Privacy Notice

Foreword

At Property Inventories Limited (“we”, “us” or “our”), we respect your privacy and are committed to protecting your personal data; this privacy notice explains how we collect, use, store and share your personal data and informs you about your privacy rights under the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018, as amended from time to time.

We will comply with the applicable data protection principles when collecting and using personal data and will ensure that personal data is processed lawfully, fairly and transparently.

We may amend this Privacy Notice from time to time to reflect changes in legislation, regulatory guidance or the way we process personal data. Any updated version will be published on our website.

This Privacy Notice was last updated in August 2026.

The Personal Data We Collect & Use

In the course of providing our services and carrying out our business activities, we may need to collect and process personal data relating to individuals with whom we, or our clients, have a relationship. This may include, but is not limited to, clients, customers, leaseholders, residents, tenants, occupiers, contractors, suppliers, and other individuals with whom we interact in the course of providing our services.

The personal data we collect and process may include:

Identity Data, including your full name, title and, where reasonably necessary, date of birth, nationality and photographic identification.
Contact Data, including your correspondence and billing addresses, E-mail addresses and telephone numbers.
Financial Data, including bank account or payment details where these are reasonably required for the provision of our services.
Transaction Data, including details of payments made by or to you.
Property and Occupancy Data, including information concerning your ownership, leasehold interest, tenancy or occupation of a property we provide services for.
Technical Data, including internet protocol (IP) address, browser type and version, time zone settings, operating systems and other technical information concerning devices used to access our website.
Usage Data, including information about how you use our website.
Marketing and Communications Data, including your preferences in receiving marketing or other communications from us.

From time to time, we may also collect, use and share aggregated data or statistical information. Where such information does not directly or indirectly identify an individual, it will not constitute personal data. Where aggregated information is combined with other information so that an individual can be identified, we will treat the resulting information as personal data.

Special Categories of Personal Data

In limited circumstances, we may process special category personal data, including information concerning an individual's health, disability, vulnerability or accessibility requirements.

We will only process such information where there is a lawful basis and an appropriate condition under applicable data protection legislation for doing so.

This may include circumstances where the information is reasonably required to:

Assist with accessibility or reasonable adjustment requirements;
Manage emergency or evacuation arrangements;
Identify and respond appropriately to vulnerability or welfare considerations;
Provide information to emergency services or other appropriate persons where necessary; or
Comply with our legal obligations or those of our clients.

We will only disclose such information where it is lawful and reasonably necessary to do so.

Why We Collect and Use Your Personal Data

We process personal data to enable us to provide our services, manage our business activities and fulfil the purposes for which we are engaged by our clients and customers.

Depending upon the nature of our relationship with you and the services being provided, this may include using your personal data:

To communicate with you and manage our relationship with you;
To verify your identity where reasonably necessary;
To provide and administer our services;
To maintain appropriate records relating to our clients, customers and other individuals with whom we interact;
To manage enquiries, requests, instructions and other communications;
To enter into, administer and perform contracts and other arrangements;
To administer payments, charges and other financial transactions;
To procure, coordinate and administer works, goods or services where applicable;
To administer insurance matters and claims where applicable;
To manage health, safety and other compliance matters relevant to the services we provide;
To investigate and respond to complaints, concerns and disputes;
To comply with our legal, statutory and regulatory obligations;
To prevent and detect fraud, misuse and other unlawful activity;
To establish, exercise or defend legal rights and claims and to recover monies properly due;
To communicate information about our services and notify you of relevant changes;
To manage our relationships with clients, customers, contractors, suppliers, professional advisers and other third parties;
To administer and protect our business, systems and website, including troubleshooting, system maintenance, data analysis, testing, support, reporting and hosting;
To maintain appropriate business, financial, compliance and audit records; and
Where appropriate and lawful, to seek feedback and improve the services we provide.

Who We Share Your Personal Data With

From time to time, it may be necessary for us to share personal data with third parties in order to provide our services, carry out our business activities, fulfil our contractual obligations or comply with our legal and regulatory obligations.

Depending upon the nature of our relationship with you and the services being provided, recipients may include:

Our clients and customers, and other persons or organisations on whose behalf we provide services;
Solicitors, barristers, debt recovery agencies and other legal or professional advisers;
Accountants, auditors, banks and other financial service providers;
Insurers, insurance brokers, loss adjusters and other insurance professionals;
Contractors, subcontractors, suppliers and other service providers;
Surveyors, engineers, consultants and other specialist or technical advisers;
Utility, telecommunications and other service providers where applicable;
Government departments, local authorities, regulators and other statutory or public bodies;
Emergency services and law enforcement agencies where appropriate;
IT, software, communications, website, data storage and other technology providers who provide services to us or process personal data on our behalf;
Payment processors and other organisations involved in processing financial transactions;
Other companies within our group, where it is lawful and necessary to share personal data for legitimate business, administrative or service-delivery purposes; and
Other third parties where disclosure is reasonably necessary for the provision of our services or is required or permitted by law.

We will only share personal data where there is an appropriate lawful basis for doing so and will take reasonable steps to ensure that personal data is appropriately protected.

Where Your Personal Data May Be Held

Your personal data may be held at our offices an within systems operated by us or by third-party service providers acting on our behalf.

