Data sharing and retention statement
One page, for a council's or an approver's data protection officer: who holds what on Stavo and what happens to it. The terms, the privacy notice, the security statement and the data processing agreement say the same at length.
Stavo is a site record for building work, run by Stavo Build, registered with the ICO. A builder photographs each inspection stage; the photographs are stamped with time, place and who took them, cannot be altered or deleted through the service, and are sent to the Building Control body on the job, which signs the stage off or sends it back from its desk.
Who holds what
| Who | Holds | As |
|---|---|---|
| The builder or developer running the job | The job's record on Stavo | Controller. Stavo processes it for them. |
| The Building Control body, and likewise a structural warranty inspector or SAP assessor | Its own copy of everything sent to it on the job: photographs and their stamps, stages and sign-offs, its notes, documents filed for sign-off, the conversation with it | Independent controller, from the moment it is sent, for its building control function and under its own retention rules. The builder grants a licence to keep and use the photographs for that purpose. |
| Stavo Build | The platform | Processor for the builder's record; processor for the body's officers' use of the service, under the data processing agreement. |
An officer's account sees only the jobs the body is named on, and only the parts its role needs; the rules are applied on the server. Every sign-in, every look at a record or a file, and every export is logged for twelve months.
What happens to the body's copy
- It exists from the moment evidence is sent, not from any download. Downloading is for the body's own filing system and changes nothing in law.
- It survives the builder. When a builder deletes their account, their record goes from the live service without undue delay; the body's copy stays with the body, read-only, to read and export, and the body is emailed. A job with no inspector on it goes outright.
- It is the body's to keep for as long as its own rules require. Stavo does not delete it at a builder's request. The body may export it at any time as a PDF inspection log with the photographs, or send each inspection's report and a CSV to its own document system.
Where it is held, and how
Hosting on Cloudflare; the database at Neon in the EU, covered by the UK's adequacy regulations; photographs in Cloudflare R2. Encrypted in transit; passwords hashed with scrypt; sessions and reset tokens stored hashed; sign-in attempts rate-limited. Backups kept 90 days. Breaches notified to affected controllers without undue delay and within 72 hours of Stavo becoming aware.
Contact
[email protected]. The data processing agreement and the data protection impact assessment are available on request.
Stavo Build is a trading name of Cropston Contracts Ltd, company no. 10334923, England and Wales, registered office 4 Bank Court, Weldon Road, Loughborough LE11 5RF.