Last updated: 31 August 2026

Coopers Inventory Services respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us or use our property inventory and inspection services.

Coopers Inventory Services provides professional property inventory and property reporting services to landlords, letting agents, property managers and other property professionals.

For the purposes of UK data protection law, Coopers Inventory Services is responsible for the personal information it collects and processes as a data controller where applicable.

Coopers Inventory Services
Warlingham, Surrey, United Kingdom

Email: hello@coopersinventoryservices.com
Telephone: 01883 592204
Website: www.coopersinventoryservices.com

If you have any questions about this Privacy Policy or how we use your personal information, please contact us using the details above.

Depending on how you interact with us, we may collect and process information including:

• your name

• email address

• telephone number

• business or company name

• job title or professional role

• property address and property-related information

• appointment and access information

• correspondence and communications with us

• information you provide through website forms

• information necessary to provide our inventory, check-in, mid-term inspection or check-out services

• billing and payment-related information

• technical information associated with your use of our website, where applicable.

Where our services involve an occupied property, our reports may also contain information relevant to documenting the property's condition and the services we have been instructed to provide.

We aim to collect only information that is reasonably necessary for the relevant purpose.

We may collect personal information:

• directly from you when you contact us

• when you complete a form on our website

• when you telephone or email us

• when you request a quotation or book a service

• when you become a customer

• from a landlord, letting agent, property manager or other client instructing us to attend a property

• during the provision of our property reporting services

• automatically through our website and its necessary technologies.

Where personal information is provided to us by a third party, such as a letting agent or landlord, it should only provide information reasonably necessary for us to carry out the instructed service.

We may use personal information to:

• respond to enquiries

• provide quotations

• arrange appointments and property access

• provide our inventory and property reporting services

• prepare and deliver reports

• communicate with clients and relevant parties

• administer our relationship with customers

• issue invoices and process payments

• maintain appropriate business and accounting records

• manage and improve our services

• operate and protect our website

• comply with legal, regulatory, tax and accounting obligations

• establish, exercise or defend legal claims where necessary.

We will not use your personal information for purposes that are incompatible with the reason it was collected unless permitted or required by law.

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely upon:

Contract

Where processing is necessary to provide a service you have requested or to take steps before entering into a contract with you.

For example, processing your contact and property details so that we can arrange and complete an inventory inspection.

Legitimate Interests

We may process information where it is necessary for our legitimate business interests and those interests are not overridden by your rights and interests.

This may include managing customer relationships, responding to business enquiries, maintaining appropriate records, protecting our business and improving our services.

Legal Obligation

We may process information where necessary to comply with an obligation imposed on us by law, such as tax, accounting or regulatory requirements.

Consent

Where we rely upon your consent for a particular purpose, you may withdraw that consent at any time.

Withdrawal of consent does not affect processing that took place before consent was withdrawn.

As part of our professional property reporting services, we may take photographs and record observations about the visible condition of a property.

These may form part of an:

• Inventory & Schedule of Condition

• Check-In Report

• Mid-Term Inspection Report

• Check-Out Report

Photographs are intended to document the property and its condition.

However, personal belongings or other information relating to an occupant may sometimes be incidentally visible within photographs or property records.

We take reasonable steps to ensure that information collected is relevant to the property reporting service being provided and avoid deliberately collecting unnecessary personal information.

Reports and associated photographs may be provided to the client who instructed the service and other relevant parties where appropriate to the management of the property or tenancy.

We do not sell your personal information.

We may share personal information where reasonably necessary with organisations or individuals including:

• landlords

• letting agents

• property managers

• clients who instruct our services

• contractors or professional advisers where appropriate

• IT, website, software and cloud-service providers

• payment and accounting service providers

• professional advisers such as accountants, insurers or legal advisers

• government bodies, regulators or law-enforcement authorities where required by law.

Where third-party service providers process personal information on our behalf, we take reasonable steps to use providers that handle information appropriately and securely.

Some technology, software or cloud-service providers used in operating our business may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards are in place where required by UK data protection law.

These may include transfers to countries recognised as providing an adequate level of protection or the use of approved contractual safeguards.

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting, contractual and reporting requirements.

Different types of information may therefore be retained for different periods.

When information is no longer reasonably required, we will securely delete, anonymise or otherwise dispose of it where appropriate.

We take reasonable technical and organisational measures to protect personal information against:

• unauthorised access

• loss

• misuse

• alteration

• disclosure

• accidental destruction.

Access to personal information is restricted where appropriate to people and service providers who require it for legitimate business purposes.

No method of transmitting or storing information electronically can be guaranteed to be completely secure, but we take reasonable measures appropriate to the nature of the information we process.

Where we send electronic marketing communications, we will do so in accordance with applicable data protection and electronic marketing rules.

Where consent is required, we will seek that consent before sending marketing communications.

You can ask us to stop sending marketing communications at any time by using any unsubscribe option provided or by contacting us at:

hello@coopersinventoryservices.com

Stopping marketing communications will not prevent us from contacting you where necessary in connection with a service, appointment, report, invoice or other existing business relationship.

Our website may use cookies and similar technologies to operate correctly, remember preferences and, where applicable, understand how visitors use the website.

Some cookies are necessary for the website to function.

Where consent is legally required for non-essential cookies or similar technologies, these should not be activated until the appropriate consent has been obtained.

You can manage your cookie preferences through the options provided on our website and, where applicable, through your browser settings.

For further information, please see our Cookie Policy →

Depending upon the circumstances, UK data protection law gives you rights relating to your personal information.

These can include the right to:

• ask for access to personal information we hold about you

• ask us to correct inaccurate or incomplete information

• ask us to delete personal information in certain circumstances

• ask us to restrict how information is used in certain circumstances

• object to certain processing

• receive certain personal information in a portable format

• withdraw consent where processing relies upon consent

• raise a concern about how your information has been handled.

Not every right applies in every circumstance.

To exercise your rights, please contact:

hello@coopersinventoryservices.com

We may need to verify your identity before responding to a request.

If you have concerns about how we use your personal information, please contact us first so that we have an opportunity to address them.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Information Commissioner's Office

The ICO provides further information about your data protection rights and how to make a complaint.

Our website may contain links to websites operated by third parties.

We are not responsible for the privacy practices or content of third-party websites. We recommend reviewing the privacy information provided by those organisations before providing them with personal information.

We may update this Privacy Policy from time to time to reflect changes to our services, technology, business practices or legal requirements.

The latest version will be published on this website and the “Last updated” date at the top of this page will be amended accordingly.