Privacy Policy

Oakwood Inventories London Ltd
t/a Oakwood Inventories

Oakwood Inventories London Ltd (“the Company”, “we”, “us”) is committed to protecting the privacy and personal data of its clients and contacts. This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Oakwood Inventories London Ltd trades as Oakwood Inventories and provides independent inventory and inspection services for residential rental properties.

For the purposes of data protection legislation, Oakwood Inventories London Ltd is the Data Controller.

2. Personal Data We Collect

We collect only the personal data necessary to provide our services. This may include:

Names of landlords, tenants, agents, or property managers
Contact details (email address, telephone number, postal address)
Property addresses
Information contained within inventory and inspection reports
Billing and invoicing information

We do not collect special category (sensitive) personal data.

3. How Personal Data Is Collected

Personal data is collected when:

You instruct us to carry out services
You contact us by email, telephone, or via our website
Information is provided to us by letting agents or landlords in connection with an instruction

4. How We Use Personal Data

We use personal data solely for legitimate business purposes, including:

Carrying out inventory, check-in, check-out, and inspection services
Producing reports and documentation
Communicating with clients regarding instructions
Issuing invoices and managing accounts
Meeting legal and contractual obligations

We do not use personal data for marketing lists, profiling, or automated decision-making.

5. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

Contractual necessity – to fulfil services instructed by the client
Legitimate interests – to operate our business and provide professional services
Legal obligation – where required by law

6. Sharing of Personal Data

Personal data may be shared only where necessary, including:

With the instructing client (landlord or letting agent)
With tenants, where relevant to the tenancy documentation
With professional advisers (e.g. accountants) where required

We do not sell personal data or share it with third parties for marketing purposes.

7. Data Storage & Security

We take reasonable and appropriate measures to protect personal data against loss, misuse, unauthorised access, or disclosure.

Data may be stored electronically and/or in paper format and is retained only for as long as reasonably necessary for business, legal, or contractual purposes.

8. Data Retention

Inventory and inspection reports and related correspondence are retained for a reasonable period to allow for tenancy-related matters, disputes, or legal requirements.

Data is securely deleted or destroyed when no longer required.

9. Cookies & Website Analytics

Our website does not use cookies to collect personal data, and we do not operate tracking, profiling, or advertising cookies.

Any basic website functionality cookies (if present) are limited to essential operation only.

10. Your Data Protection Rights

Under UK data protection law, you have the right to:

Request access to your personal data
Request correction of inaccurate data
Request deletion of data where applicable
Object to or restrict certain processing

Requests should be made in writing using the contact details below.

11. Contact Details

For data protection enquiries, please contact:

Oakwood Inventories London Ltd
t/a Oakwood Inventories
Email: info@oakwood-inventories.com
Telephone: 01923 283 993 07976278450

12. Changes to This Policy

This Privacy Policy may be updated from time to time to reflect changes in legal requirements or business practices. The current version will always be available on our website.

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