Privacy Notice

INTRODUCTION

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At Inventoire Limited we are committed to protecting your privacy.

We collect and process personal data about you in order to provide the services you use; operate our business; meet our contractual and legal obligations; protect the security of our systems and our customers; or fulfil our other legitimate interests.

This Privacy Notice explains how we collect, use, share and protect your personal information. When we update this Privacy Notice we will post any changes on our website.

In addition when visiting our website, we will provide you with “just in time” notices at the moment of data collection.

If you have any queries about this Privacy Notice please contact us at Inventoire Limited,7 Bell Yard, London, WC2A 2JR. Alternatively, send an email to datarequest@inventoire.co.uk.

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IDENTITY OF DATA CONTROLLER

Inventoire Limited is registered with the Information Commissioner’s Office (the ‘ICO’) as a data controller under registration reference ZB365019.

The ICO is the United Kingdom’s independent Regulatory Authority in relation to data protection and information rights. The ICO provides a helpline and complaints service and can be contacted at:

Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or at www.ico.org.uk or by telephone on 0303 1231113.

 

WHEN DO WE COLLECT INFORMATION?

We collect your personal information when you:

• Complete an Online Membership Agreement

• Register your interest with Inventoire Limited

• Ask us for more information about a product or service, or contact us with a question or complaint

• Take part in a competition, prize draw or survey

• Visit or browse our website. See our Cookie Policy.

• Contact our Services support team through telephone, email or online chat

• Send an email to an @inventoire.co.uk email account

• You have an accident relating to our business services or there was an incident where you were a witness or personally affected

• When you use the Inventoire app

• When our teams take photos of your attendance at a property visit, (Your permission will be asked beforehand)

We may also collect, match or acquire information about you from other organisations such as Google and Facebook.

 

WHAT INFORMATION DO WE COLLECT?

The information we collect about you is required for the purpose of creating your User Account on Inventory Base and/or for you to receive your inventory reports. Such information allows you to be identified as the receiver for the Inventoire Services and includes:

• Name, e-mail address, postal address, telephone number,

• Credit or debit card information, information about your bank account number and sort code or other banking information. Note that we do not store your bank or credit card details on our web servers

• Your usage records

• Your preferences for particular products or services or interests when you tell us what they are – or when we assume what they are, depending on how you use our products and services

• Your contact with us, such as a note or recording of a call you make to our contact centre, an email or other records of any contact you have with us

• Your account information – such as dates of payment owed and received, the services you use and any other information related to your account

 

HOW DO WE USE THIS INFORMATION?

We will use your personal information to provide you with the services, products or information that you have requested, for health and safety, security and administration purposes, to improve your website experience, and marketing. We may need to share your information with our service providers, associated organisations and agents for these purposes.  We may use your information to:

• Process your inventory reports through Inventorybase, our chosen Inventory software

• Bill you for using our services as part of your your orders

• Keep you informed about our services including operational matters relating to Inventoire services

• Provide relevant services to you

• To allow you to monitor your inventory reports on Inventorybase software portal

• Contact you with offers or promotions based on our analysis of how you use our services and what we think will be of interest to you (unless you choose not to receive our marketing messages)

• Respond to any questions or concerns you might have about our services

• Understand how you use our services, to help us develop relevant and updated services

• Carry out research and statistical analysis to monitor how customers use our services

• Prevent and detect fraud or other crimes

• Operate our services in a safe and secure way

• Covid-19 Track & Trace - To prevent the spread of infection around the UK we will support the NHS Track & Trace system. If requested by the NHS to provide information, due to an outbreak in the vicinity of one of our attendance, we will supply your name, mobile and our agents time of arrival and departure for members who had recently visited the specific site. This is voluntary and you are able to request to have your data excluded. Please email us at trackandtrace@inventoire.co.uk with your name and address and we will not pass your details on.

 

We will store your information for as long as you are in use of our services and to meet our legal requirements including health and safety, financial audit, anti-fraud and money laundering regulations. We will store your information for no more than 6 years from the last activity on the account. An ‘activity’ can be classified as access into inventorybase software system, supply of an inventory report, or a comment added to your account following contact with Inventoire. We may contact you about Inventoire services during this 6 years if you haven’t opted out of receiving marketing communications from us.

 

BASIS OF LAWFUL PROCESSING

Inventoire Limited relies on the following lawful bases for processing, storing and retaining your personal data:

1. In relation to the use of Inventoire Limited services:

   1. your explicit and freely given consent for the specified purpose of our services and the use of our Inventorybase software where applicable;

   2. the processing is necessary for the performance of your services contract with Inventoire Limited

   3. the processing is necessary for a legal obligation that Inventoire Limited is subject to

   4. the processing is necessary for the legitimate purposes of Inventoire Limited or by a third party

2. In relation to your personal data relating to your health

   1. processing is necessary for reasons of public interest in the area of public health including the cross border threats posed by Covid 19

   2. processing is necessary to protect your vital interests

3. In relation to your retained data following termination of your account

   1. the processing is necessary for a legal obligation that Inventoire Limited is subject to

4. In relation to marketing information

   1. the processing is necessary for the legitimate purposes of Inventoire Limited or by a third party

 

OPT OUT

Inventoire Limited will only send you information relating to your membership. We will not share your data with any third parties for marketing purposes, unless you consent. If you cancel your services with Inventoire Limited we will only send you information that we think will be of interest to you. If you want to opt out of receiving marketing messages from us, please email datarequest@inventoire.co.uk.

