How to Share Your Property Data Securely with Buyers, Tenants, and Professionals

Who Can See Your Property Record?

Every property on Property Passport UK has two layers of visibility:

**Public data:** Official data sourced from HM Land Registry (title, price paid), the EPC Register (energy rating), Ordnance Survey (UPRN), and Environment Agency (flood risk) is visible to anyone searching for the property. This is public government data.

**Private workspace:** Documents you upload, notes, tasks, and the full document vault are private by default. Only you (the owner) and people you explicitly invite can see this information.

Stakeholder Roles

When you invite someone to your property record, you assign them a role:

**Buyer:** Can view the public record, completion score, and document category summary. Useful for sharing documentation status during the sales process.

**Tenant:** Can view relevant documents such as the EPC certificate, gas safety certificate, and EICR. Cannot see financial or ownership documents.

**Agent:** Can view the full document vault (where you choose to share it), add listings information, and manage the property record.

**Conveyancer:** Can view and download documents relevant to the transaction. Can add their own documents (searches, draft contracts) to the record.

**Surveyor:** Can view property data and upload survey reports.

How to Share Access

From the property record on Property Passport UK:

1. Navigate to the “Stakeholders” section

2. Click “Invite stakeholder”

3. Enter the person’s email address

4. Select their role

5. They receive an invitation and gain access immediately

You can revoke access at any time. When a sale or tenancy ends, removing the stakeholder’s access keeps your private documents private.

Using Sharing During a Sale

The most effective sequence during a property sale:

1. Invite your conveyancer at the point of instruction

2. Invite your estate agent

3. Invite the buyer once an offer is accepted (view-only access to completion score and document vault)

4. Invite the buyer’s solicitor (read-only access speeds up solicitor enquiries)

With all parties accessing the same document store, enquiries are faster because both sides can see the evidence without waiting for email attachments.

Document-Level Permissions

Some documents can be marked as “private” within the vault, visible only to the owner even when stakeholders have general access. This is useful for sensitive documents not relevant to the current transaction.