Legionella risk assessments for rented homes

Last updated 4 September 2026

Who we are

DwellFlow is a trading name of Safewell Group Ltd, registered in England and Wales, company number 17397041. Registered office: Fusion@Magna, Magna Way, Rotherham, South Yorkshire, S60 1FE.

For this website and for the accounts of people who sign up, we are the data controller. For the survey data our customers record about their properties and tenants, they are the controller and we are their processor — we hold and process it on their instructions, and it stays theirs.

Questions, or any request below: hello@dwellflow.co.uk.

What we collect

If you contact us or hold an account

Your name, email address, company and — if you give it — your phone number.
Which organisation you belong to and what you are allowed to do in it.
Ordinary website analytics: pages visited, roughly where from. No advertising trackers.

When a survey is carried out

The property address, its type and age, and your own reference for it.
What the surveyor found: temperatures, materials, condition, measurements.
Photographs taken inside the property — pipework, taps, tanks, boilers, and the outside of the building.
The name of the person who carried out the survey, and when.
Whether the property is occupied, how many people live there, and whether anybody in the household is more susceptible to Legionnaires’ disease — recorded as yes, no or prefer not to say, with no detail asked for and none required.

What we do not collect

Tenants’ names. The survey never asks for them.
Any medical detail. The susceptibility question is a yes/no, it changes only how quickly problems must be put right, and “prefer not to say” is a complete answer.
Payment card details. Card payments are taken by Stripe; we never see or store card numbers.

Why we are allowed to hold it

To provide the service — performance of our contract with the customer.
Because there is a legal duty behind it. Assessing and controlling Legionella risk in rented property is a duty under the Health and Safety at Work etc. Act 1974 and COSHH. The assessment is the record of that duty being met.
Our legitimate interests — keeping the service secure, and improving it — where those do not override anybody’s rights.

Where a susceptibility answer amounts to information about someone’s health, our condition for processing it is substantial public interest — specifically, protecting the health and safety of people at the property. It is the only reason the question is asked, and it is why the question is a yes/no with no detail sought.

Who else sees it

Who	What they get	Where
Supabase	Hosts the database, sign-in and the photograph store	London, United Kingdom
Vercel	Serves this website and the app	Global network; requests served from the closest location
Stripe	Takes card payments — your name, email, billing address and the amount. We never see the card number.	Processed under Stripe’s terms
Resend	Sends our emails — the receipt, the login link, the documents-ready note. It holds the address and the message.	European Union
Anthropic	The completeness check that reads a survey back while the surveyor is still at the property, and the in-survey help that answers a question about a fitting. It receives the survey answers as text. It receives no address, no photographs, and no information about the occupants — only whether the property is occupied. Anthropic does not use what it receives to train its models, and deletes it within 30 days.	United States, under Anthropic’s data processing addendum, which incorporates the UK International Data Transfer Addendum. Anthropic is also certified under the EU–US Data Privacy Framework.

We do not sell data, and we do not share it for advertising. We would disclose it if the law required us to.

Who can see it inside the service

Access is enforced by the database itself, not by what a screen chooses to show — so it cannot be got round by guessing an address. An administrator sees their own organisation’s properties; a surveyor sees only the jobs assigned to them; nobody sees another organisation’s data at all. A small number of our own staff can access data where it is necessary for support, and we log it.

How long we keep it

Assessments, surveys and photographs: for as long as the customer’s account is open, and for five years after an assessment is issued. That matches how long the records supporting a Legionella scheme of control are normally expected to be kept.
Account and contact details: while the account is open, then up to twelve months.
Enquiry emails: up to twelve months if nothing comes of it.

A customer closing their account can take every record with them first. Ask and we will export it.

Your rights

You can ask for a copy of your data, ask us to correct it, ask us to delete it, object to processing, or ask for it in a portable form. Write to hello@dwellflow.co.uk and we will reply within a month.

If you are a tenant and a photograph of your home has been taken for an assessment: the assessment belongs to your landlord or their agent, so they are the right first stop. Write to us anyway if that gets you nowhere and we will help.

If we get it wrong you can complain to the Information Commissioner’s Office — ico.org.uk. We would rather you told us first.

Cookies

This site uses only what it needs to work and to count visits. There are no advertising cookies and nothing that follows you to other websites.

Changes

If this notice changes materially we will say so here and date it. The date at the top is the last change.

What we collect, where it lives, and who else sees it.