Privacy Policy
Effective Date: 18 November 2025
This Privacy Policy explains how Vacant Property Inspectors (“we,” “us,” or “our”) collects, uses, and protects the personal information you provide when engaging our Vacant Property Inspection (VPI) and related security services.
1. Data Controller
The data controller responsible for the processing of your personal data is:
Vacant Property Inspections
Email: enquiries@vacantpropertyinspections.co.uk
2. Information We Collect
We collect information necessary to fulfil our contractual obligations and maintain compliance with insurance requirements.
a) Service and Client Data (Directly from You)
This is the personal and property data required to deliver our VPI and security services:
Contact Data: Name, email address, phone number, and correspondence address.
Property Data: The address of the vacant property, access details (key codes, lock specifics for key safes), and alarm information.
Billing Data: Financial information needed for invoicing and payment processing.
b) Audit and Compliance Data (Collected During Inspections)
This information forms the core of our compliance service:
Geo-Tagged Reports: Time-stamped and GPS-located records of inspector presence at the property.
Visual Documentation: Photographs of the property condition, damage, or security status.
c) Website Data
When you use our website (e.g., leaving a comment, if enabled):
Technical Data: IP address, browser type, and browser user agent string (used to help spam detection).
Cookies: Small files used for temporary login persistence and site preferences (if you have an account or leave a comment).
3. Lawful Basis and How We Use Your Data
We process your personal data based on contractual necessity and legal obligation.
| Purpose of Processing | Lawful Basis |
| Service Delivery (Inspections, Locksmith, Emergency Response) | Fulfilling a contract with you. |
| Insurance Compliance (Audit Trails) | Legal obligation and legitimate interest in providing proof of due diligence. |
| Communication (Quotes, Issue Alerts) | Legitimate interest and consent (when contacting us directly). |
4. Data Sharing and Disclosure
We do not sell your personal data. We only share information when necessary for service delivery or legal compliance:
You and Your Agents: Inspection reports and critical alerts are shared with you, your nominated asset manager, or your insurance provider to ensure policy terms are met.
Emergency Services: We may share property access details or incident information with the police, fire, or other emergency services in critical situations.
Third-Party Processors: We use trusted software providers for reporting, accounting, and email, who are contractually bound to protect your data.
5. Data Retention
We retain data for as long as necessary to fulfil the purposes for which it was collected, including legal and accounting requirements:
Audit Trail Data (Inspection Reports, Photos): This is kept for a minimum of 2 years to protect you against denied insurance claims and satisfy ongoing legal requirements for verifiable records.
Website Comments/Registration: Retained indefinitely unless erasure is requested.
6. Your Data Rights
You have the following rights under UK data protection law. To exercise any of these, please contact us using the details in Section 7.
Right of Access: Request copies of your personal data.
Right to Rectification: Request correction of inaccurate or incomplete data.
Right to Erasure (‘Right to be Forgotten’): Request that we delete personal data we hold about you. Please note: This right does not apply to data we are legally obliged to keep for security or insurance audit trail purposes.
7. Contact Us
If you have any questions regarding this privacy policy or wish to exercise your rights, please contact us:
Vacant Property Inspections
Email: enquiries@vacantpropertyinspections.co.uk
Phone: 07495 36 87 65