Legal

Privacy Policy

This policy explains how ValuFlow collects, uses, discloses and safeguards information across the web application, the Android field agent app and our shared platform infrastructure. ValuFlow is developed, operated and maintained by The Spiders.

Last updated: 28 July 2026

1. Product Owner

ValuFlow is an enterprise valuation workflow platform developed, operated and maintained by The Spiders ("The Spiders", "we", "us" or "our"). Throughout this Privacy Policy, "ValuFlow" refers to the software platform — the web application, the Android field agent app and the shared backend — while "The Spiders", "we", "us" and "our" refer to the proprietorship that owns, operates and is legally responsible for the Platform.

2. Scope of this Policy

ValuFlow provides an enterprise valuation workflow platform consisting of a web application, an Android field agent application and a shared multi-tenant backend (collectively, the "Platform"). This Privacy Policy applies to information processed through the Platform and this marketing website, and is intended for the authorized organizations, administrators, employees and field agents who use ValuFlow on behalf of a subscribing business ("Customer" or "Organization").

ValuFlow is a business-to-business platform. It is not directed at, and is not intended for use by, individual consumers acting in a personal capacity.

3. Information We Collect

Depending on how an Organization configures and uses the Platform, we may process the following categories of information:

  • Account & profile information: name, work email address, phone number, job title, role and organization affiliation.
  • Case & valuation data: property details, inspection findings, valuation figures, documents, photographs and notes submitted through the web application or the Android field agent app.
  • Device & usage information: IP address, browser or device type, app version, and general usage and diagnostic logs required for security and support.
  • Location information: where enabled by an Organization for inspection purposes, approximate or precise location captured by the Android field agent app during an active inspection task.
  • Audit & activity records: logs of actions taken within the Platform, including logins, case updates, approvals and administrative changes.

4. Account Creation & Access Management

ValuFlow is an invitation-based, role-controlled platform. Individual users cannot create their own accounts or freely close them. Specifically:

User accounts are provisioned and managed exclusively by authorized Organization administrators and the platform Super Administrator. There is no public or self-service sign-up for the Platform.

  • Field agents and other end users cannot self-register for a ValuFlow account. Accounts are created by an Organization's designated administrator(s) after verifying the individual's employment or engagement with that Organization.
  • Field agents and other end users cannot delete their own accounts. Account deactivation, suspension and deletion are performed only by an Organization administrator or, where required, the platform Super Administrator.
  • Organization administrators are responsible for assigning roles and permissions, updating user details, and deactivating access when an individual's employment or engagement ends.
  • The platform Super Administrator retains oversight of the account lifecycle across all Organizations for security, compliance and support purposes, and may act on an Organization's behalf when requested or where required by law or contract.
  • Requests to correct, deactivate or remove a specific user's access should be directed to that individual's Organization administrator; ValuFlow support can assist in escalating such requests where necessary.

5. How We Use Information

Information collected through the Platform is used to:

  • Operate, maintain and secure the web application, the Android field agent app and the shared backend;
  • Support case management, workflow automation, approvals, report generation and audit logging;
  • Enforce role-based access control and each Organization's configured permissions;
  • Provide customer support and respond to Organization administrator requests;
  • Monitor for security incidents, misuse and unauthorized access; and
  • Comply with applicable legal, regulatory and contractual obligations.

6. Android Field Agent App Data

The Android field agent app is used by field personnel to capture property inspections assigned to them by their Organization. Data captured through the app — including inspection responses, photographs, documents and, where enabled, location data — is transmitted securely to the shared backend and associated with the relevant case record. Field agents may only access cases assigned to them by an administrator and cannot view case data belonging to other Organizations.

7. Multi-Tenant Data Isolation

ValuFlow operates a multi-tenant architecture. Each Organization's case data, documents, users and configuration are logically isolated from every other Organization on the Platform. Access across Organization boundaries is not permitted, except where the platform Super Administrator must act for security, maintenance or legal compliance purposes.

8. Data Storage & Security

We apply industry-standard safeguards to protect information processed by the Platform, including encryption of data in transit and at rest, role-based access controls, tenant-level data isolation, and continuous monitoring for security events. Access to production systems is restricted to authorized personnel on a need-to-know basis. No system can be guaranteed 100% secure, and Organizations are responsible for maintaining appropriate access practices within their own teams.

9. Data Sharing & Disclosure

We do not sell personal information. Information may be shared only in the following circumstances:

  • With authorized users within the same Organization, as configured through role-based access control;
  • With sub-processors and infrastructure providers who support the operation of the Platform, under appropriate confidentiality and data-processing terms;
  • Where required to comply with applicable law, regulation, legal process or a valid governmental request; and
  • With an Organization's written consent, or as otherwise directed by that Organization's administrator.

10. Data Retention

Case data, documents and audit logs are retained for as long as an Organization's subscription remains active and thereafter for the period required by the applicable service agreement, or as necessary to comply with legal, regulatory or audit obligations. Organizations may request export or deletion of their data in accordance with their service agreement with ValuFlow.

11. Your Rights & Choices

Individuals seeking to access, correct or request removal of their personal information should contact their Organization administrator, who manages account and data lifecycle decisions on ValuFlow. Where an Organization is unable to fulfil a request directly, ValuFlow support can be contacted to assist, subject to verification of authority to act on the Organization's behalf.

12. Cookies on this Website

This marketing website may use strictly necessary cookies to support basic functionality such as page navigation. This website does not include a login, dashboard or account functionality; it is provided solely to describe the ValuFlow platform to prospective and existing customers.

13. Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes to the Platform or applicable legal requirements. Material changes will be communicated to Organization administrators through appropriate channels. The "Last updated" date at the top of this page indicates when this policy was last revised.

14. Contact Us

Questions about this Privacy Policy or ValuFlow's data practices can be directed to the Product Owner, The Spiders, using the details below or via our Contact page.