arriving via an Owner Access link or notice response link are shown a short-form version of this section as the first content block on the page. Requests should in the first instance be directed to the appointed surveyor named on the notice or award; PWF will assist the surveyor in responding and can be contacted directly at privacy@partywallflow.app.

Photographs taken for a schedule of condition are treated as evidential records of the condition of the adjoining property at a point in time. They are stored within the case, access-controlled to the appointed surveyors and authorised account users, and retained for the statutory limitation period.

5. Retention

Statutory records (issued notices, served awards, statutory audit log) are retained for at least 12 years after case closure to align with the Limitation Act 1980.

Account data is deleted within 30 days of a verified deletion request, subject to the statutory retention above.

Draft cases with no statutory activity are purged after 12 months of inactivity.

6. Sharing and sub-processors

We use vetted sub-processors to host data, send emails and provide AI features. Our current sub-processor list is published separately and kept up to date.

7. International transfers

Where personal data is transferred outside the UK or EEA we rely on adequacy decisions or the UK International Data Transfer Addendum to the EU SCCs.

8. Your rights

You have the right to access, rectify, erase, restrict, port and object to processing of your personal data, and to lodge a complaint with the Information Commissioner's Office (ico.org.uk).

Surveyor account holders can exercise self-serve rights from Account Settings. Adjoining owners should contact the appointed surveyor in the first instance; PWF will assist on request.

9. Related policies

This Privacy Policy is the central transparency notice for Party Wall Flow. Supporting documents are available below:

• Cookie Policy (/cookies) — strictly necessary cookies and browser storage we use.
• Sub-processors (/sub-processors) — current list of vendors that process data on our behalf.
• Data Processing Addendum (/dpa) — controller/processor terms for surveyor account holders.
• Policy changelog (/legal/changelog) — material changes to this notice and supporting documents.

10. Contact

Privacy queries: privacy@partywallflow.app.

Data Protection Officer: Not formally appointed (not required). Contact privacy@partywallflow.app for data protection queries.