Privacy Policy

This policy applies to www.pixintel.net, the PixIntel application, and the report links we serve on our customers’ behalf. The service is operated by Pix Intel LLC, whose address is at the end of this document. Our customers are inspection companies. The people whose homes are inspected, and the clients who commission the inspection, are not our customers but their information passes through this service.

For inspection material we act on our customer’s instructions. Photographs of a property, an address, a client’s name, the report itself — the inspection company decides what to collect and why, and we process it to provide the service to them. In data-protection terms they are the controller and we are the processor. If your home or your details appear in a report, the inspection company is the right first point of contact, and we will help them respond.

For our own business records we act for ourselves. Account details, billing information, support correspondence and security logs are ours to hold, and this policy describes them directly.

Account information: the company name, each user’s name and email address, their role, and where an inspector supplies one, their licence number and phone number — these print on reports they issue. Passwords are stored only as a salted hash; we cannot read them.

Inspection material: the photographs uploaded, the information embedded in those files including capture time and, where the camera recorded it, GPS coordinates; the property address and parcel details derived from those coordinates; the client name and inspection details entered by the inspector; the findings, comments and finished reports.

Archive imports: where a company imports its past reports, whatever those documents contain. We scrub personal names we can identify from imported comment text before it is used for suggestions.

Recipients: the name and email address of a person a report is shared with, and a record of when a share link was opened, so an inspector can see whether their client has read the report.

Technical records: ordinary server logs, including IP address and timestamps, kept to run and secure the service.

To provide the service: storing and processing photographs, producing drafts and reports, rendering PDFs, and delivering a report to a recipient our customer has shared it with.

To keep an audit trail. Edits and approvals are recorded, with the person and the time, because an inspection report is a document that may be examined long after it was issued and its history is part of what makes it trustworthy.

To keep the service secure and working, to support our customers when they ask, and to meet our legal obligations.

Photographs are analysed automatically to group them into findings, to predict which section of the report they belong to, and to find similar comments from past reports. The address is derived from photo GPS and checked against public parcel records; the weather is looked up for that location and date.

None of this makes a decision about a person. It suggests text to a licensed inspector, who decides what the report says. No suggestion reaches a report without a person approving it.

We do not use inspection material to build a profile of anybody, and we do not attempt to identify the people who appear in photographs.

We do not sell personal information, and we do not share it for advertising. Nobody outside the service is given access to a customer’s inspection material except:

Recipients our customer chooses. A report is visible to whoever holds the link the inspection company sent.

Infrastructure providers we rely on to host the application, store files and run the database. They process data on our instructions and are not permitted to use it for their own purposes. We will name our current providers on request, and we will tell customers before adding one that materially changes where their data is held.

Where the law requires it, or to establish or defend a legal claim. If we are compelled to disclose a customer’s material we will tell them unless we are prohibited from doing so.

If our business is transferred, customer data may transfer with it under the same commitments, and customers will be told beforehand.

Suggestions are drawn from a shared library of inspection wording that ships with the product. Under the current terms, wording from findings an inspector approved in a report their company finalised may also be added to it, and used to improve the models behind it. Drafts are never used.

Text is scrubbed before it is added: the client name and property address on the project, the names of anyone recorded as in attendance, the names and email addresses of anyone the report was shared with, and telephone numbers, email addresses and postcodes wherever they appear. Wording that still reads as identifying after that is not added.

An entry holds the wording, how it is filed, and a numerical representation of the photograph it describes. Other customers see the wording only — not the photograph, not the property, and not which company it came from.

If a company withdraws permission we stop adding its material and exclude it from later training. Entries already published stop being offered when the models are next rebuilt rather than immediately, and material already learned by a trained model cannot be taken back out of it. We would rather say so than imply otherwise.

We do not sell inspection material or license it for anyone else’s model training.

The inspection company that produced the report decides what it contains and how long to keep it, so please contact them first — they can correct it, and they know the context. If you cannot reach them, write to us at privacy@pixintel.net and we will pass the request on and help them act on it.

Depending on where you live you may have the right to ask what is held about you, to have it corrected, to have it deleted, to object to certain processing, or to receive a copy. We honour those requests through the inspection company where the material is theirs, and directly where it is ours.

One limit is worth stating plainly: an issued inspection report is a record of a professional opinion given on a date, and there are circumstances where an inspection company must keep it even if asked to delete it. Where that applies we will say so rather than quietly do nothing.

Inspection material is kept while the customer’s account is open, because a report is a record they may need years later. The product is deliberately built to retain rather than discard: excluding a photograph or a finding hides it from the report and does not delete it.

When an account is closed we delete its material within 90 days, except anything we must keep by law or need for a dispute already under way. Backups age out on their own cycle. Server logs are kept for a short period for security purposes.

Access is protected by an account with a hashed password and a session cookie that JavaScript cannot read. Every request is scoped to the company that made it, so one customer cannot reach another’s material. Edits and approvals are recorded with the person and the time.

No system is perfectly secure. If a breach affects personal information we will notify the affected customers without undue delay, with what we know and what we are doing about it.

We use one cookie: the session cookie that keeps you signed in. It is strictly necessary for the service to work, and it is not used to track you. We do not run advertising or third-party analytics, so there is nothing here to opt out of.

Your language choice is stored in your browser rather than on our servers, so colleagues sharing a company account do not change each other’s interface.

The service is operated from the United States and data is held there. If you are elsewhere, using the service means your information is transferred to and processed in the United States, where privacy law differs from your own. Where a transfer requires a safeguard such as standard contractual clauses, we will put one in place.

The service is for professional use and is not directed at children. We do not knowingly collect information from anyone under 18. Photographs of a property may incidentally include a child; that material is the inspection company’s to manage, and we recommend inspectors avoid photographing people at all.

We may update this policy. Where a change materially affects how we handle personal information we will give notice before it takes effect and update the date at the top.

Privacy questions and requests: privacy@pixintel.net. We aim to respond within 30 days.