Privacy Policy

1. What Data We Collect

We collect the following categories of personal data:

• Contact details — name, email address, phone number, provided via our contact and booking forms or email correspondence.
• Property information — address and access details you provide when booking an inspection.
• Email subscribers — email address and optional first name if you sign up via our newsletter forms, along with the date and source of sign-up and a record of your consent.
• Technical data — IP address, browser type, pages visited and time spent, collected automatically via server logs.
• Communications — records of emails, WhatsApp messages and other correspondence you send us.

2. How We Use Your Data

Purpose	Lawful Basis
Responding to booking enquiries and confirming appointments	Contract / Legitimate interest
Delivering inventory reports and inspection services	Contract
Sending invoices and processing payments	Contract / Legal obligation
Sending marketing emails to subscribers	Consent (explicit opt-in)
Improving our website and services	Legitimate interest
Complying with legal and regulatory obligations	Legal obligation

3. Marketing Emails

We only send marketing emails to people who have explicitly opted in via our website subscription forms. Every marketing email includes an unsubscribe link. You may withdraw consent at any time by clicking that link or emailing us at info@prosperinventory.co.uk. Withdrawing consent does not affect the lawfulness of any processing carried out before withdrawal.

4. Data Sharing

We do not sell your personal data. We may share data only in the following limited circumstances:

• Subcontractors — inspectors we assign to carry out jobs on our behalf receive only the property address and appointment details necessary to complete the inspection.
• IT and hosting providers — our website is hosted on a UK/EU server. Email may be processed via Google Workspace.
• Legal requirements — where disclosure is required by law, court order or regulatory authority.

All third parties who process data on our behalf are required to handle it in accordance with UK GDPR.

5. How Long We Keep Your Data

• Booking and client records — 6 years from the date of service (HMRC requirement).
• Email subscriber records — until you unsubscribe, after which we retain a suppression record only.
• Enquiries that did not lead to a booking — 12 months.
• Technical/server log data — 90 days.

6. Cookies

Our website uses cookies. Please see our Cookie Policy for full details.

7. Your Rights

Under UK GDPR you have the following rights:

• Right of access — request a copy of the personal data we hold about you.
• Right to rectification — ask us to correct inaccurate or incomplete data.
• Right to erasure — ask us to delete your data in certain circumstances.
• Right to restrict processing — ask us to limit how we use your data.
• Right to data portability — receive your data in a structured, machine-readable format.
• Right to object — object to processing based on legitimate interests or for direct marketing.
• Rights relating to automated decision-making — we do not carry out any automated decision-making or profiling.

To exercise any of these rights, email info@prosperinventory.co.uk. We will respond within one month.

8. Complaints

If you believe we have not handled your data correctly, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113. We would appreciate the opportunity to address your concerns directly before you approach the ICO.

9. Changes to This Policy

We may update this policy from time to time. The date at the top of this page shows when it was last revised. Significant changes will be notified via our website or email where appropriate.