Documentation & Media Consent
How Property Decision Support documents service work, uses property media, and handles consent for photos, videos and related materials.
This page applies to property decision-support services provided by Property Decision Support in Malta and Gozo.
It should be read together with the Terms & Conditions, Privacy Policy, Cookie Policy, Cancellation & Refund Policy, Website Disclaimer and Professional Scope where applicable.
1. Purpose of documentation
Property Decision Support services may require practical documentation before, during or after the booked service.
Documentation is used to understand the property, prepare the service, record visible observations, support customer communication, prepare service materials and keep reasonable service records.
The purpose of documentation is property-related decision support. It is not surveillance, lifestyle documentation, personal profiling or public marketing.
2. Information provided by the customer
The customer may be asked to provide information needed for the booked service, such as:
- property address;
- property type;
- property link;
- listing information;
- property photos or videos;
- available documents;
- access details;
- relevant concerns;
- known issues;
- customer questions;
- other property details reasonably needed for the booked service.
The customer should provide accurate and relevant information.
The customer should avoid sharing unnecessary personal, sensitive or third-party information.
4. Property-focused documentation during on-site visits
During an on-site visit, the provider may collect property-focused documentation where reasonably needed for the booked service.
This may include:
- photos of rooms, spaces, visible issues, property features and relevant surroundings;
- short videos for orientation or issue documentation;
- written notes;
- measurements or indicative readings where part of the service;
- audio notes recorded by the provider for later service preparation;
- observations about visible property condition, presentation, preparation and decision-support points.
Documentation is intended to focus on the property and the service issue, not on private persons or unrelated private lifestyle details.
6. Property focus and minimisation
Documentation should focus on property-related matters.
The provider will aim to avoid or minimise unnecessary capture of:
- faces;
- children;
- neighbours;
- tenants;
- private family photos;
- private documents;
- personal correspondence;
- financial documents;
- medical information;
- identity documents;
- vehicle registration plates;
- security codes;
- unrelated personal belongings;
- other private or sensitive information.
The customer should remove, cover or point out private documents, family photos, sensitive items and unrelated personal belongings before the visit where reasonably possible.
If private items are incidentally visible, the provider will aim to minimise unnecessary use and avoid including them in final service materials unless relevant and reasonably necessary.
7. Sensitive areas
The customer should tell the provider before or during the visit if any area, room, item, document or object should not be photographed, filmed or recorded.
This may include private bedrooms, children’s rooms, bathrooms, personal storage areas, safes, alarm systems, private documents, personal collections or other sensitive areas.
The provider may still need to document certain areas if they are directly relevant to the booked service. Where this occurs, the provider will aim to keep documentation proportionate and property-focused.
8. Third-party information
Property materials may sometimes include information about other persons, such as neighbours, tenants, agents, sellers, buyers, visitors, contractors or household members.
The customer should avoid providing unnecessary third-party personal data.
Where the customer provides third-party personal data, the customer confirms that they are entitled to provide it for the purpose of the booked service.
The provider may minimise, redact, crop, blur or exclude third-party information where reasonably possible and appropriate.
9. Special category data
The provider does not intentionally request special category personal data, such as health data, biometric data, religious beliefs, political opinions or similar sensitive information.
Customers should not provide such information unless it is strictly necessary for the booked service.
If such information is provided incidentally, the provider will handle it only where necessary and in accordance with applicable data-protection law.
10. Documents and supplied materials
The customer may provide documents, links, listing materials, property descriptions, previous reports, invoices, contractor information, photos, videos, notes or other property-related materials.
The provider may review and use these materials for service delivery.
The customer remains responsible for the accuracy, completeness and lawfulness of the materials supplied.
The provider may rely on customer-supplied materials without independently verifying their legal status, authenticity or completeness, unless the booked service expressly states otherwise.
11. Purpose of property media and documentation
Documentation and media may be used to:
- provide the booked service;
- prepare for the appointment;
- understand the property context;
- document visible conditions;
- support observations made during the visit;
- prepare notes, an action list, report-style notes or other service materials;
- answer customer follow-up questions;
- manage customer support;
- keep reasonable service records;
- support quality control;
- protect legal rights where necessary;
- comply with legal, accounting or business record obligations where applicable.
12. Service materials
Depending on the booked package, the provider may prepare written notes, action lists, observations, report-style notes or other service materials.
These materials may include selected property photos, screenshots, extracts, observations or references to customer-supplied information where relevant.
Service materials are prepared for the customer’s own property decision-support purposes.
They are not intended to be used as a formal valuation, Perit report, structural survey, legal due diligence report, title report, planning confirmation, bank report, insurance report or warranty document.
