Legal

Privacy Policy

Draft — last updated [date]. This is a working draft prepared for London Inventory Service and has not yet been reviewed by a solicitor.

Before this goes live: replace every [bracketed] placeholder with your real company details, and have this reviewed by a solicitor or a qualified data protection advisor. This draft is written to reflect current UK GDPR and Data Protection Act 2018 requirements, including the data protection complaints process that became mandatory for UK organisations on 19 June 2026, but I'm not a lawyer and this isn't a substitute for legal advice.

London Inventory Service ("we", "us", "our") provides residential property inventory, check-in, check-out and inspection reports. This policy explains what personal data we collect, why we collect it, and the rights you have over it.

1. Who we are

London Inventory Service, trading address 68 Palgrave Road, Norwich, NR13 5NR, operates as a sole trader and is the data controller responsible for your personal data. ICO registration number: [number — check/register at ico.org.uk]. If you have questions about this policy, contact us at bookings@lisinventory.com.

2. What we collect

Booking details: name, phone number, email address, property address, and tenancy dates when you book a report with us.
Account details: if you create an account, your login credentials and account preferences.
Payment information: processed securely by our payment provider — we do not store full card details ourselves.
Report content: photographs, written notes and condition records made about the property during an inventory, check-in, check-out or inspection visit.
Communications: emails, messages or call notes when you contact us for support.
Website usage data: collected via cookies and similar technologies, such as pages visited and how you reached our site.

3. Why we use your data, and our lawful basis

To deliver our services — performance of a contract with you, such as booking and producing an inventory report.
To take payment — performance of a contract and compliance with our accounting obligations.
To communicate with you about a booking — performance of a contract.
To improve our website and services — our legitimate interests, balanced against your right to privacy.
To send marketing updates — only where you've opted in, or otherwise permitted by law; you may withdraw consent at any time.
To meet legal obligations — for example, retaining financial records or responding to a lawful request from a regulator.

4. Who we share it with

We share personal data only where necessary: with the letting agent or landlord who commissioned the report, with tenants named in the tenancy, with our payment processor, with cloud storage and IT providers who host our systems under contract, and with deposit protection schemes (such as TDS, DPS or mydeposits) where a report is relevant to a deposit dispute. We do not sell personal data to third parties.

5. International transfers

Where any supplier stores data outside the UK, we ensure appropriate safeguards are in place, in line with UK GDPR requirements on international transfers.

6. How long we keep data

We retain booking and report records for [X years — e.g. 6 years, to align with typical limitation periods for contractual and deposit disputes], after which they are securely deleted. Account data is retained until you close your account, unless we're required to keep it for legal reasons.

7. Your rights

Under UK GDPR, you have the right to:

Access the personal data we hold about you
Have inaccurate data corrected
Request erasure of your data, where applicable
Restrict or object to certain processing
Request a copy of your data in a portable format
Withdraw consent at any time, where processing is based on consent

To exercise any of these rights, contact us at bookings@lisinventory.com.

8. Complaints

If you're unhappy with how we've handled your personal data, you can complain to us directly at bookings@lisinventory.com or via [complaint form link]. We'll acknowledge your complaint, look into it, and let you know the outcome without undue delay. You also have the right to complain directly to the Information Commissioner's Office (ICO) at any time, at ico.org.uk.

9. Cookies

Our website uses cookies to make it function properly and, where you consent, to help us understand how it's used. You can manage or withdraw cookie consent at any time through your browser settings or our cookie banner.

10. Changes to this policy

We may update this policy from time to time. Significant changes will be notified on this page with an updated date.

11. Contact us

London Inventory Service (sole trader)
68 Palgrave Road, Norwich, NR13 5NR
bookings@lisinventory.com