Privacy notice

Last updated 24 October 2026

This notice explains what personal data Plotsure collects, why, who it's shared with, how long it's kept and your rights. We've kept it as short and plain as we can.

Who we are

Plotsure makes stage sign-off and Part L evidence software for UK housebuilders. In this notice, "we" and "us" means Plotsure.

Contact us about anything in this notice at [email protected]. We aren't required to have a data protection officer and haven't appointed one.

We have two roles, depending on where your data comes from.

This website and demo requests. We decide how your data is used. We are the controller.
Inside the app. When a housebuilder uses Plotsure on its sites, the housebuilder decides how that data is used and is the controller. We process it for them, under our contract with them. If you're a trade or a member of a housebuilder's staff, the housebuilder's own privacy notice also applies, and you can ask them about your data first. If you contact us, we'll pass your request to them and help them answer it.

What we collect

On this website

Demo requests: your name, company and work email, and your phone number, role and message if you add them. The form emails them to us. They aren't saved in our database.
Emails you send us at [email protected], including your email address and anything you include.
Technical logs: our hosting and network providers keep short-lived logs of requests, including IP addresses and browser type, to keep the service running and secure.
The "try it yourself" demo runs entirely in your browser. Nothing you type or draw in it is sent to us.

In the app, for housebuilders

Trades signing off a stage: name, company and email, your answers and notes, photos, your signature, the time, a random ID for your phone (so drafts can be saved), and your phone's location at sign-off if you allow it. Your phone asks your permission before sharing your location, and you can say no.
Site managers, quantity surveyors and other users: name, work email, role and the sites you can see, your password (stored only in scrambled form), when you sign in, and your approvals, notes and signatures.
Staff accounts are usually set up by your employer, the housebuilder, so that's where we get your name, email and role.
To sign off a stage, a trade has to give their name, company, answers and signature. Without them the stage can't be signed off.

Why we use it, and our lawful basis

To reply to demo requests and enquiries: Legitimate interests: we need your details to answer you and arrange a demo. If you ask about becoming a customer, this is also a step towards a contract. We need your name, company and email to reply. The rest is optional.
To run Plotsure for housebuilders: On the housebuilder's instructions, under our contract with them. They rely on their own lawful basis, usually their contract with you or their legitimate interest in proving how homes were built.
To keep the service secure and working: Legitimate interests: preventing misuse, fixing faults and protecting everyone's data.
To send the app's emails: Such as sign-off notifications and password resets, as part of running the service.

We don't sell personal data and we don't use it for advertising.

The AI photo check

When a trade adds a photo, it can be checked automatically by an AI model (Claude, from Anthropic) to flag a photo that's unclear or doesn't seem to show what the check asks for. The result is only a suggestion. A person, the site manager, always decides whether a stage is approved or returned, so no decision about you is made by a computer alone.

Who we share it with

We use these providers to run Plotsure. Each one processes data only on our instructions, under data protection terms.

Supabase: database and photo storage, in London.
Railway: hosts the app, in the EU (Amsterdam).
Cloudflare: our domain, network protection and email forwarding.
Resend: sends the app's emails.
Anthropic: the AI photo check.
Google: our email inbox, where demo requests and emails to [email protected] arrive.

Inside the app, records are shared with the people the housebuilder chooses, such as its site managers, quantity surveyors, energy assessors and building control. We may also share data if the law requires it.

Transfers outside the UK

Some of these providers are based in, or use, the United States. Where personal data leaves the UK, it's protected by the provider's data processing terms, using the UK International Data Transfer Addendum to the EU standard contractual clauses, or the UK-US data bridge where the provider is certified under it.

How long we keep it

Demo requests and emails: up to two years after we last spoke, unless you become a customer.
App data: for as long as the housebuilder's contract with us says. They can download all of their data at any time, and when a contract ends we return or delete it as agreed with them.
Sign-in sessions: they expire on their own. Password reset links expire after a short time.
Technical logs: kept by our providers for short periods only.

Cookies and storage on your device

We don't use advertising or tracking cookies, so we don't need to ask for consent. We only use what the service needs to work:

pd_session: Keeps you signed in to the portal. Removed when you sign out or the session expires.
pd_last_tenant: Remembers which company you last signed in to, so the sign-in page can show it. Lasts up to a year.
pd_super_session: Keeps our own staff signed in to our admin pages. It's only set for us.
Storage on the trade's phone: Trade forms save answers and a queue of unsent sign-offs on the phone, so nothing is lost without signal. They're sent when signal comes back, then cleared.

If we count visits to this website, we use Cloudflare Web Analytics, which doesn't use cookies or follow you across other sites.

Your rights

You have the right to:

ask for a copy of your personal data
have it corrected if it's wrong
have it deleted
restrict how it's used
object to us using it on the basis of legitimate interests
get data you gave us in a format you can reuse
withdraw consent where we rely on it, such as sharing your location from your phone (turn it off in your phone's settings)

Email [email protected] to use any of these rights. We'll reply within one month. For data in the app, we'll work with the housebuilder, who is the controller, to answer you.

If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113. We'd appreciate the chance to put it right first.

Changes to this notice

If we change how we use personal data, we'll update this page and the date at the top.