Privacy Notice

This Privacy Notice explains how Keystone Inventories collects, uses and protects personal information when you contact us, use our website, request a quote, book a service, or communicate with us about a property inspection.

For the purpose of this Privacy Notice, “we”, “us” and “our” refers to Keystone Properties & Inventories Ltd, trading as Keystone Inventories.

Last updated: 7 June 2026

1. Who we are

Company name: Keystone Properties & Inventories Ltd
Trading name: Keystone Inventories
Company number: 13676509
Registered office: 434 Finchley Road, London, England, NW2 2HY
Email: Info@keystone-inventories.com
Phone / WhatsApp: +44 7832 605525

We provide property inventory, check-in, check-out and mid-term inspection services.

2. Personal information we collect

We may collect and use the following types of personal information:

  • Your name, email address, phone number and correspondence details.

  • Property address and access details.

  • Information provided through our website contact form, email, phone, WhatsApp or other communication channels.

  • Details needed to arrange and carry out property inspections.

  • Inspection records, including photographs, notes, meter readings, keys, access devices, room condition, cleanliness, contents and visible property condition.

  • Information about landlords, tenants, occupiers, agents, property managers or other relevant parties involved in arranging or receiving a report.

  • Payment, invoicing and basic accounting information.

  • Website usage information, such as basic technical data, browser information and cookie-related information where applicable.

Inspection photographs may sometimes capture personal belongings or information visible inside a property. We only intend to record information that is relevant to the property inspection and report.

3. How we collect personal information

We may collect personal information directly from you when you:

  • Contact us through the website.

  • Request a quote.

  • Book a service.

  • Send us property or access details.

  • Communicate with us by phone, email, WhatsApp or text message.

  • Provide information before, during or after an inspection.

We may also receive information from:

  • Landlords.

  • Tenants or occupiers.

  • Letting agents or estate agents.

  • Property managers.

  • Contractors, where relevant to arranging access or understanding inspection requirements.

4. Why we use personal information

We use personal information to:

  • Respond to enquiries.

  • Provide quotes and arrange bookings.

  • Confirm property access and inspection arrangements.

  • Carry out property inspections.

  • Prepare and issue reports.

  • Communicate with landlords, tenants, agents, property managers or other relevant parties.

  • Keep business, accounting and administrative records.

  • Manage questions, complaints or follow-up queries.

  • Maintain the security and functionality of our website.

  • Comply with legal, regulatory, accounting or insurance obligations.

We do not sell personal information.

5. Our lawful basis for using personal information

We rely on one or more of the following lawful bases:

Contract
Where we need to use personal information to provide a service, respond to a booking request, prepare a report, or communicate about an inspection.

Legitimate interests
Where we use information to operate our business, respond to enquiries, manage records, arrange access, communicate with relevant parties, or protect our position if questions or disputes arise. We only rely on legitimate interests where we consider that our use of the information is reasonable and does not override the rights and freedoms of the individual.

Legal obligation
Where we need to keep records or share information to comply with legal, tax, accounting or regulatory requirements.

Consent
Where consent is required, for example for certain types of optional marketing or non-essential cookies. Where we rely on consent, you can withdraw it at any time.

6. Who we may share information with

We may share relevant information with:

  • The person or organisation that instructed us.

  • Landlords, tenants, occupiers, letting agents, estate agents or property managers connected to the property.

  • Contractors or access providers where needed to arrange inspection access.

  • Professional advisers, including accountants, insurers or legal advisers.

  • IT, website, email, cloud storage or business administration service providers.

  • Deposit scheme providers, adjudicators, courts, tribunals or dispute resolution bodies where relevant.

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

We only share information where it is necessary and appropriate for the purpose involved.

7. How long we keep personal information

We keep personal information only for as long as reasonably necessary.

As a general guide:

  • Enquiry records may be kept for up to 2 years after our last communication.

  • Inspection reports, photographs, booking records and related communications may be kept for up to 7 years after the service is completed.

  • Accounting and business records may be kept for at least 6 years where required for tax or accounting purposes.

  • Marketing consent records may be kept until consent is withdrawn or the information is no longer needed.

We may keep information for longer if needed for a legal claim, complaint, insurance matter, dispute, investigation or legal obligation.

8. How we protect personal information

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.

These steps may include using password-protected systems, limiting access to business records, using secure business devices and keeping digital records within controlled systems.

No method of electronic transmission or storage is completely secure, but we take care to handle information responsibly.

9. International transfers

Some service providers, such as cloud, email, website or software providers, may process information outside the UK.

Where our website, email, cloud or software providers process data outside the UK, we rely on appropriate safeguards required by data protection law.

10. Cookies and website data

Our website may use cookies or similar technologies to help the site work properly, improve performance, understand visitor usage, or support basic website security.

Essential cookies may be required for the website to function. If non-essential cookies are used, such as analytics or marketing cookies, we will provide appropriate information and obtain consent where required.

You can usually control cookies through your browser settings.

11. Marketing

We may contact existing or prospective clients about our services where this is permitted by law and relevant to their enquiry or business relationship with us.

You can ask us to stop sending marketing messages at any time by contacting us using the details above.

We will not sell your details to third parties for marketing purposes.

12. Your rights

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

  • Ask for access to your personal information.

  • Ask us to correct inaccurate or incomplete information.

  • Ask us to delete your personal information in certain circumstances.

  • Ask us to restrict how we use your information in certain circumstances.

  • Object to how we use your information in certain circumstances.

  • Ask for a copy of information you provided to us in a portable format, where applicable.

  • Withdraw consent where we rely on consent.

Some rights only apply in certain situations. We may need to keep certain information where we have a lawful reason to do so, such as legal, accounting, contractual, insurance or dispute-related reasons.

To make a request, please contact us using the details in this Privacy Notice.

13. Complaints

If you have any concerns about how we use your personal information, please contact us first so we can try to resolve the matter.

You also have the right to complain to the Information Commissioner’s Office, which is the UK data protection regulator.

ICO website: www.ico.org.uk
ICO telephone: 0303 123 1113

14. Changes to this Privacy Notice

We may update this Privacy Notice from time to time. The latest version will be published on our website.

Keystone Properties & Inventories Ltd is registered with the Information Commissioner's Office (ICO) for data protection purposes.