PRIVACY AND DATA PROTECTION
Privacy Policy
This Privacy Policy explains how Dock Inventories Ltd collects, uses, stores and protects personal information when you visit our website, contact us, request a booking or instruct us to provide property inventory and inspection services.
Last updated: August 2026
1. Who we are
Dock Inventories Ltd is a property inventory and inspection reporting company operating across Greater London. We provide Inventory, Check-In, Check-Out, Mid-Term Inspection and New-Build Snagging services to letting agents, property managers, landlords and other property professionals.
Dock Inventories Ltd is the controller of personal information collected through this website and through our property-reporting services.
Company number: 10689848
Registered office: The Court Building, 1 Market Street, London SE18 6FU
Email: privacy@dockinventories.co.uk
Telephone: 07951 025 131
2. Information we may collect
Depending on how you interact with us, we may collect your name, email address, telephone number, agency or company details, invoicing information and correspondence with Dock Inventories.
For booking and inspection purposes, we may also collect property addresses, access instructions, appointment details, tenant or occupier contact information, key and concierge arrangements, meter and alarm information, and details of the service requested.
During an inspection, our reports may contain written observations and photographs of the property, its contents, fixtures, fittings, condition and cleanliness. Reports may also record keys, meter readings, alarm information and matters visible during the appointment.
We ask our clerks to avoid deliberately photographing people. However, personal information or belongings may sometimes appear incidentally in property photographs. Where reasonably possible, unnecessary personal information will be avoided, removed or obscured.
3. How we receive information
We may receive personal information directly from you when you complete a website form, telephone or email us, request a quotation, submit a booking request, open an agency account or communicate with us about an appointment or completed report.
We may also receive information from letting agents, property managers, landlords, tenants, developers, contractors, concierge teams and other parties involved in arranging access to or reporting on a property.
Limited technical information may also be generated when you use the website, such as your internet protocol address, browser type, device information and website activity, depending on the website tools and cookies in use.
4. How we use personal information
We may use personal information to:
Respond to enquiries and quotation requests.
Review booking requests and confirm appointments.
Assign a suitable clerk and arrange access, keys and attendance.
Carry out property inspections and prepare reports.
Deliver reports to the agreed recipients.
Manage agency accounts, invoicing, payments and business records.
Respond to report queries, complaints, disputes or legal claims.
Protect our systems, website, staff, clerks, clients and business interests.
5. Our lawful bases for using personal information
Depending on the circumstances, we may rely on one or more of the following lawful bases:
Contract: where processing is necessary to respond to a requested service, arrange an appointment, carry out an instruction, deliver a report or administer an agency account.
Legitimate interests: where processing is reasonably necessary to operate and improve our services, communicate with relevant parties, manage access and appointments, maintain business records, protect property and people, deal with complaints or establish, exercise or defend legal claims.
Legal obligation: where we must retain, disclose or use information to comply with applicable law, tax, accounting, regulatory or court requirements.
Consent: where consent is specifically requested, including for certain optional communications or non-essential website cookies. Where consent is relied upon, it may be withdrawn at any time.
6. Property reports and photographs
Property reports are prepared for the client instructing Dock Inventories and may be shared with agreed recipients such as landlords, letting agents, property managers, tenants, developers, contractors, insurers, legal advisers or tenancy deposit schemes where relevant to the instructed service or a later query or dispute.
Reports and photographs are intended to record the property and matters relevant to the inspection. Clients and recipients should use and share reports responsibly and only for legitimate property-management, tenancy, maintenance, legal, insurance or dispute-resolution purposes.
Dock Inventories does not require people to be photographed as part of an inspection. Occupiers should remove or secure confidential documents, financial information, medicines, identification documents and other private items before the appointment where possible.
7. Who we may share information with
We only share personal information where it is reasonably necessary for the instructed service, the management of our business, the protection of legitimate interests or compliance with a legal obligation.
Depending on the circumstances, information may be shared with:
The client who instructed Dock Inventories and recipients authorised by that client.
Letting agents, property managers, landlords, tenants, occupiers, developers or contractors involved with the relevant property or appointment.
Self-employed inventory clerks assigned to complete the inspection.
Website hosting, email, cloud-storage, form-processing, information technology and administrative service providers.
Accountants, payment providers, insurers, professional advisers and legal representatives.
Tenancy deposit schemes, adjudicators, courts, regulators, law-enforcement bodies or public authorities where disclosure is required or reasonably necessary.
Clerks are provided only with the information reasonably required to attend the property, arrange access, complete the inspection and return the necessary reporting material.
Service providers may process information on our behalf. Where appropriate, we require them to protect the information, use it only for the agreed purpose and comply with applicable data-protection requirements.
8. International transfers
Some of the technology and service providers used by Dock Inventories may store or process personal information outside the United Kingdom.
Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate lawful transfer mechanism and suitable safeguards are in place. These may include UK adequacy regulations, approved contractual safeguards or another mechanism permitted under applicable data-protection law.
Further information about the safeguards relevant to a particular transfer may be requested by contacting privacy@dockinventories.co.uk
9. How long we keep information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including the delivery of our services, client reference, business administration, accounting, complaint handling, dispute resolution and the establishment, exercise or defence of legal claims.
Our usual retention approach is as follows:
Original inspection files, photographs and associated working records are normally retained for up to seven years from the report date.
Temporary upload or transfer copies used during report production are normally deleted within seven days after they have been securely received and are no longer required for processing.
Final issued reports may be retained beyond seven years where continued retention is reasonably necessary and proportionate for client reference, an ongoing matter, a complaint, a dispute, a legal claim or another legitimate evidential purpose.
Booking information, correspondence and client-account records are retained for an appropriate period according to the nature of the instruction and any continuing relationship or issue.
Accounting, invoice and tax records are generally retained for at least six years, or longer where required by law or an ongoing enquiry.
Information used for optional marketing communications is retained until consent is withdrawn, an objection is received or the information is no longer reasonably required.
Retention periods may be extended where information is required for an unresolved complaint, dispute, investigation, legal claim, regulatory request or other lawful purpose. Information that is no longer required will be securely deleted, anonymised or placed beyond ordinary operational use.
10. Information security
Dock Inventories uses reasonable organisational and technical measures designed to protect personal information against unauthorised access, accidental loss, inappropriate disclosure, alteration or destruction.
These measures may include access controls, password protection, restricted folders, secure cloud services, device-security requirements, staff and clerk instructions, backup arrangements and procedures for identifying and responding to suspected personal-data breaches.
Access to personal information is limited according to operational need. However, no internet transmission, email service or electronic storage system can be guaranteed to be completely secure.
11. Your data-protection rights
Depending on the circumstances and applicable data-protection law, you may have the right to:
Ask whether we hold personal information about you and request access to that information.
Ask us to correct inaccurate or incomplete personal information.
Ask us to erase personal information where there is no continuing lawful reason for us to retain it.
Ask us to restrict the use of your personal information in certain circumstances.
Object to processing based on legitimate interests or to the use of your information for direct marketing.
Withdraw consent at any time where processing is based on consent, without affecting processing already carried out before withdrawal.
These rights are not absolute and may not apply in every situation. For example, we may need to retain certain information to perform a contract, meet a legal obligation, protect the rights of another person or establish, exercise or defend a legal claim.
To exercise a data-protection right, contact privacy@dockinventories.co.uk. We may request reasonable information to confirm your identity and identify the information concerned before responding.
12. Marketing communications
Dock Inventories may use relevant business contact details to communicate about our services, agency account arrangements or related business matters where permitted by law.
You may ask us to stop sending marketing communications at any time by using the unsubscribe option provided, where available, or by contacting privacy@dockinventories.co.uk.
An objection to marketing will not prevent us from sending necessary service, appointment, report, account, invoice, legal or administrative communications.
13. Cookies and website technologies
Our website may use cookies and similar technologies to operate correctly, protect website forms, remember preferences, understand website performance and support other website functions.
Cookies that are strictly necessary for the operation and security of the website may be used without consent where permitted by law. Non-essential cookies and similar technologies will only be used with consent where consent is required.
Further information about the cookies used, their purposes and available controls will be provided through our cookie notice or website consent settings.
14. Children’s information
Our website and property-reporting services are not directed at children, and we do not knowingly request children to submit personal information through the website.
Information relating to children may occasionally be provided by an adult when arranging access to an occupied property or may appear incidentally within a property. We will seek to avoid collecting or including such information unless it is reasonably necessary for the relevant appointment, safeguarding concern, legal obligation or property-management purpose.
People arranging an inspection should ensure that children are appropriately supervised and, where practicable, are not photographed during the appointment.
15. Automated decision-making
Dock Inventories does not currently use personal information to make decisions based solely on automated processing that produce legal effects or similarly significant effects for individuals.
Website forms may use automated security or spam-prevention tools, but these do not determine tenancy rights, property liability, deposit deductions or the outcome of a report query or dispute.
16. Changes, contact and complaints
We may update this Privacy Policy from time to time to reflect changes to our services, website, technology, business practices or legal requirements. The latest version will be published on this page with an updated revision date.
Questions, requests or concerns about personal information should first be sent to:
Dock Inventories Ltd
Email: privacy@dockinventories.co.uk
Telephone: 07951 025 131
Registered office: The Court Building, 1 Market Street, London SE18 6FU
If you are dissatisfied with how we have handled your personal information, you may also complain to the Information Commissioner’s Office, the United Kingdom’s data-protection supervisory authority.
Information Commissioner’s Office helpline: 0303 123 1113