Privacy Policy
Last updated: August 2026
1. Who We Are
ClearCheck Inventories is operated by Kishen Moothia, a sole trader trading as ClearCheck Inventories.
For the personal information we control, Kishen Moothia trading as ClearCheck Inventories is the data controller.
Correspondence address: 12 Bridlesmith Walk, Nottingham NG1 2HA
Email: enquiries@clearcheckinventories.co.uk
Telephone: 07459 453111
ICO registration number: 00015218008
2. Information We Collect
Depending on how you contact us and which services are requested, we may collect and use:
• Identity information, including names and job titles.
• Contact information, including email addresses, telephone numbers, correspondence addresses and billing details.
• Property information, including property addresses, property type, number of bedrooms, furnishing status and access arrangements.
• Service information, including the service requested, appointment details, instructions and communications.
• Report information, including written observations, meter readings, key details, descriptions of fixtures, fittings and contents, and photographs showing the condition of a property.
• Payment and transaction information, including invoices, payment status and records of services supplied. We do not directly collect or store complete payment-card details.
• Website and technical information that may be collected automatically by Wix or associated services, including IP addresses, browser type, device information and website usage data.
We do not intentionally collect special-category personal information or criminal-conviction information. Please do not provide this information unless it is genuinely necessary and has been specifically requested.
3. How We Collect Information
We may collect personal information:
• Directly from you when you complete our website form, contact us, request a quotation, instruct us or communicate with us.
• From landlords, letting agents, property managers, tenants or other people involved in arranging an inspection.
• During an inspection and while preparing an inventory, check-in, check-out or mid-term inspection report.
• Automatically through our website and its cookies or similar technology.
Where a client supplies information concerning another person, the client is responsible for ensuring that it has a lawful reason for doing so and, where required, has informed that person.
4. How We Use Your Information
We use personal information to:
• Respond to enquiries and provide quotations.
• Arrange and carry out property inspections.
• Prepare and deliver inventory, check-in, check-out and mid-term inspection reports.
• Communicate with clients, agents, landlords, tenants and other authorised contacts.
• Manage appointments, property access and service instructions.
• Issue invoices, record payments and maintain business and tax records.
• Handle questions, complaints, disputes and legal claims.
• Protect the security of our website, systems, reports and business.
• Comply with legal, regulatory, insurance and accounting obligations.
• Improve our services and website.
We do not sell personal information.
5. Our Lawful Reasons for Using Information
Under data-protection law, we must have a lawful reason for using personal information. Depending on the circumstances, we rely on:
• Contract – when using information is necessary to provide a quotation, take steps requested before entering a contract or perform a contract.
• Legitimate interests – when necessary to operate and protect our business, communicate with relevant parties, produce accurate property reports, maintain service records, improve our services and establish or defend legal claims. We consider the effect on the rights and interests of the people concerned before relying on this basis.
• Legal obligation – when we must use or retain information to comply with tax, accounting, regulatory or other legal requirements.
• Consent – where consent is legally required, including for certain non-essential cookies or electronic marketing. Consent may be withdrawn at any time.
6. Property Reports and Photographs
Our services require us to create an accurate record of a property’s condition and contents. Reports may include property addresses, written observations, meter information, key information and photographs.
We aim to avoid photographing people and unnecessary personal documents or identifying information. However, photographs may show personal possessions or other information present at the property.
Reports are normally provided to the person or organisation that instructed us. They may then be used by authorised parties connected with the tenancy or property, including landlords, letting agents, property managers and tenants.
Reports must not be used or shared for unrelated purposes.
7. Who We Share Information With
Where necessary, we may share relevant information with:
• The landlord, letting agent, property manager, tenant or other authorised person connected with the instruction.
• Inventory Hive, which we use to prepare, store and deliver inspection reports.
• Wix, which hosts our website and processes website enquiries and technical information.
• Google Workspace, which provides our business email and related services.
• Professional advisers, insurers, accountants, legal representatives or debt-recovery providers where reasonably necessary.
• Law-enforcement agencies, courts, regulators, HM Revenue & Customs or other authorities where required by law.
• Technology and administrative service providers that assist us in operating the business.
We only provide information that is reasonably necessary for the relevant purpose. Service providers must handle information securely and in accordance with applicable data-protection requirements.
8. International Transfers
Some service providers may store or process information outside the United Kingdom.
Where personal information is transferred internationally, we rely on safeguards recognised under UK data-protection law. These may include UK adequacy regulations, approved contractual protections or another lawful transfer mechanism.
Further information about the safeguards used by Wix, Google Workspace and Inventory Hive may be available in their respective privacy information.
9. How Long We Keep Information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, accounting, insurance or reporting requirements.
Our usual retention periods are:
• Unsuccessful enquiries and quotations: up to two years after the last communication.
• Client records, completed property reports, invoices and transaction records: up to six years after completion of the relevant service or the end of the client relationship.
We may retain information for longer where necessary because of an ongoing complaint, dispute, legal claim, investigation or legal requirement.
Information that is no longer required will be securely deleted or anonymised where reasonably possible.
10. Information Security
We take reasonable technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration, disclosure or misuse.
Access is limited to people and service providers who reasonably require it for legitimate business purposes. However, no online system or method of electronic storage can be guaranteed to be completely secure.
11. Marketing and Cookies
We will only send direct electronic marketing where permitted by law. You may ask us to stop sending marketing communications at any time by contacting us or using any unsubscribe option provided.
Our website may use essential cookies required for it to function. With your permission, Wix or associated services may also use non-essential cookies for analytics, performance or similar purposes.
Where required, you can accept, reject or manage non-essential cookies through the website’s cookie banner or settings. Disabling certain cookies may affect how parts of the website operate.
12. Your Data-Protection Rights
Depending on the circumstances, 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 information.
• Ask us to restrict how your information is used.
• Object to certain uses of your information, including uses based on legitimate interests or direct marketing.
• Ask to receive or transfer certain information in a portable format.
• Withdraw consent where we rely on consent.
These rights are not absolute and may be subject to legal exemptions. We may need to confirm your identity before dealing with a request.
To exercise a right, contact enquiries@clearcheckinventories.co.uk. We will normally respond within one month.
13. Complaints
Please contact us first if you have a concern about how we use your personal information so that we can try to resolve it.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection:
Website: www.ico.org.uk
Telephone: 0303 123 1113
14. Changes to This Privacy Policy
We may update this Privacy Policy when our services, systems or legal obligations change.
The latest version will be published on this page, and the “Last updated” date at the top will be amended.