Privacy & data protection policy
Inprova takes care to safeguard the privacy of your information. This privacy policy explains how and for what purposes we use your information.
Inprova Ltd is “the Data Controller” who is registered under the Information Commissioners Office (ICO) and the information that you provide to us or that we derive from combining other data sets from third parties (including housing.net and those listed in section 4 of this Privacy Policy) about yourself will be processed on the lawful basis of legitimate interests in accordance with the General Data Protection Regulation (GDPR).
We use appropriate technical and organisational measures to ensure that there is no unauthorised or unlawful processing of your personal information and that such personal information is protected from accidental loss or destruction, or damage.
Inprova Limited (referred to in this Privacy Policy as “Inprova”, “we”, “us” or “our”) takes care to safeguard the privacy of your information. This privacy policy explains how and for what purposes we use your information, and how we protect it.
Inprova Limited (company number 07371389) is “the Data Controller” who is registered under the Information Commissioners Office (ICO) and the information that you provide to us or that we derive from combining other data sets from third parties (including housing.net and those listed in section 4 of this Privacy Policy) will be processed, collected and used in accordance with this Privacy Policy.
Please note that as our target customers and suppliers reside in the United Kingdom, this Privacy Policy is prepared, and designed, for application to data subjects residing in the United Kingdom only.
INPROVA
Inprova collects the following information about you when you become a Member/Supplier of Procurement for Housing (PfH)/ PfH Scotland / Inprova, or you register your interest in becoming a PfH/)/ PfH Scotland/ Inprova Member/Supplier to access/supply products or services via our Framework Agreements:
- Identification data: first name, last name, title, job title, place of work including the organisation’s name and address).
- Contact Data: work telephone number and email address.
- Marketing Data: your preferences in receiving marketing communications from us and our third parties and your communication preferences. Please note that your preferences can be changed by following the option in communications received by us or by contacting info@inprova.com.
- Usage Data: information about how you interact with our websites and services including via the use of cookies.
- Technical Data: internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.
There are different methods that we use to collect data from and about you including via:
- Your interactions with us and where you share your personal details. You may provide us with your personal data by completing our website contact forms or by contacting us by phone, post, email or otherwise, or when you:
- enquire about our services or a Framework Agreement has been entered;
- request marketing to be sent to you;
- enter a competition or prize draw;
- give us feedback or contact us.
- Automated technologies or interactions. As you interact and engage with our website, we will automatically collect Usage Data and Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies. For more details, please see our [Cookie Policy].
- Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:
- Identification Data and Contact Data is collected from our third party suppliers or colleagues to refer you to our services;
- Identification Data and Contact Data is collected from publicly available sources such as Companies House.
The legal basis we use for collecting your data
We rely on one or more of the following legal bases for collecting and using your personal data:
- Performance of our contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.
- Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interest, for example to enable us to give you the best and most secure customer experience. We make sure to balance and consider any impact on you and your rights prior to processing.
- Legal obligations: we may use your personal data where it is necessary for compliance with a legal obligation that we are subject to.
- Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to our email marketing communications and such communications are not necessary for our performance of our contract with you.
The purposes for which we use your personal data
We have set out below, in a table format for clarity, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so.
Purpose of processing | Legal basis | Type of data |
To contact you following enquiry or referral of our products/services | Legitimate interest; performance of our contract with you | Identification Data; Contact Data |
To onboard you as a customer | Performance of our contract with you | Identification Data; Contact Data |
Process and delivery of the contracted services (including administration and support of your account with us) | Performance of our contract with you; legitimate interest | Identification Data; Contact Data; Usage Data |
Management of business relationship which will include:
| Performance of our contract with you Necessary for our legitimate interests, to ensure our records are up to date and manage our relationship with you, send invoices, facilitate payments Necessary to comply with a legal obligation | Identification Data; Contact Data |
Competitions and prize draws | Necessary for our legitimate interests, to study how our customers use our services to develop and grow our business. | Identification Data; Contact Data; Marketing Data |
Data analytics to improve our website/services, customer relationships and measuring the effectiveness of our communications and marketing. | Necessary for our legitimate interests. | Usage Data; Technical Data |
Marketing communications, including contacting you about details of our services and providing you with details of our third parties that we believe may be of interest to you | Necessary for our legitimate interests to carry our direct marketing, develop and grow our business. | Identification Data: Contact Data |
Event participation and attendance | Necessary for our legitimate interests | Identification Data; Contact Data |
Participation of market research | Necessary for our legitimate interests to study how customer use our services and help us to improve and develop our services. |
We may also provide your personal information to following third parties for the purposes set out in the table above.
