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Privacy & Data Protection Policy

Charles J Harrison Inventory Specialists
Effective Date: 25 February 2026
Last Updated: 25 February 2026

1. Introduction

Charles J Harrison Inventory Specialists (“we”, “us”, “our”) is committed to safeguarding the privacy and personal data of our clients, tenants, landlords, letting agents and website users.

We operate in full compliance with:

  • The UK General Data Protection Regulation (UK GDPR)
  • The Data Protection Act 2018
  • Guidance issued by the Information Commissioner’s Office

This Privacy & Data Protection Policy explains how we collect, use, store and protect personal data in the course of delivering professional property inventory and inspection services throughout the United Kingdom.

2. Company Details

Business Name: Charles J Harrison Inventory Specialists
Website: www.charlesjharrison.co.uk
Email: info@charlesjharrison.co.uk
Telephone: 01223 979 001

Head Office:
Broadway House
149 – 151 St Neots Road
Hardwick
Cambridge
CB23 7QJ
United Kingdom

For the purposes of UK GDPR:

  • We act as a Data Controller when handling data directly from clients and website users.
  • We act as a Data Processor when providing inventory services on behalf of letting agents and landlords.

3. Personal Data We Collect

We collect only the information necessary and proportionate to provide professional property inventory and inspection services.

3.1 Identity & Contact Information
  • Full names
  • Email addresses
  • Telephone numbers
  • Property addresses
  • Business contact details
3.2 Tenancy & Property Information
  • Tenancy start and end dates
  • Occupier names
  • Key management information
  • Meter readings
  • Property condition records
3.3 Photographic & Digital Evidence
  • Property condition photographs
  • Images of fixtures, fittings, appliances and contents
  • Images that may incidentally capture personal possessions

We do not intentionally collect special category data (including health data, ethnicity, religious beliefs or biometric data).

4. How We Collect Personal Data

Personal data may be collected through:

  • Direct instruction from landlords or letting agents
  • Communication with tenants during inspections
  • Website enquiry forms
  • Email and telephone correspondence
  • Secure digital reporting platforms

5. Lawful Basis for Processing

We rely on the following lawful bases under UK GDPR:

Contractual Necessity
Processing required to fulfil service agreements.

Legitimate Interests
Processing necessary to:

  • Produce accurate and independent property reports
  • Protect clients’ legal and financial interests
  • Defend tenancy deposit or property condition disputes
  • Maintain appropriate business records

Legal Obligation
Where required to comply with statutory, regulatory or tax obligations.

6. Use of Personal Data

Personal data is processed strictly for:

  • Preparing inventory, check-in, check-out and inspection reports
  • Documenting property condition
  • Recording meter readings and key handovers
  • Communicating with landlords, agents and tenants
  • Supporting tenancy dispute resolution processes
  • Maintaining secure accounting and compliance records

We do not sell, rent or trade personal data.

7. Data Sharing

Where necessary, we may share relevant data with:

  • Letting agents
  • Landlords
  • Tenants
  • Tenancy deposit protection schemes
  • Legal representatives or dispute adjudicators
  • Approved IT and cloud service providers

All third parties are required to process data securely and in accordance with UK data protection legislation.

8. International Transfers

Where data is stored or processed outside the United Kingdom, appropriate safeguards are implemented, including:

  • UK-approved International Data Transfer Agreements (IDTAs)
  • Standard Contractual Clauses
  • Adequacy decisions where applicable

9. Data Retention

Inventory reports and associated documentation are retained for up to seven (7) years, reflecting:

  • Legal limitation periods
  • Tax and accounting requirements
  • The need to defend potential claims

Data is securely deleted or anonymised when no longer required.

10. Data Security

We implement appropriate technical and organisational measures including:

  • Encrypted cloud-based storage systems
  • Password-protected access controls
  • Role-based data access
  • Two-factor authentication where available
  • Secure device management
  • Regular system updates and security monitoring

We take reasonable steps to prevent unauthorised access, alteration, disclosure or destruction of personal data.

11. Individual Rights

Under UK GDPR, individuals have the right to:

  • Access their personal data
  • Request correction of inaccurate data
  • Request erasure (where legally applicable)
  • Restrict or object to processing
  • Request data portability where applicable

Requests should be submitted to:
Email: info@charlesjharrison.co.uk
Telephone: 01223 979 001

We will respond within one calendar month.

If you are dissatisfied with how your data is handled, you may lodge a complaint with the Information Commissioner’s Office.

12. Website Data & Cookies

Our website may collect limited technical data including:

  • IP address
  • Browser type
  • Device type
  • Pages visited
  • Date and time of visit

This information is used solely for analytics, website functionality and security purposes.

We do not engage in intrusive behavioural advertising practices.

13. Data Breach Procedure

In the event of a personal data breach, we will:

  • Assess and contain the issue immediately
  • Mitigate potential risks
  • Notify affected individuals where required
  • Report to the ICO within 72 hours where legally necessary

14. Amendments

We reserve the right to update this policy periodically. The most current version will always be available on our website.

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