PRIVACY STATEMENT

The Inventory Shop Ltd

Last updated: 24 August 2026

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1. Introduction

The Inventory Shop Ltd (“The Inventory Shop”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you:

visit or use our website;
contact us by telephone, email or other means;
make an enquiry;
arrange or purchase our services;
are a landlord, tenant, letting agent, property manager, contractor or other person connected with a property for which we provide services; or
otherwise interact with us in the course of our business.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended from time to time.

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2. Who we are

The data controller responsible for your personal information is:

The Inventory Shop Ltd

Registered office: Mead Cottage, Michaelstowe Drive, CO12 5ER

Company registration number: 15727025

Email: admin@the-inventoryshop.co.uk

Telephone: +44 7583 927743

If you have any questions about this Privacy Policy or how we process personal information, please contact us using the details above.

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3. What personal information do we collect?

Depending on the services we provide and how you interact with us, we may collect and process the following categories of personal information.

Contact information

This may include:

name;
postal address;
email address;
telephone number;
correspondence with us; and
other contact details you provide.

Property and inspection information

As part of our property inventory, check-in and check-out services, we may collect:

property address;
photographs;
360° photographs/images;
information about the condition of the property;
fixtures and fittings;
furnishings and contents;
meter readings;
key and access information;
information about damage, defects or maintenance issues; and
other information necessary to accurately document the condition of a property.

Photographs and 360° images may incidentally capture personal possessions or other personal information visible within the property.

Booking information

Where you make or are involved in an appointment, we may collect:

your name;
telephone number;
email address;
property address;
appointment date and time;
service requested;
access arrangements;
booking notes; and
other information necessary to arrange the appointment.

Financial information

Where necessary for invoicing and payment administration, we may process:

billing name and address;
invoice information;
payment status; and
other information required for accounting purposes.

We generally do not need to process or retain your full payment card details.

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4. Where do we obtain personal information?

We may collect information directly from you.

We may also receive personal information from third parties, including:

landlords;
property owners;
letting agents;
property management companies;
tenants;
occupiers;
contractors;
other authorised representatives; and
organisations involved in arranging or managing a tenancy.

For example, a letting agent may provide us with a tenant’s name, telephone number and email address so that we can arrange an inspection.

Where another organisation provides us with your personal information, that organisation may have its own responsibilities under data protection law regarding how it informs you about the sharing of your information.

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5. How we use your personal information

We use personal information where necessary to:

arrange and carry out property inspections;
provide inventory, check-in and check-out services;
prepare inventory and inspection reports;
document the condition of properties;
include photographs and 360° images within our reports;
communicate with landlords, tenants, letting agents and other authorised parties;
manage bookings and appointments;
provide quotations;
issue invoices;
administer payments;
deal with enquiries and complaints;
investigate and resolve disputes;
maintain appropriate business records;
establish, exercise or defend legal claims;
prevent fraud or misuse of our services;
comply with legal and regulatory requirements; and
administer and improve our business and services.

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6. Our lawful bases for processing

We will only process personal information where we have a lawful basis under applicable data protection law.

Depending on the circumstances, this may include:

Contract

We may process personal information where necessary to enter into or perform a contract, including arranging and providing inventory and inspection services.

Legal obligation

We may process personal information where necessary to comply with a legal or regulatory obligation.

This may include retaining financial and accounting information where required by law.

Legitimate interests

We may process personal information where this is necessary for our legitimate business interests, provided those interests are not overridden by the individual’s rights and interests.

This may include:

operating our business;
arranging appointments;
communicating with clients and service users;
producing property reports;
maintaining evidence of property condition;
handling complaints and disputes;
establishing or defending legal claims;
preventing fraud;
maintaining business records; and
improving our services.

Consent

Where required, we may rely on your consent.

Where we rely on consent, you have the right to withdraw your consent at any time.

Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

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7. Property photographs and 360° images

Photographs and 360° images form an important part of our inventory and inspection services.

During an inspection we may take photographs and 360° images to accurately record the condition and contents of a property.

The 360° images we produce are incorporated into our inventory, check-in and/or check-out reports. We do not provide 360° images as a separate virtual-tour service.

