Who controls your information
Rootstone Property Ltd, company number 14456704, registered office 86-90 Paul Street, London EC2A 4NE, is the data controller for the information described here. Contact us at hello@rootstone.co.uk or 020 3442 1244.
What we collect
From the person instructing us, through the booking form, by email or over the telephone:
- Name, company, role, email address and telephone number
- The property address and details of the property
- Access arrangements and the name and number of a contact on the day
- Any reference or note you give us
In the course of producing a report:
- Tenant and landlord names, where these are given to us for the report
- Meter readings and serial numbers, keys issued, and alarm testing records
- Written descriptions and photographs of the property and its contents
- Signatures captured at a check in or check out
We do not ask for and do not want payment card details, bank details of tenants, passport or immigration documents, or any special category data.
Why we hold it and on what basis
- To carry out the work you asked for. Performance of a contract with you.
- To produce the report and record who was present. Legitimate interests, and the legitimate interests of the landlord and tenant in an accurate record of the property.
- To keep the report available for a deposit dispute. Legitimate interests, and in some cases legal obligation.
- To invoice and keep accounts. Legal obligation.
Who we share it with
The report itself goes to the party who instructed us and to whoever they nominate, normally the landlord, the letting agent and the tenant.
We use InventoryBase, a UK inventory software provider, to produce and store reports. They act as our processor and hold the data on our instructions.
Where a deposit is disputed, the report is provided to the tenancy deposit scheme and its adjudicator by whoever holds the deposit.
We do not sell your information, we do not pass it to marketing companies, and we do not transfer it outside the United Kingdom other than through the ordinary operation of the software and email providers we use, which are covered by appropriate safeguards.
How long we keep it
Reports, photographs and the booking details behind them are kept for six years from the end of the tenancy they relate to. That is the period in which a claim connected to a tenancy can normally be brought. Accounting records are kept for six years as required by law. Enquiries that do not become a booking are deleted after twelve months.
Your rights
You can ask us for a copy of the information we hold about you, ask us to correct it, ask us to delete it, ask us to restrict what we do with it, object to our processing it on the basis of legitimate interests, or ask for it in a portable form. Write to hello@rootstone.co.uk and we will respond within one month.
We may not be able to delete a report while it is still needed as evidence for a tenancy, and we will explain if that applies.
Complaints
If you are not satisfied 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.
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Last updated 27 August 2026.