WE'RE

LAUNCHING SOON

Norfolk Inventories Privacy Notice

Effective Date: 10th August 2026

COPPICE PROPERTY GROUP LTD t/a Norfolk Inventories (“we”, “our”, “us”) is committed to protecting your privacy and ensuring that your personal data is handled securely and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Notice explains how we collect, use, store and protect your personal information when you use our website or engage our services.

  1. Who We Are

COPPICE PROPERTY GROUP LTD t/a Norfolk Inventories

Registered Office:
31 Coppice Avenue, Norwich, Norfolk, NR6 5RD

Email:
info@norfolkinventories.co.uk 

Telephone:
01603395013

Website:
www.norfolkinventories.co.uk

Data Protection Contact:
alex@norfolkinventories.co.uk

ICO Registration Number:
ZC213643

  1. What Information We Collect

Depending on how you interact with us, we may collect:

Personal Information

  • Name 
  • Company name 
  • Property address 
  • Postal address 
  • Email address 
  • Telephone number 

Property Information

To carry out our services we may collect information relating to:

  • Letting agents 
  • Landlords 
  • Tenants 
  • Property condition 
  • Property contents 
  • Utility meter readings 
  • Photographs of the property 
  • EPC information 

Where appropriate, inventory reports may include the names of tenants and landlords.

  1. How We Collect Information

We collect information when you:

  • Contact us via our website 
  • Request a quotation 
  • Book one of our services 
  • Contact us by email or telephone 
  • Are referred to us by a letting agent or landlord 
  • Complete forms on our website 

Information may also be supplied by letting agents, landlords or property managers who instruct us to carry out services.

  1. How We Use Your Information

We use your information to:

  • Provide inventory services 
  • Carry out check-in and check-out inspections 
  • Produce inventory reports 
  • Produce mid-term inspections 
  • Carry out EPCs 
  • Respond to enquiries 
  • Arrange appointments 
  • Process payments 
  • Maintain our business records 
  • Comply with legal obligations 

We only use your information where we have a lawful basis for doing so.

  1. Our Lawful Basis

Under UK GDPR we process information under one or more of the following lawful bases:

  • Performance of a contract 
  • Legitimate interests 
  • Legal obligation 
  • Consent (where applicable) 
  1. Sharing Your Information

We do not sell your personal information.

However, we may share information where necessary with:

  • Letting agents 
  • Landlords 
  • Property management companies 
  • Contractors where required 
  • Professional advisers 
  • Accountants 
  • IT service providers 
  • Cloud storage providers 
  • Government authorities where legally required 

We only share information that is necessary for the purpose concerned.

  1. Photographs

Our reports routinely contain photographs of the property.

These photographs are taken solely to accurately record the condition of the property at the time of inspection.

Photographs may include furniture, fixtures, fittings and personal possessions where necessary to accurately document the property’s condition.

Photographs are shared only with those involved in the tenancy or property management process.

  1. Data Security

We take appropriate technical and organisational measures to protect your information.

These include:

  • Secure cloud storage 
  • Password protected systems 
  • Access controls 
  • Secure backups 
  • Anti-virus protection 
  • Staff confidentiality obligations 
  1. How Long We Keep Information

We retain personal data only for as long as necessary.

Typically:

Record

Retention Period

Inventory Reports

Up to 7 years

Check-In Reports

Up to 7 years

Check-Out Reports

Up to 7 years

Inspection Reports

Up to 7 years

Financial Records

6 years (or as required by law)

Website Enquiries

Up to 24 months

Information may be retained longer where required by law or in connection with legal proceedings.

  1. Your Rights

Under UK GDPR you have the right to:

  • Access your personal data 
  • Request correction of inaccurate information 
  • Request deletion of your data (where applicable) 
  • Restrict processing 
  • Object to processing 
  • Request transfer of your information 
  • Withdraw consent where consent is relied upon 

Some rights are subject to legal exemptions.

To exercise any of these rights, please contact us using the details above.

  1. Cookies

Our website may use cookies to improve your browsing experience.

Cookies help us:

  • Remember your preferences 
  • Monitor website performance 
  • Improve user experience 
  • Analyse website traffic 

Where required, you will be asked for your consent before non-essential cookies are placed on your device.

You can manage or disable cookies through your browser settings.

  1. Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices or content of those websites.

We encourage you to read their privacy policies separately.

  1. Marketing

We do not send unsolicited marketing emails.

If you choose to subscribe to marketing communications, you may unsubscribe at any time using the link provided or by contacting us directly.

  1. Complaints

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

If you remain dissatisfied, you have the right to complain to:

Information Commissioner’s Office (ICO)

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Website: https://www.ico.org.uk

Telephone: 0303 123 1113

  1. Changes to this Privacy Notice

We may update this Privacy Notice from time to time.

The latest version will always be available on our website.