Privacy Notice

If you are a client (landlord, owner, investor, agent or business): your name and any company name; postal and billing address; email and telephone number; the property address or addresses concerned; proof of ownership or authority to instruct us where we ask for it; an optional emergency contact; communication preferences; your instructions; and a record of the services we have provided.

If you are a tenant or occupier: your name and the contact details needed to arrange access, only where necessary for the service we have been asked to provide. Our report and photographs record the condition of the property, which may incidentally include information connected with you.

If you make an enquiry: your name and contact details, the property or service concerned, and anything else you choose to tell us — whether by website form, email, telephone or messaging.

If you are a contractor or visitor: your name, company, contact details and details of your attendance, so we can arrange access and record the visit.

Payment information: payments are processed by Stripe. We do not see or store your full card details. We keep our invoices and the transaction reference as a record of payment.

Collected automatically: some information is collected through cookies and similar technologies when you use this website. Our Cookie Policy explains this and how you can control it.

• Directly from you — when you enquire, instruct us, or communicate with us.
• From our client — a landlord, letting agent or property manager may give us an occupier’s name and contact details so we can arrange access.
• From your use of this website — through the enquiry and booking forms, and through cookies.
• From publicly available sources — such as the Land Registry, where we need to confirm ownership or authority to instruct.

In many cases we are instructed by a landlord, owner or their agent rather than by you. They may give us your name and contact details so that we can arrange a visit at a time you know about. We use that information only to carry out the service we have been asked to provide.

Our lawful basis for using an occupier’s information is our legitimate interests and those of our client in inspecting and maintaining the property, balanced against your rights. We keep what we hold about you to the minimum needed, and only for as long as necessary.

When we visit a property you occupy, we photograph the condition of the property and any defects. We do not photograph people, and we avoid your personal belongings wherever possible. If you object to a photograph, please tell us at the time. Any question about what we hold about you: privacy@addexproperties.com.

Where we rely on legitimate interests, we have considered whether our use is fair to you and does not override your rights. You can ask us about that balancing at any time, and you can object.

We do not set out to collect special category information (such as health, race or religion) and we ask our team not to record it. Our reports focus on the property, not the people in it.

If, during a visit, we come across something that raises an immediate concern for someone’s safety or welfare, we may record and share the minimum necessary to deal with it responsibly, relying on protecting vital interests or the substantial public interest in safeguarding.

Our services are aimed at property owners and businesses. This website is not directed at children and we do not knowingly collect information about children through it.

• We photograph the property, its fixtures and fittings, and any defects.
• We do not photograph people.
• Where a defect sits among personal belongings, we photograph only the minimum area needed to show it.
• Occupiers are told in advance that photographs will be taken.
• If an occupier objects, we explain why the photograph is needed. If it is not essential, we do not take it. If it is essential, we record the objection and tell our client.
• We never use photographs of your property for marketing, our website or social media without separate written consent, and we never publish an image that identifies an occupier.

Photographs are transferred securely from the device into our records, and the original is then deleted from the device.

Where we hold keys or access information, we treat it as some of the most sensitive information we handle. We:

• label each key only with a unique reference, never with an address or name;
• keep the key register separate from the keys themselves;
• store alarm codes, key-safe codes and access codes separately from keys and from property addresses, in an access-controlled system; and
• restrict physical access to keys to authorised personnel only.

We share information only where we need to. We never sell or rent your personal information, and we never share it with others for their own marketing.

Where your information is transferred outside the UK, we rely on UK “adequacy” rules where they apply, or on approved safeguards such as the UK International Data Transfer Agreement or standard contractual clauses. You can ask us for more detail about the safeguards we use.

When information is no longer needed, we delete it securely. We do not keep personal information permanently unless the law requires it.

• two-factor authentication on our main business accounts;
• encryption and password or biometric protection on our devices;
• unique passwords managed through a password manager;
• access controls so that information is seen only by those who need it;
• the ability to lock or erase a lost device remotely; and
• a data-breach procedure so that we respond quickly if something goes wrong.

If a breach occurs that is likely to risk your rights, we will notify the ICO, and you where required, without undue delay.

To exercise any right, contact privacy@addexproperties.com. We will respond within one month. Using these rights is free, although we may charge a reasonable fee or decline if a request is clearly unfounded or excessive. We may need to verify your identity first.

If you are an occupier and ask us to delete your information, we will consider your request as controller, but we may need to keep some information to meet a legal duty or where our client has a proper reason connected with the property. We will explain our decision to you.

• Every marketing email includes an easy way to unsubscribe.
• You can opt out at any time by emailing us or using the unsubscribe link.
• We screen marketing calls against the Telephone Preference Service.
• We will only publish a testimonial or case study that identifies you with your written consent, and never one that identifies a tenant or a private property.

Choosing not to receive marketing will never affect the service we provide to you.

We do not make decisions that have a legal or similarly significant effect on you by automated means alone. A person is always involved in decisions about our services.

We use reputable software to help us run our business, which may include tools that use artificial intelligence to help draft documents, reports and messages. Where we do, a person reviews the result, we limit the information we put into them to what is necessary, and we use settings intended to ensure your information is not used to train those tools. We remain responsible for how your information is handled.

We may update this notice from time to time. The version on this website is always the current one. Where a change is significant, we will take reasonable steps to bring it to your attention.

Any question about this notice or how we use your information: privacy@addexproperties.com, or write to us at Suite RA01, 195-197 Wood Street, London, E17 3NU, United Kingdom.

If you are unhappy with how we have handled your information, please tell us first so that we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator — ico.org.uk or 0303 123 1113.

A complaint about our service rather than data protection should go to complaints@addexproperties.com — see our Cancellation, Refunds & Complaints Policy.