Terms of Service

1. About these terms

These Terms of Service (“Terms”) govern your use of the InventorySafe service and platform. By creating an account, commissioning an inspection, or otherwise using the service, you agree to these Terms. If you are agreeing on behalf of an organisation, you confirm you have authority to bind it.

The service is intended for business users — letting agents, landlords and inventory clerks — and not for consumers. These Terms should be read alongside our Privacy Policy.

2. Definitions

Service

the InventorySafe inventory services and the software platform we make available to deliver and manage them.

Customer

the letting agent, landlord or organisation that commissions an inspection or holds an account.

Clerk

the inventory clerk who carries out an inspection and reviews and signs the resulting report.

Report

the inventory, check-in, check-out, mid-term or condition document, and the capture media and summaries that go with it.

3. The service we provide

We provide property inspection services and the software to deliver them, which may include: inventory (check-in), check-out, mid-term visits, cleaning-condition assessments, alarm testing and installation, flushing services and legionella assessments. Available services and their scope are as described when you commission them.

To produce a report we capture video, photographs, voice notes and typed notes, and use software — including artificial intelligence — to draft the report from that capture.

A qualified clerk reviews, corrects and signs every report. The clerk is the author of record. The AI drafts; it does not decide, and nothing unreviewed reaches a finished report.

4. Accounts and eligibility

You must provide accurate account information and keep it up to date. You are responsible for the activity under your account and for keeping your credentials secure. Tell us promptly at hello@inventorysafe.co.uk if you suspect unauthorised use.

Certain services are gated by law or competence — for example, a legionella assessment requires a suitably certified clerk. We may decline to provide a service where that requirement is not met.

5. Acceptable use

You agree not to:

• use the service unlawfully, or to infringe anyone's rights;
• upload content you have no right to provide, or that is unlawful;
• attempt to gain unauthorised access to the service or interfere with its operation or security;
• misrepresent a report, alter it outside the amendment process, or present a draft as a signed report; or
• use the service to build a competing product, or resell it without our written agreement.

6. The report — scope and limits

A report is a record of the condition of a property and its contents as they were reasonably visible on the day of the inspection. It exists to help settle deposit disputes on evidence. It is important that you understand what it is not.

• It is not a survey, valuation, structural, electrical, gas or safety inspection, and it is not a warranty about the condition, safety or fitness of the property or its contents.
• Testing is power-only where practical. Items such as boilers, gas fires, the water supply, fire alarms and radiators are not tested. An alarm test confirms only that the unit responds to its test button on the day — it is not a statement of regulatory compliance.
• Where something cannot be inspected — for example behind or beneath an appliance, or in an inaccessible space — the report records that it was not inspected rather than making a claim about it.
• Item identity is fixed by an immutable reference number, and photographs carry their capture time. Amendments must cite the relevant reference.

You have 7 working days from delivery to raise any discrepancy with a report. After that period the report stands as an accurate record.

Once signed, a report is immutable. If a correction is needed, we issue a new version with a visible amendment trail rather than changing the original, so the record of what the report said on the day is preserved.

7. Your responsibilities

As a Customer, you are responsible for:

• arranging safe and lawful access to the property for the inspection, and giving accurate information about it;
• ensuring you have a lawful basis, as controller, to instruct us to capture and process personal data at the property, and for informing tenants and other occupants as required;
• reviewing reports and summaries promptly, and raising any discrepancy within the period above; and
• meeting your own legal obligations as a letting agent or landlord — the service supports those obligations but does not discharge them.

In respect of the personal data within a report, you are the controller and we are your processor. Our handling of that data is described in the Privacy Policy and section 10.

8. Fees and payment

Fees are as quoted or as set out in the applicable price list or order. Some services carry a fixed charge — for example, installing a missing alarm. Unless agreed otherwise, invoices are payable within the period stated on the invoice. We may charge interest on overdue amounts as permitted by law and suspend the service while an account is in arrears.

Unless stated otherwise, fees are exclusive of VAT, which is added where applicable.

9. Intellectual property

We own the software, platform and all intellectual property in the service, and grant you a non-exclusive, non-transferable right to use it for its intended purpose while these Terms are in force.

As between you and us, and subject to payment, the finished report we deliver for your property is yours to use for its intended purposes, including in a deposit dispute. We retain the right to hold copies as described in the Privacy Policy, and to use aggregated, anonymised information to operate and improve the service.

10. Data protection

Each party will comply with applicable data protection law. For personal data contained in a report, you act as controller and we act as your processor, processing that data on your documented instructions to provide the service. How we handle personal data — including sub-processors, international transfers, security and retention — is set out in the Privacy Policy, which forms part of these Terms.

11. Confidentiality

Each party will keep the other’s confidential information confidential and use it only to perform these Terms, except where disclosure is required by law or is of information that is already public through no breach of these Terms.

12. Warranties and disclaimers

We will provide the service with reasonable care and skill. Because reports are drafted with the assistance of AI and finalised by human clerks, we do not warrant that a draft is free of error before review, or that the service will be uninterrupted or error-free. The human review is the safeguard, and the limits in section 6 apply.

Except as expressly stated, and to the extent permitted by law, we exclude all other warranties, conditions and terms, whether express or implied.

13. Limitation of liability

Nothing in these Terms limits liability that cannot be limited by law — including liability for death or personal injury caused by negligence, for fraud, or for any statutory rights that cannot be excluded.

Subject to that, we are not liable for loss of profit, revenue, goodwill, or anticipated savings, or for indirect or consequential loss; and our total liability arising out of or in connection with the service is limited to the fees you paid for the service giving rise to the claim in the 12 months before the claim arose.

14. Suspension and termination

Either party may end the arrangement on reasonable notice, or immediately for a material breach that is not remedied. We may suspend access to protect the security or integrity of the service, or where an account is in material breach or arrears. On termination your right to use the service ends; provisions that by their nature should survive — including those on reports already delivered, intellectual property, data protection, confidentiality and liability — continue. We handle data after termination as described in the Privacy Policy.

15. Changes to the service and these terms

We may improve or change the service, and we may update these Terms to reflect changes in the service or the law. When we make a material change we will update the “last updated” date above and, where appropriate, tell you. Continuing to use the service after a change takes effect means you accept the updated Terms.

16. Governing law and jurisdiction

These Terms and any dispute arising out of them are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction, except that we may bring proceedings to protect our intellectual property or recover sums due in any competent court.

17. How to contact us

Questions about these Terms can be sent to hello@inventorysafe.co.uk, or by post to InventorySafe Ltd, [Registered office address] (company number [Company number — from Companies House]).