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Inventory Works – Data Protection Policy

1. Introduction

Inventory Works (“we”, “us”, “our”) is committed to protecting the privacy and personal data of clients, tenants, and all individuals we interact with. This policy outlines how we collect, use, store, and protect personal information in accordance with UK GDPR and the Data Protection Act 2018.

 

2. Who We Are Business structure:

Sole trader Email: hello@inventoryworks.co.uk Website: www.inventoryworks.co.uk

 

3. What Information

We Collect We may collect the following personal data:

  • Contact details (name, phone number, email address)

  • Property details relevant to inventory services

  • Information submitted via website contact forms

  • Emails, phone calls and messages relating to bookings and services

  • Photos taken as part of inventory report

  • Verbal communications with tenants during property visits

 

4. How We Collect Information

We collect data through:

  • Website contact form submissions

  • Direct emails

  • Phone calls, SMS and messaging apps

  • Onsite property visits and conversations

  • Photographs taken for reporting purposes

 

5. Why We Collect Data (Legal Basis)

We process personal data for the following purposes:

  • To provide inventory, check-in, interim, and check-out services

  • To communicate with clients, agents, landlords and tenants

  • To create and deliver accurate inventory reports

  • To meet legal obligations as part of property management and compliance

Our legal bases include “legitimate interest” and “performance of a contract”.

 

6. How We Use the Information

Personal data is used strictly for delivering professional inventory services, including: 

  • Scheduling appointments

  • Compiling full property reports

  • Sharing required documentation with letting agents, landlords, and tenants

 

7. Data Sharing

We only share relevant personal information with:

  • Letting agents or landlords instructing the service

  • Tenants where necessary to complete check-in/check-out processes

We do not sell or distribute data to third parties.

 

8. Data Storage & Retention

  • Data is stored securely through trusted digital platforms (email, cloud storage, reporting software).

  • Files and photos relating to inventory reports are kept for up to 7 years for legal and insurance purposes.

  • After this period, data is securely deleted.

 

9. Your Rights

Individuals have the right to:

  • Request access to their data

  • Request corrections or updates

  • Request deletion where applicable

  • Object to processing

To exercise any rights, contact hello@inventoryworks.co.uk.

 

10. Data Security

We take reasonable technical and organisational measures to protect personal data, including:

  • Secure devices and password protection

  • Encrypted storage where applicable

  • Restricted access to files

 

11. Contact

For questions regarding this policy or your data rights, please contact: hello@inventoryworks.co.uk

 

Last updated: November 2025

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