This Privacy Policy template covers the specific workflow of using Google Drive for property inventory data.
Privacy Policy
Effective Date: [01/04/2026]
1. Introduction
PrimeView Property Services ltd provides professional property inventory services. We are committed to protecting the privacy of our clients, landlords, and tenants. This policy explains how we handle personal data, specifically regarding the use of Google Drive for data storage.
2. Information We Collect
In the course of performing an inventory, we collect:
Property Data: Addresses and detailed descriptions of property condition.
Visual Data: High-resolution photographs and/or videos of the property.
Contact Data: Names, email addresses, and phone numbers of relevant parties (landlords, agents, or tenants) for report delivery.
3. Google Drive and Sharing
We use secure cloud storage and file-sharing services to store and share inventory reports, photographs, and related media.
Reports are shared only with the relevant client contact, usually the landlord or managing agent.
We do not normally collect tenant email addresses unless this is necessary for a specific instruction.
Where the client contact chooses to forward the report, they are responsible for ensuring that access is limited to authorised recipients.
Some photo links may be accessible to anyone in possession of the report, where this has been intentionally configured for ease of access.
Our reports may contain personal data, including property addresses, photographs, and inspection notes.
We apply appropriate technical and organisational measures to protect this information, including access controls, encryption, and two-factor authentication on company accounts.
4. Legal Basis for Processing
We process this data based on:
Contractual Necessity: To provide the inventory report requested.
Legitimate Interests: To document property conditions for dispute resolution and security deposit purposes.
5. Data Retention
We retain property photos and reports on Google Drive for a period of 7 years to satisfy statutory limitation periods for property claims. After this period, files are permanently deleted.
6. Your Rights
Under GDPR/Data Protection laws, you have the right to:
Request access to the photos/reports held about your property.
Request the correction of inaccurate data.
Request the deletion of data (subject to legal or contractual preservation requirements).
7. Contact Us
For any questions regarding your data or our use of Google Drive, please contact:
PrimeView Property Services
info@primeviewpropertyservices.co.uk
Landline: +442080361169 Mobile: +447428669085