13. Customer confirmation
By accepting this Documentation & Media Consent, the customer confirms that:
- they have authority to request the service;
- they have authority to provide property information and allow property-focused documentation;
- they understand that property photos, videos, documents or notes may incidentally contain personal data;
- relevant documentation may be used to provide the booked service;
- the provider may use property-focused photos, videos, notes and audio notes where reasonably needed for service delivery;
- they will tell the provider if an area, item or document should not be photographed, filmed or recorded;
- they will avoid exposing unnecessary personal, sensitive or third-party information where reasonably possible;
- they understand that refusing necessary documentation may limit the provider’s ability to deliver the service properly.
14. If documentation is refused or restricted
The customer may tell the provider that certain areas, items or materials should not be documented.
The provider will respect reasonable restrictions where possible.
However, if documentation is necessary to provide the booked service and the customer refuses or significantly restricts it, the service may be limited, delayed, incomplete or impossible to deliver.
In that case, the provider may adapt the service, exclude affected areas from the service materials, stop the service or apply the Cancellation & Refund Policy where appropriate.
15. Marketing use
Property photos, videos, documents, notes, audio notes or service materials will not be used publicly for marketing, advertising, case studies, social media, portfolio purposes or website content unless the customer gives separate written permission.
Separate marketing permission is not part of the standard service consent.
If separate permission is requested, the provider will explain the intended use.
The customer may refuse marketing permission without affecting access to the basic paid service.
16. Anonymised or redacted examples
The provider may create internal learning notes, templates, checklists or process improvements based on service experience.
Where examples are used internally, the provider will aim to avoid unnecessary personal data and property-identifying details.
Public use of identifiable property media, customer stories or case studies requires separate written permission.
18. AI-assisted and digital tools
The provider may use digital tools, including transcription, summarisation or AI-assisted drafting tools, to organise customer notes, property information, photos, videos, audio notes or service materials.
These tools are used to support service delivery, internal organisation and report preparation.
They do not replace the provider’s professional judgement.
Where possible, the provider avoids sending unnecessary personal data, payment data, private documents or unrelated personal information to such tools.
The provider does not use customer property materials for public marketing, model training or unrelated purposes without consent or another lawful basis.
19. Security
The provider uses reasonable technical and organisational measures to protect documentation and media against unauthorised access, loss, misuse or disclosure.
Access to documentation and media is limited to authorised persons and service providers where necessary.
However, no method of internet transmission, email communication or electronic storage can be guaranteed to be completely secure.
20. Retention
Property documentation and media will be kept only for as long as needed for the purposes described in this page and the Privacy Policy.
Retention may depend on:
- the type of service booked;
- the nature of the property materials;
- the need to deliver the service;
- customer support and follow-up;
- quality control;
- accounting or business record needs;
- limitation periods;
- dispute risk;
- fraud prevention;
- legal protection.
Property media and service notes are not kept longer than reasonably necessary for service delivery, follow-up, quality control, legal protection and record-keeping purposes.
Data may be kept longer where required by law, an active dispute, fraud prevention, accounting obligations or legal protection.
21. Changing media consent
Where processing is based on consent, the customer may change or withdraw that consent for future processing by contacting:
info@propertydecisionsupport.com
Changing or withdrawing consent does not affect processing carried out lawfully before the change.
Changing or withdrawing media consent does not automatically cancel the service or create a refund.
If the change means the provider can no longer deliver the service properly, the provider may adapt, pause or stop the service, and the Cancellation & Refund Policy may apply.
22. Deletion requests
The customer may request deletion of property media or documentation where applicable under data-protection law.
Deletion may not always be possible where the provider needs to keep certain records for legal, accounting, dispute, fraud prevention, contractual or legitimate business reasons.
Deletion of media from active service materials may also affect the provider’s ability to answer follow-up questions, evidence service delivery or protect legal rights.
Privacy rights and deletion requests are explained further in the Privacy Policy.
23. Customer use and sharing of final materials
The customer may use final service materials for their own property decision-support purposes.
The customer may share final materials with their own lawyer, notary, Perit, architect, estate agent, lender, family members or professional advisers where reasonably necessary for the relevant property decision.
The customer must not edit, misrepresent, publish or use the materials out of context.
The customer must not present service materials as a formal valuation, Perit report, structural survey, legal opinion, title report, planning confirmation, bank report, insurance report or warranty.
24. Updates
This Documentation & Media Consent may be updated from time to time.
The latest version will be published on this website with the updated date shown above.
The version in force at the time of booking applies to that booking, unless mandatory law requires otherwise.
Checkout Consent Text
The following text may be used at checkout or before an on-site visit:
I agree to the Documentation & Media Consent.
I confirm that I have authority to provide the relevant property information and to allow property-focused documentation for the booked service.
I understand that Property Decision Support may collect and use property-focused photos, videos, notes, audio notes and related materials where reasonably needed to provide the booked service.
I will tell Property Decision Support before or during the visit if any area, item or document should not be photographed, filmed or recorded.
I understand that property media will not be used publicly for marketing, advertising, case studies, social media or portfolio purposes without separate written permission.