Images may show:

rooms and areas of the property;
fixtures and fittings;
furniture;
contents;
personal possessions;
damage or defects; and
other information visible within the property.

We do not intentionally photograph people as part of a routine inspection.

However, individuals or their belongings may occasionally be incidentally captured within photographs or 360° images.

We process such information only where necessary for legitimate business purposes and take reasonable steps to prevent inappropriate disclosure.

Photographs and 360° images may be retained alongside the relevant report where necessary to:

document the condition of a property;
provide the contracted service;
evidence the condition of a property at a particular point in time;
resolve disputes; or
establish, exercise or defend legal claims.

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8. Booking system – DaySmart Appointments

We use DaySmart Appointments to manage appointments and bookings.

Information entered into the booking system may include:

name;
telephone number;
email address;
property address;
appointment date and time;
service booked; and
information required to arrange and administer the appointment.

DaySmart acts as a service provider in connection with the processing of information on our behalf.

DaySmart’s current published information states that its services may involve the transfer and processing of data in the United States and other countries. Its Appointments GDPR information identifies its primary data centre as being in Phoenix, Arizona, USA. (DaySmart)

Where personal information is transferred outside the UK, appropriate safeguards will be used where required by applicable data protection law.

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9. Email services – IONOS

Our business email services are provided and hosted by IONOS.

We use email to communicate with:

clients;
landlords;
tenants;
letting agents;
property managers;
contractors; and
other relevant parties.

Emails may contain personal information, property information, photographs, reports and other confidential business information.

IONOS provides business email security features including SSL/TLS encryption, antivirus and spam protection and backup/recovery services. (IONOS)

Where IONOS processes personal information on our behalf, we rely on the applicable data-processing arrangements provided by IONOS. IONOS states that its data-processing agreement arrangements are available for customers processing personal data through its services. (IONOS)

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10. Inventory software – Inventory Hive

We use Inventory Hive, operated by Tenancy Guard Ltd, to prepare, manage and deliver our property inventory, check-in and check-out reports.

Information processed through Inventory Hive may include:

property addresses;
landlord/client information;
tenant/occupier information;
inspection information;
photographs;
360° images;
property condition information;
meter readings;
key information;
inventory descriptions; and
check-in/check-out information.

Inventory Hive states that property-management providers using its platform control the information contained within their reports. (Inventory Hive)

Inventory Hive states that its data is stored on servers in the UK, although it may use subprocessors outside the UK and EEA for particular software features. It also states that it uses encryption and other security measures to protect stored information. (Inventory Hive)

Inventory Hive’s current privacy information also states that it may use OpenAI as a subprocessor for certain photograph-processing functions. Where such processing occurs, Inventory Hive states that images sent for this purpose are retained for a maximum of 30 days and are not used to train OpenAI’s models. (Inventory Hive)

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11. Other third-party service providers

We use specialist third-party providers to operate our business and provide our services.

These currently include:

DaySmart Appointments

Appointment and booking management.

IONOS

Business email hosting and related email services.

Inventory Hive / Tenancy Guard Ltd

Inventory, inspection, check-in and check-out report preparation and management.

Third-party providers may process personal information on our behalf where necessary to provide their services.

We will take reasonable steps to ensure that appropriate contractual and security arrangements are in place where required by data protection law.

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12. Who may receive your personal information?

Depending on the circumstances, we may share personal information with:

landlords and property owners;
tenants and authorised occupiers;
letting agents;
property management companies;
authorised representatives;
contractors or inspectors working on our behalf;
professional advisers, including accountants, solicitors and insurers;
IT and software service providers;
payment providers;
regulatory authorities;
government bodies; and
law enforcement agencies where legally required or permitted.

We do not sell personal information to third parties.

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13. Reports and disclosure of information

Our inventory, check-in and check-out reports may contain personal information, photographs, 360° images and property information.

Reports will normally be supplied to the person or organisation that instructed us and, where appropriate, other authorised parties involved in the relevant tenancy or property management process.

This may include landlords, letting agents, property managers and tenants.

We will take reasonable steps to ensure that reports are provided only to appropriate recipients.

Where a request is made for information relating to another individual, we may require proportionate identity and/or authority checks before disclosing information.

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14. Requests for personal information and identity checks

We may receive requests by email for personal information, reports or other documents.

