Legal
Privacy notice
What we collect when you use the Property Spine website or demonstration portal, why we collect it and what you can ask us to do about it. Version 2026-10-09.1, 9 October 2026.
Approved for use. Version 2026-10-09.1, 9 October 2026.
Approved for use on this demonstration by the account owner on 9 October 2026. A data protection or legal adviser should still check it before any client deployment.
Contents
What is in this document
- 1. What this notice covers
- 2. Information we collect
- 3. How we use information
- 4. Lawful basis
- 5. Who can see information
- 6. Where information is held
- 7. How long we keep information
- 8. Your rights
- 9. Security
- 10. Automated processing and AI
- 11. Children and sensitive information
- 12. Changes to this notice
- 13. Contact
Section 1
What this notice covers
Property Spine is a demonstration of a governed property evidence pathway, run by Smarter Decisions. This notice explains what we collect when you use the website or the demonstration portal, why we collect it and what you can ask us to do about it.
The demonstration is not a lender, valuer or broker. It makes no lending, valuation or funding decision about any individual or property.
Every case, person, address and amount shown inside the portal is synthetic. Nothing in the portal is a real customer record.
Section 2
Information we collect
We do not ask for borrower, landlord or tenant records. Please do not include them in an access request or in any demonstration input.
- Account details you give us, which are your name, work email, organisation, role title and a short reason for access.
- Your password, held only as a secure hash by our authentication service.
- Access records, which are sign in times, access decisions, approval notes and the policy version you accepted.
- Technical records needed to keep the service working, such as audit events and notification queue entries.
Section 3
How we use information
Marketing is not one of the purposes. Requesting access does not subscribe you to anything.
- To verify who you are and to decide whether to grant portal access.
- To record who accepted which policy version and when.
- To operate, secure and improve the demonstration.
- To meet our own governance and audit obligations.
Section 4
Lawful basis
These bases are recorded for the demonstration and will be confirmed with the controller of any client deployment.
- Legitimate interests, for account verification, access control, audit and security.
- Steps taken at your request, where you ask us to set up or review your access.
- Consent, where you choose to accept a policy version or take part in an optional exercise.
Section 5
Who can see information
We do not sell personal information and we do not share it for advertising.
- The approval owner for the demonstration workspace and people they authorise.
- Our hosting, authentication and email providers, who process information under contract.
Section 6
Where information is held
The demonstration runs on managed cloud infrastructure. Supplier locations and any transfer outside the United Kingdom are listed in our provider checklist and will be confirmed before a client deployment. Standard contractual clauses are expected where a transfer needs them.
Section 7
How long we keep information
- Access requests and decisions are kept while your account is open and for a review period after it closes.
- Audit and policy acceptance records are kept for a governance period to be confirmed, currently proposed at seven years.
- Details you type into demonstration exercises stay in your browser session and are cleared when you refresh.
Section 8
Your rights
To exercise a right, email hello@propertyspine.dev. We will confirm your identity first and reply within one month, as required by UK data protection law.
- Ask for a copy of the information we hold about you.
- Ask us to correct anything inaccurate.
- Ask us to delete your information.
- Ask us to restrict or object to processing.
- Ask for your information in a portable format.
- Withdraw consent where consent is the basis.
- Complain to the Information Commissioner's Office.
Section 9
Security
- Access to the portal requires an approved membership, checked on every page.
- Audit records are append only and cannot be edited through the application.
- Credentials are never shared and are never requested by email.
- Multi factor authentication for approvals is planned and recorded as an open control.
Section 10
Automated processing and AI
AI supports some demonstration features by summarising or interpreting information. Every output is labelled and is reviewed by a person before it is treated as a decision. No automated process in the demonstration makes a decision about an individual that has legal or similarly significant effect.
Section 11
Children and sensitive information
The demonstration is not intended for children and we do not ask for sensitive personal data. If you send either, contact us so we can delete it.
Section 12
Changes to this notice
This notice is version 2026-10-09.1, dated 9 October 2026. When it changes materially, the sign in screen will ask you to accept the new version and we will record that acceptance.
Section 13
Contact
Property Spine is run by Smarter Decisions. Email hello@propertyspine.dev or write to the approval owner, David Titterton.
Questions about this document
Email the address given above and say which version you are asking about. We will confirm your identity before answering anything personal.
Read the terms and conditions