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Business details (for example, project scope) 

Email address 

Name Phone number 

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Swanson Property Inventories customer privacy notice 

This privacy notice tells you what to expect us to do with your personal information. 

• Contact details 

• What information we collect, use, and why 

• Lawful bases and data protection rights 

• Where we get personal information from 

• How long we keep information 

• Who we share information with 

• How to complain 

Contact details 

Telephone: 07463 174595 

Email: spinventories@outlook.com 

What information we collect, use, and why 

We collect or use the following information to provide and improve products and services for clients: 

• Names and contact details 

• Addresses 

• Gender 

• Pronoun preferences 

• Third party information (such as family members or other relevant parties) 

• Payment details (including card or bank information for transfers and direct debits) 

• Transaction data (including details about payments to and from you and details of products and services you have purchased) 

• Usage data (including information about how you interact with and use our website, products and services) 

• Information relating to compliments or complaints 

• Video recordings 

• Audio recordings (eg calls) 

• Records of meetings and decisions 

• Account access information 

• Website user information 

We collect or use the following personal information for the operation of client or customer accounts: 

• Names and contact details 

• Addresses 

• Account information, including registration details 

• Information used for security purposes 

• Marketing preferences 

• Technical data, including information about browser and operating systems 

We collect or use the following personal information for information updates or marketing purposes: 

• Names and contact details 

• Addresses 

• Profile information 

• Marketing preferences 

• Purchase or account history 

• Website and app user journey information 

• IP addresses 

We collect or use the following personal information to comply with legal requirements: 

• Contact information 

• Identification documents 

• Client account information 

• Health and safety information 

• Any other personal information required to comply with legal obligations 

We collect or use the following personal information for dealing with queries, complaints or claims: 

• Names and contact details 

• Addresses 

• Payment details 

• Account information 

• Purchase or service history 

• Video recordings of public areas 

• Audio recordings of public areas 

• Video recordings of private or staff only areas 

• Audio recordings of private or staff only areas 

• Call recordings 

• Photographs 

• Relevant information from previous investigations 

• Customer or client accounts and records 

• Financial transaction information 

• Information relating to health and safety (including incident investigation details and reports and accident book records) 

• Location data 

Lawful bases and data protection rights 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. 

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website: 

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access. 

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification. 

• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure. 

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing. 

• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing. 

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability. 

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent. 

If you make a request, we must respond to you without undue delay and in any event within one month. 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. 

Our lawful bases for the collection and use of your data 

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are: 

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

• Our Legitimate Interest: Our legitimate interest for processing this personal information is to effectively manage, deliver, and improve our property inventory, maintenance, and clearance services for our clients. Why it is Necessary: Processing contact details and property addresses is absolutely necessary to fulfill our operational duties. Without this data, we cannot schedule appointments, arrange property access with tenants or letting agents, conduct on-site inventory inspections, or carry out requested maintenance and clearance tasks. Furthermore, reviewing operational records and client feedback is necessary to optimize our scheduling, improve the accuracy of our reports, and enhance our overall service standards. The Benefits: The primary benefit is ensuring a smooth, professional service for all parties involved in a tenancy. Letting agents and landlords receive timely, accurate property reports and reliable maintenance. Tenants benefit from clear, coordinated communication regarding property visits, as well as the protection of fair, highly detailed inventory logs that help prevent unjust deposit disputes. Why the Benefits Outweigh the Risks: The processing of this data presents a minimal privacy risk to the individuals involved. We only collect the most basic, essential information (such as names, contact numbers, and property addresses) required to carry out the requested physical services. Tenants and property owners reasonably expect that their contact and address details will be shared with authorized contractors to arrange property access and fulfill maintenance or inventory obligations. We do not use this data for intrusive purposes, and we prioritize secure digital storage to ensure their privacy rights are fully respected and protected. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above. 

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are: 

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

• Our legitimate interest is the efficient administration and management of our business relations, including tracking client preferences and communication history to ensure a reliable service. This presents no risk to the client, as it only involves standard business contact and transaction data that they expect us to hold. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above. 