- Energy providers, contractors and intermediaries who are involved in introducing your business to us;
- Our professional and third-party advisors including legal advisors, debt recovery agents and accountants;
- Our partners and service providers including Dynamics CRM, WP Engine, Gravity Forms and LinkedIn.
- Any legal or governmental body (including law enforcement agencies) if we have a legal duty to do so and/or if the law allows us to do so;
- Any third parties whom we may choose to sell, transfer or merge parts of business or our assets. We may seek to acquire another business or merge with them and in such circumstances your personal data may be shared on a confidential basis. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.
We require that all third parties respect the security of your personal data and treat it in accordance with the law including data protection laws. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specific purposes and in accordance with our instructions.
Any personal data collected by third parties via cookies placed on our website are set out in our [Cookie Policy].
Your personal information shall only be retained for as long as reasonably necessary to fulfil the purposes that we collected it for.
We utilise a CRM system that enables us to regularly review, update and archive our data.
It is our policy to review archived personal data, ensuring erasure after a period of six years of being archived. Our policy has been determined by business needs, legal requirements and recognised industry standards.
By law we must keep basic information about our customers (including Contact Data and Identification Data) for six years after they cease being customers.
In some circumstances, you can request that we delete your personal data. See section 12 for more information.
You will receive marketing communications from us if you have requested information from us or purchased services from us and have not opted out of receiving the marketing.
We will contact you from time to time with invitations to participate in market research to help us improve our products & services that we offer to you, and details of our products and services and provide details of our third parties services that we think may be of interest to you.
You can ask to stop sending you marketing communications at any time via the unsubscribe option in email marketing communication sent to you by us or by contacting us at info@inprova.com.
If you opt out of receiving marketing communications, you will still receive service related communications that are essential for administrative or customer service purposes.
We may transfer your personal data to third party cloud-based storage providers based in the UK and/or the EU. In respect of any such transfer of your personal data, we shall ensure that such transfers are carried out in accordance with applicable data protection laws.
When processing your personal data we use appropriate technical and organisational measures to ensure that there is no unauthorised or unlawful processing of your personal data and that your personal data is protected from accidental loss or destruction, or damage.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator including the ICO of a breach where we are legally required to do so.
Our website contains links to other websites, plug ins and applications which we do not control. This privacy policy does not apply to those websites, and we do not accept liability for the content of any other website. Please check the privacy policy of any other website before submitting any personal information to it.
Under data protection laws you have the right to:
- Request access to your personal data. This enables you to receive a copy of the personal data we hold about you to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data that you provide to us.
- Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
- Opt-out of direct marketing at any times and the processing of your personal data for such.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
If you wish to exercise any of these rights, please contact us using the contact details provided below.
We keep our privacy policy under regular review, and we will place any updates on this web page. This privacy policy was last updated on 29.04.2025.
If you have any questions or concerns about our privacy policy or the way in which we have handled or processed your personal data, please contact us by email, telephone, or post using the details below:
F.A.O. Richard Godsland
Finance Director & Data Protection Officer
Procurement for Housing
2 Olympic Way
Woolston Grange Avenue,
Birchwood
Warrington
WA2 0YL
Telephone: 01925 282 398
Email: dpo@inprova.com or helpdesk@inprova.com
If you are in any way dissatisfied or concerned regarding how and for what purposes we use your information, the GDPR gives you the right lodge a complaint with a supervisory authority such as the ICO www.ico.org.uk.
