Privacy Policy

Last updated: 26 October 2026

1. Who we are

PSH Inventories Limited (company number 12976123), of Cawley Priory, South Pallant, Chichester, PO19 1SY, is responsible for the personal information described in this policy. You can contact us at bookings@pshinventories.com or on 01243 256553.

Our registration with the Information Commissioner’s Office is under the name PSH Inventories Limited, reference number ZB227773.

2. Who this policy covers

This policy explains how we handle personal information about:

• people who visit our website or contact us with an enquiry
• our clients — letting agents, landlords and property managers — and their staff
• tenants and occupiers at the properties we inspect

3. Information we collect

Enquiries. When you contact us through our website form, by phone, email or WhatsApp, we collect the details you give us: usually your name, company, email address, phone number, the property address, the services you need, a preferred date and anything else you choose to tell us.

Clients. Contact details for agents, landlords and their staff, booking details, and the information we need to invoice for our work.

Tenants and occupiers. Names and contact details supplied by the agent or landlord, so that the tenant can receive the report and add their own comments and photographs, together with any comments and photographs they submit.

Property reports. Written descriptions and photographs of the property, its contents, meter readings and keys. We photograph the property, not the people in it. Mid-term inspections may also record factual observations relevant to the tenancy agreement, such as occupancy, pets or smoking.

Our website. Our hosting provider keeps standard server logs, such as IP addresses, browser type and pages requested, to keep the website secure.

4. How we use it, and our lawful basis

We only use personal information where the law allows us to:

• To answer enquiries and arrange bookings — because you have asked us to, and to take steps before entering into a contract.
• To carry out our services, deliver reports and invoice — to perform our contract with our client, and for our legitimate interest in keeping accurate business records.
• To issue reports to tenants and record their responses — for the legitimate interest that landlords, agents and tenants all share in an accurate, agreed record of a property’s condition.
• To meet our legal obligations — for example, keeping accounting records.
• To keep our website secure — for our legitimate interest in protecting it from misuse.

Where we carry out work for a letting agent or landlord, they decide why the report is needed, and we handle tenants’ details in line with their instructions.

5. Who we share it with

We do not sell or trade personal information. We only share it where needed to provide our services or meet legal requirements, with:

• the agent, landlord and tenant connected with the property, as part of the report
• our reporting platform provider, which hosts the client portal and reports
• our ECMK-accredited assessor partner, when you book an EPC — EPCs are lodged on the national EPC register as the law requires
• our website hosting and email providers
• our accountants and professional advisers
• regulators, courts or other authorities where the law requires it

6. Where it’s stored

Personal information is stored securely by us and by the providers listed above. Where any provider stores information outside the UK, we make sure appropriate safeguards are in place, as UK data protection law requires.

7. How long we keep it

We keep personal information only for as long as we need it:

• Enquiries that don’t lead to a booking: 12 months
• Tenants’ names and contact details: 12 months after the end of the tenancy
• Property details, reports and booking records: kept permanently as a record of the property’s condition, unless the letting agent or landlord asks us to remove them. Reports don’t include tenants’ contact details.
• Accounting and tax records: six years, as the law requires

When information is no longer needed, it is securely deleted.

8. Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you
• ask us to correct information that is wrong or incomplete
• ask us to delete your information, where we no longer have a reason to keep it
• ask us to restrict or stop using your information, or object to how we use it
• ask for your information in a portable format, where that applies

To make a request, contact us using the details above. We will respond within one month.

If you’re unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We’d appreciate the chance to put things right first, so please contact us before going to the ICO.

9. Cookies

We use a small number of cookies. Some are strictly necessary for the website to work securely, and these do not need your consent. We also use Google Analytics to understand how visitors use the site (for example, which pages are visited and how people arrive), so we can improve it. Analytics cookies are only set if you choose “Accept analytics” on our cookie banner.

• psh_consent (necessary): remembers your cookie choice. Kept for 180 days.
• _ga and _ga_* (analytics, only with your consent): set by Google Analytics to distinguish visitors and sessions. Kept for up to 2 years.

Google Analytics is provided by Google Ireland Limited, which acts as our processor. Google may process this data outside the UK, under appropriate safeguards. We do not use analytics data to identify you, and we do not use advertising cookies.

You can change your choice at any time using the cookie button in the bottom-left corner of every page. If you withdraw consent, we stop setting analytics cookies and remove the ones already set. You can also block or delete cookies in your browser settings.

Links to WhatsApp and our client portal take you to third-party services, which set their own cookies under their own policies.

10. Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last revised.