Our lawful bases for collecting or using personal information for information updates or marketing purposes are: 

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

• Our legitimate interest is to promote our property services to relevant corporate contacts and existing clients to generate new business and communicate relevant service updates. Direct marketing is necessary to raise awareness of our inventory, maintenance, and clearance services among local letting agents and landlords, allowing the business to remain commercially viable and competitive. The business benefits from increased commercial growth. Local letting agents and landlords benefit from being informed about a reliable, multi-trade property service that can fulfill their ongoing operational needs. Why the Benefits Outweigh the Risks: This processing poses a minimal privacy risk as it is primarily directed at corporate entities or existing clients who would reasonably expect to receive relevant professional updates. It is proportionate, not overly intrusive, and every communication includes a clear, immediate option for the recipient to opt out. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above. 

Our lawful bases for collecting or using personal information to comply with legal requirements: 

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. 

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are: 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

• We process personal information to address queries, investigate complaints, and manage potential claims to ensure our services remain accurate and professional. This is necessary to fulfill our contractual obligations to our clients and to maintain the integrity of our inventory reports. This allows us to provide responsive customer support, resolve disputes fairly, and continuously improve our inventory services based on client feedback. Processing data for these purposes is a standard, expected part of any professional business relationship. It poses minimal privacy risk to the individual, as we only access the specific data required to resolve the inquiry or claim at hand, and we do so with appropriate security measures in place. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above. 

Where we get personal information from 

• Directly from you 

• Publicly available sources 

• Third parties: 

• This information comes from Letting agents, property managers, or landlords who contract our services. 

How long we keep information 

Record Type 

Retention Period 

Reason 

Financial & Tax Records 

6 years after the end of the tax year 

Required for HMRC tax compliance 

Inventory & Inspection Reports 

6 years after the tenancy ends 

Limitation period for potential contract disputes 

Client & Tenant Contact Details 

During the period of the contract/business relationship 

Necessary to fulfill services 

General Enquiries 

Until the enquiry is resolved 

No ongoing business purpose 

Marketing Data (B2B) 

Until the recipient opts out 

Legitimate interests for business promotion 

We perform a periodic review of our data to ensure that we do not retain information for longer than is necessary for the purposes set out in this policy. Any data identified as no longer required is securely deleted or anonymised. 

Who we share information with 

Others we share personal information with 

• Insurance companies, brokers or other intermediaries 

• Professional or legal advisors 

• Emergency services 

• Organisations we’re legally obliged to share personal information with 

How to complain 

If you have any concerns about our use of your personal information, you can make a data protection complaint to us: 

Email: spinventories@outlook.com 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.  

The ICO’s address: 

Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF 

Helpline number: 0303 123 1113  Website: https://www.ico.org.uk/make-a-complaint 

Terms of Business

1. Definitions

"S.P.I Inventories", "we", "us" or "our" means S.P.I Inventories.

"Client" means any landlord, letting agent, estate agent, property manager, housing association or other person or organisation instructing S.P.I Inventories to carry out services.

"Property" means the property subject to the instructed service.

"Services" include but are not limited to:

• Inventory Reports

• Check-In Reports

• Check-Out Reports

• Mid-Term Inspections

• Property Visits

• Schedule of Condition Reports

• Key Collection and Return

• Photography Services

• Additional property reporting services

• Light Tasks agreed to be carried out

"Report" means any written or photographic report produced by S.P.I Inventories.

2. Acceptance of Terms

2.1 By instructing S.P.I Inventories to undertake any services, the Client confirms acceptance of these Terms of Business.

2.2 These terms apply to all instructions unless otherwise agreed in writing.

2.3 Where a letting agent or property manager instructs S.P.I Inventories on behalf of a landlord, the instructing party remains responsible for payment of all invoices.

3. Bookings

3.1 Bookings may be made by telephone, email, website enquiry, online booking system or any other agreed communication method.

3.2 A booking is only confirmed once confirmation has been issued by S.P.I Inventories.

3.3 Appointments are allocated on a first-come, first-served basis.

3.4 The Client is responsible for ensuring that the property address, contact information and service instructions provided are accurate.

4. Access to Property

4.1 The Client is responsible for ensuring access is available at the agreed appointment time.

4.2 If access cannot be gained within 30 minutes of the appointment time due to missing keys, tenant absence or any other issue outside our control, the appointment may be cancelled and a charge of up to 100% of the agreed fee may apply.

