How we handle property data

What we capture

• Spatial data: point clouds, meshes, surfaces and derived measurements
• Visual evidence: aerial, interior, detail and thermal imagery
• Structured records: asset entries, condition observations and quantity schedules
• Provenance metadata: capture date, method, equipment, personnel and processing steps

How systems are divided

We deliberately keep commercial and technical data in different systems so that access to one does not imply access to the other.

• SuiteDash: proposals, contracts, invoices, messages and support tickets — the commercial relationship record
• Property Intelligence OS: the property record, review workflow, provenance graph and client-facing workspace
• Object storage: raw and processed capture files — imagery, point clouds, meshes and large derived assets
• Public website: marketing content and, where used, aggregated analytics of site visits — no capture data
• Analytics: website usage only, not property capture data, and not shared with partner organizations
• Partner access: professional partners see only the specific property records a client has directed us to share, scoped to their engagement

Minimization

We capture and retain what the stated engagement scope requires. Capture flights and interior sessions are planned to the property and the decision at hand rather than broad, undirected collection. Incidental capture outside that scope is not treated as engagement data and is not added to the property record.

Chain of custody

Field data is transferred from capture devices into managed storage with the capture session recorded. Processing steps are logged against the session so any derived measurement can be traced back to the source data that produced it. Deliverables carry the review record of the person who verified them before release.

Access control

• Access is scoped to the engagement; staff see only the records their role requires
• Client access is issued per property record and can be revoked by the client
• Third-party access, including professional advisors, is granted only at client direction
• Released deliverables record who issued them, when, and for what intended use
• Access is terminated at the end of an engagement or on client request, subject to any records we are contractually or legally required to retain

Large-file handling

Point clouds, meshes and full-resolution imagery can run into hundreds of gigabytes per property. These are held in object storage and shared through time-limited access links rather than email attachments. Clients are responsible for downloading and archiving their own copy of large deliverables within the access window stated at delivery; we retain a copy for the contracted retention period but do not guarantee indefinite hosted access to raw capture files.

Sensitive-property handling

Properties with heightened sensitivity — active litigation, insurance claims, security-conscious occupants, or locations near critical infrastructure — are flagged in the property record so access, incidental capture and any imagery of surrounding areas are handled with additional restriction. Flight and capture scope for these properties is confirmed with the client before work begins.

Model and AI processing

Model-assisted processing is used to detect, classify and structure assets, quantities and observations. Model output is treated as a candidate until a qualified reviewer verifies it against the source capture. Automated processing never produces a professional conclusion and never releases a deliverable on its own. Capture data used for model processing is not used to train third-party general-purpose models outside our engagement.

Source provenance

Every derived value in the property record — a measured area, a candidate asset, a condition flag — carries a reference back to the capture session and processing step that produced it, so the chain from raw capture to final figure can be reconstructed.

Incidental personal data

Capture may incidentally include people, vehicles or neighbouring property. We restrict capture to the engagement scope and will obscure incidental detail on request where that does not compromise the evidentiary value of the record.

Retention

Retention periods are agreed in the engagement contract. Records supporting tax, insurance or dispute work are usually retained longer because they may need to be defended years later.

Deletion requests

On written instruction we will delete or return captured data at the end of the retention period. Deletion requests are honored subject to any legal hold, active dispute, or contractual retention obligation that requires us to keep a record — for example, evidence underlying a filed tax position or an open insurance claim. Where a record cannot be deleted for these reasons, we will tell you why and for how long it must be kept.

System boundary

Technical property data is held in the Property Intelligence OS workspace and object storage. Commercial records — proposals, contracts, invoices, messages and tickets — are held in SuiteDash. Property capture data is not duplicated into the CRM.