Last Updated: 28 July 2026
At Ivy Inventory Services Ltd (“we”, “our”, “us”), we are committed to protecting your privacy and handling your personal information responsibly.
This Privacy Policy explains how we collect, use, store and protect your personal information when you use our website, contact us, or use any of our services.
1. Who We Are
Ivy Inventory Services Ltd
Email: info@ivyinventory.co.uk
Telephone: 02475 015215
Website: www.ivyinventory.com
We are the data controller responsible for the personal information collected through this website and our property reporting services.
2. Information We Collect
Depending on how you interact with us, we may collect:
Personal Information
- Name
- Company name
- Postal address
- Email address
- Telephone number
- Job title
- Property addresses
- Billing information
Property Information
When carrying out property inspections we may collect:
- Property condition
- Property photographs
- Meter readings
- Keys received/returned
- Occupancy details
- Inventory information
- Maintenance observations
- Safety observations
Website Information
When visiting our website we may automatically collect:
- IP address
- Browser type
- Device information
- Pages visited
- Time spent on pages
- Cookies
- Analytics information
3. How We Use Your Information
We use your information to:
- Provide inventory and inspection services
- Produce professional property reports
- Arrange appointments
- Communicate with landlords, agents and tenants
- Issue invoices
- Process payments
- Improve our services
- Respond to enquiries
- Comply with legal obligations
- Maintain secure client accounts
- Prevent fraud
4. Legal Basis for Processing
Under UK GDPR we rely upon one or more of the following legal bases:
- Performance of a contract
- Legitimate interests
- Legal obligation
- Consent (where required)
5. Property Reports and Photographs
Our reports often contain:
- High-resolution photographs
- Property descriptions
- Fixtures and fittings
- Condition assessments
- Cleanliness assessments
- Meter readings
These reports are produced solely for documenting the condition of a property and may be shared with authorised parties including:
- Letting agents
- Landlords
- Property managers
- Tenants
- Deposit protection schemes
- Courts or legal representatives where required
6. Client Dashboard
Where clients are provided with access to our secure online portal, we store information relating to:
- Reports
- Appointments
- Properties
- Documents
- Communications
- User accounts
Clients are responsible for keeping their login details secure.
7. Cookies
Our website uses cookies to improve your browsing experience.
Cookies may be used to:
- Remember preferences
- Analyse website performance
- Improve website functionality
- Measure visitor statistics
You can disable cookies through your browser settings.
8. Marketing
We may contact you regarding:
- Service updates
- Company news
- New services
- Promotional offers
You may unsubscribe from marketing communications at any time.
9. Sharing Information
We do not sell your personal information.
We may share information with trusted third parties including:
- IT service providers
- Cloud hosting providers
- Payment processors
- Professional advisers
- Legal authorities where required
- Deposit protection schemes
- Letting agents and landlords involved with the relevant property
All third parties are required to process personal information securely.
10. Data Security
We implement appropriate technical and organisational measures to protect your information including:
- Secure cloud storage
- Encrypted communications where appropriate
- Password-protected systems
- Restricted staff access
- Regular security updates
While we take reasonable steps to protect your information, no method of transmission over the internet can be guaranteed as completely secure.
11. Data Retention
We retain information only for as long as necessary.
Typically:
- Property reports are retained for up to seven years
- Financial records are retained for six years in accordance with UK tax legislation
- Website analytics are retained in accordance with our analytics provider’s policies
Information may be retained longer where required by law or to resolve disputes.
12. Your Rights
Under UK GDPR you have the right to:
- Access your personal information
- Correct inaccurate information
- Request deletion of your information
- Restrict processing
- Object to processing
- Request transfer of your information
- Withdraw consent where applicable
- Lodge a complaint with the Information Commissioner’s Office (ICO)
13. Third-Party Websites
Our website may contain links to third-party websites.
We are not responsible for the privacy practices of those websites and encourage you to read their own privacy policies.
14. Children’s Privacy
Our services are not intended for children under the age of 16, and we do not knowingly collect personal information from children.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legislation or our business practices.
The latest version will always be published on this page with the updated revision date.
16. Contact Us
If you have any questions regarding this Privacy Policy or how we handle your personal information, please contact us:
Ivy Inventory Services Ltd
Email: info@ivyinventory.com
Telephone: 02475 015215
Website: www.ivyinventory.com
17. Complaints
If you are unhappy with how we have handled your personal information, you have the right to complain to the Information Commissioner’s Office (ICO).
Information Commissioner’s Office
Website: https://ico.org.uk
Telephone: 0303 123 1113
This policy is designed for a UK business and reflects the requirements of the UK GDPR, Data Protection Act 2018, and Privacy and Electronic Communications Regulations (PECR). For maximum legal protection, it should be reviewed by a solicitor familiar with your specific business processes, particularly if you process special categories of personal data or operate internationally.