4.3 Any revisit required due to access issues or incomplete instructions may incur additional charges.

4.4 The Client is responsible for ensuring that all rooms, outbuildings and areas required for inspection are accessible.

5. Property Condition Requirements

5.1 Inventory reports should ideally be completed before tenant occupation and following completion of cleaning and maintenance works.

5.2 Check-out inspections should take place after the tenant has vacated and removed all personal belongings unless otherwise instructed.

5.3 S.P.I Inventories accepts no responsibility for works completed after an inspection has taken place.

6. Reports

6.1 Reports are a visual record of the condition and contents of a property at the time of inspection only.

6.2 Reports are not structural surveys, valuation reports, compliance reports or guarantees regarding the condition of a property.

6.3 Reports are intended to assist in documenting the property's condition for tenancy purposes.

6.4 Unless otherwise agreed, reports will normally be issued within 48 hours of the inspection being completed.

6.5 Any discrepancies or amendments requested by the Client must be notified within 5 working days of report delivery.

7. Photographs

7.1 Photographs form part of the report and are used to support written observations.

7.2 Photographs may not capture every defect, item or area within the property.

7.3 Meter readings and photographs of utility meters will only be taken where meters are easily accessible and clearly identifiable.

8. Limitations of Liability

8.1 S.P.I Inventories shall exercise reasonable skill and care in carrying out the Services.

8.2 Our liability is limited to the value of the service fee paid for the relevant instruction.

8.3 We shall not be liable for:

• Hidden, latent or inaccessible defects.

• Mechanical or electrical failures.

• Compliance with legislation or regulations.

• Consequential losses.

• Loss of rent.

• Loss of business.

• Tenant disputes.

• Adjudication outcomes.

8.4 Reports should not be relied upon as evidence of compliance with any statutory obligations.

9. Health and Safety

9.1 Our representatives reserve the right to refuse entry or terminate an appointment if they believe their health, safety or wellbeing may be at risk.

9.2 This includes but is not limited to aggressive behaviour, dangerous animals, unsafe working conditions or illegal activity.

10. Fees and Payment

10.1 Fees are charged in accordance with our current pricing schedule unless otherwise agreed in writing.

10.2 Invoices are payable within 14 days of issue unless alternative terms have been agreed.

10.3 We reserve the right to charge statutory interest and recovery costs on overdue invoices in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

10.4 Services may be suspended where invoices remain unpaid.

11. Cancellation Policy

11.1 Cancellations made more than 48 hours before the appointment time will not incur any charge.

11.2 Cancellations made between 24 and 48 hours before the appointment may incur a charge of 50% of the booking value.

11.3 Cancellations made with less than 24 hours notice, or failed appointments due to access issues, may incur a charge of up to 100% of the booking value.

12. Confidentiality and Data Protection

12.1 S.P.I Inventories will process personal information in accordance with applicable UK data protection legislation.

12.2 Our Privacy Policy forms part of these Terms of Business and can be viewed on our website.

12.3 Reports will only be shared with authorised parties connected with the tenancy or property instruction.

13. Intellectual Property

13.1 Copyright of all reports, photographs and materials produced by S.P.I Inventories remains the property of S.P.I Inventories until payment has been received in full.

13.2 Upon payment, the Client receives a licence to use the report for tenancy and property management purposes only.

13.3 Reports may not be altered, reproduced or distributed for commercial purposes without written consent.

14. Complaints

14.1 Any complaints regarding services provided must be submitted in writing within 14 days of report delivery.

14.2 We will acknowledge complaints within five working days and aim to provide a full response within fourteen working days.

15. Force Majeure

S.P.I Inventories shall not be liable for delays or failure to perform services resulting from events outside our reasonable control, including severe weather, transport disruption, illness, government restrictions or utility failures.

16. Governing Law

These Terms of Business are governed by the laws of England and Wales.

Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Contact Information

S.P.I Inventories

Website: https://www.spinventories.co.uk

Email: info@spinventories.co.uk

Telephone: 07463 174595

Last Updated: July 2026

Swanson Property Inventories is fully insured for your peace of mind, holding Public Liability coverage up to £1,000,000 and Professional Indemnity coverage up to £50,000. Our policy actively covers both our primary trade as an inventory clerk and our secondary trade in property maintenance, and we are happy to provide our full certificate of insurance to clients upon request.