We implement appropriate technical and organisational measures designed to protect the personal data we hold against unauthorised or unlawful processing and against accidental loss, destruction or damage.

Where personal data is transferred outside the United Kingdom, we will ensure that an appropriate lawful transfer mechanism or other safeguard is in place where required by applicable data protection legislation.

How Long Your Personal Information Will Be Kept

We will retain personal data only for as long as reasonably necessary for the purposes for which it has been collected, including satisfying any legal, regulatory, accounting or reporting requirements.

The appropriate retention period will depend upon the nature of the information, the purposes for which it is processed and any applicable legal or regulatory requirements.

Certain records may ordinarily be retained for up to seven years following the end of the relevant relationship, contract or provision of services where this is necessary for legal, regulatory, accounting or other legitimate business purposes.

Some information may need to be retained for a longer period where there is an ongoing legal or regulatory requirement, a dispute or legal proceedings, a potential legal claim, or another legitimate reason which requires the information to be retained.

Where personal data is no longer required, it will be securely deleted or anonymised. Information which has been genuinely anonymised so that it can no longer identify an individual may be retained and used indefinitely.

Our Lawful Basis

Depending upon the circumstances and the purpose for which information is being processed, we may rely upon one or more of the following lawful bases:

Contract – where processing is necessary for the performance of a contract or in connection with contractual arrangements relating to the property or services we provide.
Legal obligation – where processing is necessary for compliance with a legal or regulatory obligation.
Legitimate interests – where processing is necessary for our legitimate interests, or those of our clients or another third party, provided those interests are not overridden by your interests, rights or freedoms.
Consent – where we have specifically requested and obtained your consent to particular processing.
Vital Interests – in limited circumstances where processing is necessary to protect someone’s life.

Where we process special category personal data, we will also ensure that an appropriate additional condition for processing applies in accordance with data protection legislation.

Where we rely upon consent, you may withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

Your Legal Rights

Under UK data protection legislation, you have a number of rights in relation to your personal data. these rights apply depending upon the circumstances and the lawful basis upon which your personal data is being processed.

These include the right to:

Be informed about how we collect and use your personal data;
Request access to the personal data we hold about you;
Request correction of inaccurate or incomplete personal data;
Request erasure of your personal data in certain circumstances;
Request restriction of the processing of your personal data in certain circumstances;
Object to the processing of your personal data in certain circumstances;
Object at any time to the use of your personal data for direct marketing;
Receive certain personal data you have provided to us in a structured, commonly used and machine-readable format and, where applicable, request that it is transferred to another organisation;
Withdraw consent where we rely upon consent to process your personal data; and
Raise a complaint regarding our processing of your personal data.

Where solely automated decision-making which produces legal or similarly significant effects is used, you may also have rights to receive information about the decision, make representations, challenge the decision and obtain human intervention in accordance with applicable data protection legislation.

We do not currently use solely automated decision-making to make decisions about individuals which produce legal or similarly significant effects.

If you would like to exercise any of your data protection rights, please contact us at info@propertyinventories.com or write to:

Property Inventories

3rd Floor

9 White Lion Street

London

N1 9PD

Please provide sufficient information for us to identify you and understand the nature of your request.

We may request additional information to verify your identity where it is reasonable and proportionate for us to do so. We will not routinely request identification documents where we are already satisfied as to your identity.

Where you make a request to access your personal data, we will undertake reasonable and proportionate searches for the information falling within the scope of your request and respond within the timescales required by applicable data protection legislation.

Where we reasonably require clarification or further information in order to respond to a request, we may ask you to provide this. Where permitted by law, the applicable response period may be paused until the necessary information is received.

Data Security

We maintain appropriate technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

Access to personal data is limited to employees, contractors, agents and other third parties who have a legitimate need to access that information. Those persons are required to process personal data appropriately and, where applicable, are subject to duties of confidentiality.

If we become aware of a personal data breach, we will investigate the circumstances, assess the potential risk to affected individuals and take appropriate steps to contain and mitigate its effects.

Where a personal data breach is likely to result in a risk to the rights and freedoms of individuals, we will notify the Information Commissioner's Office where required by law. Where a breach is likely to result in a high risk to the rights and freedoms of affected individuals, we will also notify those individuals without undue delay where required by law.

Data Protection Complaints

If you have concerns about the way in which we have collected, used, disclosed or otherwise processed your personal data, you have the right to raise a data protection complaint with us.

Complaints may be submitted electronically to our Data Protection Officer at info@propertyinventories.com, or in writing to:

Data Protection Officer

Property Inventories Limited

3rd Floor

9 White Lion Street

London

N1 9PD

We will:

Provide a clear means by which you can raise a data protection complaint;
Acknowledge receipt of your complaint within 30 days;
Investigate your complaint appropriately and without undue delay;
Keep you appropriately informed about the progress of our investigation where necessary; and
Advise you of the outcome of your complaint without undue delay.

To assist us in investigating your complaint, please provide sufficient information to explain your concerns and identify the personal data or processing activity to which your complaint relates.

We would encourage you to raise any concerns with us in the first instance so that we have an opportunity to investigate and respond.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's independent data protection regulator. Details of how to contact the ICO and make a complaint are available from the ICO's website.

Privacy Notice

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