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DO WE USE COOKIES?

Inventoire uses cookies (small text files stored in your browser) and other similar technologies, such as web beacons (small, clear picture files used to follow your online activities) and server-side tagging. These collect information that tells us how you use our websites, web-related products and services. The use of cookies does not give us access to the rest of your computer.

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This, in turn, helps us make our website relevant to your interests and needs. We may use a persistent cookie (a cookie that stays linked to your browser) to record your details so we can recognise you if you visit our website again.

 

You can choose to refuse cookies, or set your browser to let you know each time a website tries to set a cookie. You can find out more information about cookies including information on how to turn them off.

Please note however that if you disable our cookies you may not be able to access certain services on our sites and your use of our sites may be restricted. This could include joining or logging in to your member's blog area. See our cookies policy.

 

KEEPING YOUR PERSONAL INFORMATION SECURE

We have a dedicated team whose function is to secure our clients’ information and also take appropriate measures to ensure that the information we collect and maintain is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used.

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We ensure the organisations that provide us with services related to your account have appropriate security measures and only process your information in the way we have authorised them to. These organisations will not be entitled to use your personal information for their own purposes.

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Communications over the internet (such as emails) are not secure unless they have been encrypted. Your communications may go through a number of countries before being delivered to us – as this is the nature of the internet. We cannot accept liability or responsibility for any unauthorised access to or loss of your personal information that is beyond our control.

 

WILL WE DISCLOSE THE INFORMATION WE COLLECT TO OUTSIDE PARTIES?

We may share information about you with:

• Service providers, agents and associated organisations to allow us to service your account and communicate with you; for example, financial institutions to process payments, and freelance inventory clerks when you request an inventory report to be completed

• Law enforcement agencies, regulatory organisations, courts or other public authorities where we have a legal obligation to do so

• Covid-19 Track & Trace - To prevent the spread of infection around the UK we will support the NHS Track & Trace system. If requested by the NHS to provide visitor information, due to an outbreak in the vicinity of one of our clerks, we will supply your name, mobile and time of arrival and departure for clerks who had recently visited the specific site. This is voluntary and you are able to request to have your data excluded. Please email us at trackandtrace@inevntoire.co.uk with you name and email address and we will not pass your details on

• If you joined via one of our partners, for example Roseman, we may share your account information with that partner for the purposes of managing the relevant account.

We will release information if it is reasonable for the purpose of protecting us against fraud, defending our rights or property, or to protect the interests of our customers.

If we are reorganised or sold to another organisation, we may transfer any personal information we hold about you to that organisation. We will inform you if we do.

 

USE OF PERSONAL DATA FOR AUTOMATIC DECISION MAKING

We do not intend to use your personal data for automatic decision making.

 

THIRD PARTY TRACKING

We use tools such as Google Analytics for collecting personal data about our website visitor’s online activities over time and across different web sites for marketing purposes. This is so we can ensure our website gives you the best possible experience. For more information and how to opt out from this please visit our cookies policy.

 

DO NOT TRACK (DNT)

The Inventoire Limited website does not respond to DNT signals.

 

COLLECTION OF CHILDREN'S DATA

Inventoire Limited does not collect or process the personal data of children under the age of 16.

 

YOUR PRIVACY RIGHTS

You have the following rights in relation to your data privacy: the right of access; the right of rectification; the right of erasure (the “right to be forgotten”); the right to restriction of processing; the right to be notified; the right to data portability; the right of objection; and the right to not be subject to automated profiling.

Access.  You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected. Please contact us through email to datarequest@inventoire.co.uk, the contact us section of the website or writing to the address below. There is not normally a fee for this service.

Rectification.  If you believe we are holding inaccurate information about you, or your personal details change, please update your account on the Inventoire Limited website/Inventorybase portal in the account’ area. 

Erasure. You have the right to the erasure of the data we hold on you, when it is no longer needed for the purposes of your Account, or when you withdraw your consent for our processing (and we have no other lawful basis to hold your data).

Restriction. You have the right to ask us to place restrictions on processing your data in certain circumstances.

Notification. You have the right to be notified of any rectification, erasure or restrictions in relation to your personal data.

Portability. You have a right to receive the data we hold on you electronically in a format that allows it to be easily transferred to another data controller.

Object.  You have the right to object to data processing of your personal data for direct marketing or profiling purposes.

Profiling.  You have the right not to be subject to any decision based on automatic processing of your personal data.

The address to be used to obtain a copy of your personal information is: Inventoire Limited, 7 Bell Yard, London, WC2A 2JR. You can also contact us by emailing datarequest@inventoire.co.uk

 

GOVERNMENT TRACK AND TRACE

To prevent the spread of infection around the UK we will support the NHS Track & Trace system. To prevent the spread of infection around the UK we will support the NHS Track & Trace system. If requested by the NHS to provide visitor information, due to an outbreak in the vicinity of one of our clerks, we will supply your name, mobile and time of arrival and departure for clerks who had recently visited the specific site. This is voluntary and you are able to request to have your data excluded. Please email us at trackandtrace@inevntoire.co.uk with you name and email address and we will not pass your details on.

 

CHANGES TO THIS PRIVACY NOTICE

We will update this privacy notice to reflect the way in which we process and protect your data. If we do so, we will post notice of the change on our website and you will have the opportunity to adjust your communications preferences via your Member Profile within the Members Area of the website.

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