Fair Let Inventory

Privacy Policy

Last updated: December 2024 | Version 2.0

Our Commitment to Your Privacy

Fair Let Inventory ("we", "us", or "our") is committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all applicable UK privacy laws. This policy explains how we collect, use, store, and protect your personal data.

Data Controller: Fair Let Inventory Ltd, registered in England and Wales
ICO Registration Number: ZC090106
Registered Address: 128 City Road, London, EC1V 2NX, United Kingdom

1. Information We Collect

1.1 Account Information

Name and contact details (email address, phone number)
Account credentials (encrypted password)
Role type (tenant, landlord, agent, contractor)
Communication preferences

1.2 Property Information

Property addresses and details
Tenancy information and dates
Deposit protection details
Compliance certificate information (Gas Safety, EICR, EPC)

1.3 Camera & Photographic Data

What we collect: Photographs of property condition captured through our in-app camera.

How we use it: To create tamper-resistant inventory reports and tenancy evidence.

When we access it: Only when you actively use the capture feature and grant permission.

What we DON'T do: We never access your camera without explicit consent. We do not access your photo gallery or existing photos. Camera access is terminated immediately when you exit the capture screen.

1.4 Microphone & Audio Data

What we collect: Temporary audio analysis for appliance testing (extractors, boilers, etc.).

How we use it: To detect if appliances are working by analysing sound patterns.

When we access it: Only during the Smart Test Mode when testing appliances.

What we DON'T do: We do NOT record audio. We do NOT store audio. Audio is analysed in real-time on your device and immediately discarded. No audio data leaves your device.

1.5 Location Data

What we collect: GPS coordinates when capturing inventory evidence.

How we use it: To verify you are at the property address and to embed location data in photographs for evidence authenticity.

When we access it: Only during property capture sessions with your explicit consent.

What we DON'T do: We do not track your location continuously. We only access location when you are actively using the capture feature.

2. Legal Basis for Processing (UK GDPR Article 6)

We process your personal data under the following legal bases:

Consent (Article 6(1)(a)): For camera, microphone, and location access
Contract Performance (Article 6(1)(b)): To provide our inventory service
Legitimate Interests (Article 6(1)(f)): For service improvement and security
Legal Obligation (Article 6(1)(c)): To comply with UK tenancy and deposit protection laws

3. How We Use Your Information

Provide, maintain, and improve our inventory service
Generate property condition reports and evidence
Process payments and subscriptions
Send transactional emails (inspection reminders, report completion)
Respond to support requests and enquiries
Detect and prevent fraud or misuse
Comply with legal obligations

4. Data Storage & Security

Your data is stored securely with the following measures:

Server Location: Data stored on servers in the United Kingdom and European Union
Encryption: All data encrypted in transit (TLS 1.3) and at rest (AES-256)
Access Controls: Strict role-based access controls for staff
Security Audits: Regular security assessments and penetration testing
Backup: Automated encrypted backups with disaster recovery

5. Data Sharing

We do NOT sell your personal data. We may share your information with:

Other Users: Landlords, tenants, and agents you choose to share reports with
Service Providers: Cloud hosting (Cloudflare), payment processing (Stripe), email delivery (Resend)
Deposit Schemes: TDS, DPS, MyDeposits when you submit evidence for disputes
Legal Authorities: When required by UK law or court order

All service providers are contractually bound to protect your data and comply with UK GDPR.

6. Data Retention

Account Data: Retained while your account is active, deleted within 30 days of account closure
Inventory Reports: Retained for 6 years after tenancy end (UK legal requirement for deposit disputes)
Photographs: Retained with reports for 6 years
Payment Records: Retained for 7 years (UK accounting requirements)
Consent Records: Retained for the duration of your consent plus 3 years

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right of Access (Article 15): Request a copy of your personal data
Right to Rectification (Article 16): Correct inaccurate personal data
Right to Erasure (Article 17): Request deletion of your personal data ("right to be forgotten")
Right to Restrict Processing (Article 18): Limit how we use your data
Right to Data Portability (Article 20): Receive your data in a machine-readable format
Right to Object (Article 21): Object to processing based on legitimate interests
Right to Withdraw Consent: Withdraw consent at any time without affecting lawfulness of prior processing

To exercise any of these rights, contact us at: privacy@fairletinventory.co.uk

8. Cookies & Tracking

We use cookies for:

Essential Cookies: Required for the site to function (authentication, security)
Analytics Cookies: Help us understand how you use our service (with consent)
Functional Cookies: Remember your preferences (with consent)

You can manage cookie preferences through our cookie consent banner or your browser settings.

9. International Data Transfers

Your data is primarily stored in the UK and EU. If data is transferred outside these regions, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner's Office (ICO).

10. Children's Privacy

Our service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected data from a child, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email and/or by posting a prominent notice on our website. We encourage you to review this policy periodically.

12. Complaints

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with:

Information Commissioner's Office (ICO)

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: ico.org.uk
Helpline: 0303 123 1113

13. Contact Us

For any questions about this Privacy Policy or to exercise your data rights:

General Enquiries: privacy@fairletinventory.co.uk

Data Protection Officer: dpo@fairletinventory.co.uk

Data Subject Requests: dsar@fairletinventory.co.uk