Privacy Notice
Who we are
ROOMS® Inspections is operated by Rooms & Co Ltd, a company registered in England and Wales (company number 08590277), registered office The Shoe Quarter, St George's Works, 51 Colegate, Norwich, England, NR3 1DD. We are the data controller for the personal data described here. Where you use the Service to record inspections for your own clients, you are the controller of that inspection content and we process it on your behalf.
What we collect and why
- Account data (name, email address, login credentials, branch and role) — to create and secure your account and apply the right permissions. Legal basis: performance of our contract with you.
- Inspection content (property addresses, inspector names, condition notes, dictated text and photographs) — to provide the reporting service. Photographs of a property's interior may incidentally contain personal data. Legal basis: contract, and our legitimate interest in delivering the Service.
- Purchase records (credits bought, order reference, amount, currency) — to maintain your credit balance and purchase history. Legal basis: contract and legal obligation.
- Usage and technical data (log data, device and browser information, IP address) — for security, fraud prevention, diagnosing faults and improving the product. Legal basis: legitimate interests.
- Support messages — to answer your questions. Legal basis: legitimate interests.
AI-assisted summaries
Where you choose to generate a summary, the inspection notes for that report are sent to our AI provider to produce draft summary text. The content is used only to generate your summary and is not used to train third-party models.
Who we share data with
- Service providers / subprocessors — cloud hosting, database and file storage, authentication, error monitoring and AI summary generation.
- Stripe, our payment provider, for the sale of report credits, payments, receipts, tax calculation and refunds.
- Professional advisers such as our accountants and lawyers.
- Authorities where we are required to disclose by law.
We do not sell personal data.
International transfers
Some of our providers process data outside the UK/EEA. Where that happens we rely on appropriate safeguards such as UK adequacy decisions or Standard Contractual Clauses with the UK International Data Transfer Addendum.
Retention
Inspection content and photographs are kept for as long as your account is active, or until you delete them. After account closure we delete or anonymise your data within 90 days, except records we must keep for legal, tax or accounting purposes (typically six years for transaction records).
Your rights
Under UK GDPR you have the right to access, rectify, erase, restrict or port your data, to object to processing, and to withdraw consent where we rely on it. We will respond within one month. You can also complain to the Information Commissioner's Office (ico.org.uk). To exercise a right, contact us at the address below.
Security
We use appropriate technical and organisational measures, including encryption in transit, access controls scoped by user role and branch, and private storage for inspection photographs accessible only via short-lived signed links.
Cookies
We use only essential cookies and equivalent browser storage needed to keep you signed in and to keep the Service secure. We do not use advertising cookies. Our checkout provider, Stripe, may set cookies necessary to process your payment.
Contact
Rooms & Co Ltd (company number 08590277), The Shoe Quarter, St George's Works, 51 Colegate, Norwich, England, NR3 1DD.