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GDPR and Privacy Notice An overview of how I collect and use your information. This is an overview of the types of information I collect about you; how I collect and use it; who I might share it with; the steps I will take to make sure it stays private and secure and, last but not least, your rights to your information.


Who are we? We are City Clerks. As the inventory provider we are the Data Processor, the company which processes the information you give us.


The information we collect, we collect information about you from different places including:


  • directly from you

  • from a third party acting on your behalf e.g. letting agent or a landlord

  • from publicly available sources

  • from other organisations.


The specific information we collect will usually include name, address and possibly telephone number and email address. We collect no other information. We will only collect your information in line with relevant regulations and law and this may relate to any of our services that have been requested, currently or in the past. All agencies are responsible for making sure we are given accurate and up to date information. If you provide information for another person you will need to tell them how to find our Privacy Notice and make sure they agree to us using their information for the purposes set out in it.


How we will use your information; we will use it to provide any service that has been requested and for other purposes, for example:

  • To carry out the service requested

  • To provide the completed report/s

  • To bill for the service requested.

  • To comply with any legal requests in cases of dispute


All information we collect is sent via email. We use Inventory base for our bookings and reports and completed reports are kept on 1 non-networked hard drives with security passwords. Archived data is also held on Inventory base wihich is password protected for all user accounts. Our invoices are processed via Zero accounting software. We will only use your information where we are allowed to by law, e.g. carrying out an agreement we have with you or your agent, fulfilling a legal obligation, because we have a legitimate business interest or where you agree to it.


Who we can share your information with; This is a fairly short list: landlords, tenants, deposit schemes and third parties with legitimate needs, e.g. the courts, in case of disputes. We may also share information with The Association of Independent Inventory Clerks and The Property Redress Scheme, in matters of dispute or complaint.


How long will we keep your information; We will keep your information for as long as we have a business relationship. After that ends we will keep it where we may need it for legitimate purposes e.g. to help us respond to queries or complaints, or for other reasons e.g. dispute services and responding to requests from regulators. This usually mean that we will keep your information for no more than 7 years after we are made aware of the end of the tenancy, or any associated legal matters with which our service/s correspond. Your rights You have a number of rights relating to your information e.g. to see what we hold, to ask us to share it with another party, ask us to update incorrect or incomplete details, to object to or restrict processing of it, to make a complaint etc.


Should you wish to do so, please contact us, via email in the first instance, and we will respond promptly.


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