Privacy policy

Who I am

True Record Inventories is an independent inventory clerk business based in Hertfordshire, run by Sebastian John. I decide how and why the personal data described on this page is used, which makes me the data controller for it.

If you have any question about your data, email sebastian@truerecordinventories.co.uk or call 07946 780446.

What I collect

• Quote requests from this website: your name, agency, email, phone number, the property address and details, your preferred date and anything you write in the message box.
• Online bookings: the name, email, booking time and any notes you add when you book through my booking calendar.
• Emails, calls and texts: whatever you choose to send me.
• Inventory and inspection work: the property address, the names and contact details of the agent, landlord and tenants, meter readings, key details, photographs and video of the property and its contents, and any comments or signatures added to a report. I photograph the property, not people, and I avoid capturing personal documents or belongings that are not part of the inventory where I can.
• Invoices and payments: the billing contact, address and payment records for the work.

How I use it, and why I am allowed to

• To reply to enquiries and send quotes. This is in my legitimate interests, and it is a step you have asked me to take before any work is agreed.
• To carry out inventories, check-outs, mid-term inspections and inventory updates, deliver the reports and invoice for them. This is needed for the agreement with the agent or landlord who instructed me, and in everyone's legitimate interest in having an accurate record of the property.
• To keep business and tax records. This is a legal obligation.
• If you are a letting agent or landlord I already work with or have been in touch with, to occasionally let you know about my services. This is in my legitimate interests, and you can ask me to stop at any time.

I never sell your data, and I do not use it for any purpose unrelated to the work above.

Who I share it with

• The letting agent or landlord who instructed the report, and the tenants named on it, so each party has a copy of the record.
• A tenancy deposit scheme, adjudicator, court or insurer, if a report is needed as evidence in a dispute or claim.
• Service providers who help me run the business: Netlify (website hosting and the quote form), Cal.com (online bookings), Google (email, calendar, cloud storage and the map on this site), and my accountant. They may only use the data to provide their service to me. Some of them store data outside the UK, and where they do, they rely on the legal safeguards the UK recognises for international transfers.

How long I keep it

• Enquiries that do not lead to any work: up to 12 months.
• Reports, photographs and the records that go with them: 6 years after the end of the tenancy they relate to, because they can be needed as evidence for that long.
• Invoices and accounting records: 6 years, as required for tax purposes.

After that, I delete or securely destroy the data.

Keeping it safe

I keep reports, photographs and contact details on password-protected devices and accounts, and I only send reports to the people entitled to receive them.

Your rights

You can ask me to give you a copy of your data, correct it, delete it, limit how I use it, object to how I use it, or pass it to you in a portable format. I will reply within one month. Sometimes I may need to keep part of a report, for example where it is evidence in an open deposit dispute, and if so I will explain why.

Cookies and this website

This website does not use analytics or advertising cookies. My website host, Netlify, records basic technical information such as IP addresses to keep the site secure and working. The map on the home page is provided by Google and the booking calendar by Cal.com, and they may set their own cookies when they load. Their own privacy policies explain how they use that information.

Complaints

If you are unhappy with how I have handled your data, please contact me first and I will try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

Changes to this policy

I will update this page if anything changes. This version was last updated on 9 October 2026.