Legal
Privacy Policy
How Grove & Wright collects, uses and protects your personal information.
1. Who we are
Grove & Wright is an independent property inventory company operating across South London. You can contact us at contact@groveandwright.com. Grove & Wright is the data controller for the personal information described in this notice.
2. What information we collect
Depending on how you interact with us, we may collect: your name, email address and telephone number; company or agency details and staff contact names; billing addresses; property addresses and property details (type, size, furnishing); appointment and access information you give us (which may include key collection details, key-safe locations, building entry information, parking and alarm information); meter, utility and alarm information; contact-on-the-day details (which may relate to a tenant or other contact); quotes, invoices and payment references; account sign-in details; and records of inspections and reports. We aim to collect only what is reasonably needed to provide our services.
3. Where information comes from
Directly from you via our website forms, quote calculator, secure property information forms, email or telephone; from letting agents or landlords who instruct us about a property; and from our own records of appointments, inspections and transactions.
4. How we use your information
To respond to enquiries; prepare and manage quotes; schedule and carry out inspections; produce and deliver inventory and check-out reports; manage client accounts and portals; issue invoices and record payments; and keep appropriate business and audit records.
5. Lawful bases
We process personal information where it is necessary to take steps towards or perform a contract with you, and for our legitimate business interests in operating and improving our services. Specific lawful bases for each processing activity are being confirmed as part of Grove & Wright's data-protection review — LAWFUL BASIS REQUIRES BUSINESS CONFIRMATION.
6. Who we share information with
We do not sell personal information. Information is shared only where needed to provide our services: with the landlord, letting agent or property professional who instructed us; with our inspectors for assigned jobs; and with the service providers that host and operate this system (website/application hosting, database and secure file storage). A current list of processors is maintained in our internal security documentation.
7. International processing
Some of our service providers may process information outside the UK. The exact hosting and storage locations are being verified with our providers — where international processing occurs, appropriate contractual safeguards will be confirmed before launch.
8. How long we keep information
We keep personal information only for as long as needed for the purposes above or as required by law. Business and financial records (such as invoices) are kept for statutory periods. Temporary operational access information (such as key-safe codes) is controlled separately and can be redacted once no longer needed. A detailed retention schedule is being finalised as part of our data-protection review.
9. Your rights
Under UK data protection law you have rights including access, correction, deletion, restriction, objection and data portability, subject to legal limitations. To exercise any of these rights, contact contact@groveandwright.com. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.
10. Cookies
This website and our portals use only strictly necessary cookies required for secure sign-in and security. We do not use analytics, advertising or tracking cookies, and no cookie consent banner is required on that basis. If this changes, this notice will be updated first.
11. Security
We apply appropriate technical and organisational measures including encrypted connections (HTTPS), secure password hashing, role-based access control, organisation-level data isolation, private file storage, audit logging and access-credential redaction controls.
12. Changes to this notice
This notice may be updated from time to time. The latest version will always be published on this page.
This notice reflects what the Grove & Wright system actually does today and is pending final legal review. Grove & Wright should obtain independent legal advice to confirm lawful bases, retention periods and ICO registration before trading with real customer data.