Where the requested information contains personal information, we may carry out proportionate identity checks before releasing it.

Where somebody requests information on behalf of another person, we may also require evidence that they have authority to act on that person’s behalf.

The level of verification required will depend on:

the nature of the information requested;
the sensitivity of the information;
the circumstances of the request; and
the risk of information being disclosed to the wrong person.

We will not automatically disclose personal information simply because a request has been received from an email address that appears familiar.

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15. Data security

We take the security of personal information seriously.

We use appropriate technical and organisational measures designed to protect personal information against:

unauthorised access;
accidental loss;
destruction;
misuse;
alteration; and
unauthorised disclosure.

Access to personal information is restricted to individuals who need it for legitimate business purposes.

We use appropriate password protection, access controls and security measures across our systems.

We also expect third-party service providers processing information on our behalf to maintain appropriate security measures.

No method of electronic transmission or electronic storage can, however, be guaranteed to be completely secure.

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16. Data retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.

This may include retaining information to:

provide our services;
maintain business records;
comply with accounting, tax and legal requirements;
deal with complaints;
resolve disputes;
establish, exercise or defend legal claims; and
maintain evidence relating to property inspections.

Different categories of information may be retained for different periods.

When personal information is no longer required, we will securely delete, destroy or anonymise it where appropriate.

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17. Your data protection rights

Subject to certain conditions and exemptions, you may have the right to:

request access to personal information we hold about you;
request correction of inaccurate or incomplete information;
request deletion of personal information;
request restriction of processing;
object to certain processing;
request transfer of certain information to another organisation; and
withdraw consent where we rely on consent.

These rights are not absolute and certain legal exemptions may apply.

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18. Subject Access Requests

You have the right to request a copy of personal information we hold about you.

This is known as a Subject Access Request (SAR).

You can make a SAR by contacting us using the contact details contained within this Privacy Policy.

We may carry out proportionate identity checks before releasing information.

Where a request is made on behalf of another individual, we may also require evidence of authority to act on that person’s behalf.

These checks are intended to prevent personal information being disclosed to the wrong person.

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19. Direct marketing

Where legally permitted, we may contact existing or prospective customers about our services.

Where consent is required, we will obtain appropriate consent before sending marketing communications.

You may ask us to stop sending marketing communications at any time.

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20. Cookies

Our website may use cookies and similar technologies.

Cookies may be used to:

enable website functionality;
remember preferences;
understand website usage;
analyse website performance; and
improve the website and user experience.

Where consent is required for non-essential cookies, we will provide an appropriate mechanism for obtaining and managing consent.

Further information should be provided in our separate Cookie Policy.

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21. Third-party websites

Our website may contain links to websites operated by third parties.

We are not responsible for the privacy practices, content or security of third-party websites.

We recommend reviewing the privacy policy of any third-party website you visit.

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22. International transfers

Some of the service providers we use may process personal information outside the UK.

For example, DaySmart’s published information states that its services may involve processing and storage in the United States and other countries. (DaySmart)

Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place in accordance with applicable UK data protection law.

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23. Children’s information

Our services are primarily provided to landlords, property owners, letting agents, property managers, tenants and other individuals involved in property management and tenancy arrangements.

We do not intentionally collect children’s personal information as part of our ordinary services.

However, information relating to a child could occasionally appear incidentally in photographs or other information collected during a property inspection.

Where this occurs, the information will be handled in accordance with applicable data protection law.

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24. Complaints

If you have concerns about how we have handled your personal information, please contact us in the first instance so that we have an opportunity to investigate and resolve your concerns.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent supervisory authority for data protection.

You can find information about making a complaint on the ICO’s website.

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25. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

our business;
our services;
our technology and systems;
our data-processing activities; or
applicable data protection legislation.

The latest version will be published on our website and will include the date on which it was last updated.

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26. Contact us

If you have any questions about this Privacy Policy, your personal information or how we process personal data, please contact:

The Inventory Shop Ltd

Registered office: Mead Cottage, Michaelstowe Drive, CO12 5ER

Company registration number: 15727025

Email: admin@the-inventoryshop.co.uk

Telephone: +44 7583 927733

Last updated: 24 August 2026