Terms And Conditions
Terms & Conditions
Professional Inventories Ltd & Professional Inventories Franchise Ltd (together, The Company)
Registered Offices: 6 Sutton Plaza, Sutton Court Road, Sutton, Surrey, SM1 4FS
Company Numbers: 08387052 & 16274444 – England & Wales
Last Updated: 1 January 2025
1. Definitions
The Company means Professional Inventories Ltd, a company registered in England and Wales (No. 08387052), and Professional Inventories Franchise Ltd, a company registered in England and Wales (No. 16274444), together with all trading styles, business names and any franchisee operations (whether operating as sole traders or limited companies in their own right) that are associated with, or operate under, either of the aforementioned companies.
The Client means the landlord, letting agent, property manager or any business entity instructing The Company to provide the Services.
The Services means the undertaking of inventory inspections, property condition reports, check-ins, check-outs,
mid-term inspections and any related services as agreed in writing.
Report means the written or electronic document produced by The Company following the provision of the Services.
Clerk means the individual engaged by The Company to carry out the Services on its behalf.
Information means the contents of any Report, including but not limited to photographs, data and observations recorded by The Company
2. CONFIDENTIALITY
The Client agrees that all Reports and Information:
– Shall be used solely for the Client’s internal business purposes in connection with property management and lettings;
– Shall remain strictly confidential;
– Shall not be disclosed, reproduced, or provided to any third party other than as strictly necessary for property rental or management purposes; and
– Shall only be shared internally on a need-to-know basis, ensuring recipients comply with the same confidentiality obligations.
3. SCOPE OF THE REPORT
The Report records the condition and contents of a property as seen at the time of inspection. Items are presumed to be in good, clean condition unless otherwise stated. Clerks will not move heavy furniture, nor access locked, unsafe or inaccessible areas such as lofts or basements.
The Report does not constitute:
– A valuation of contents;
– A safety or compliance certificate; or
– A guarantee as to the adequacy or functionality of any item.
Compliance with all applicable safety regulations remains the responsibility of the property owner or agent. Electrical items are not tested beyond visual checks (e.g., light bulbs).
4. LIMITATIONS & LIABILITY
The Company shall exercise reasonable skill and care in performing the Services but shall not be liable for:
– Hidden defects or items in inaccessible areas;
– Inaccurate or incomplete information supplied by the Client;
– Any consequential, indirect or financial losses.
The Client shall indemnify The Company against any third-party claims arising from the Client’s use of, or reliance on, the Reports. Nothing in these Terms limits liability for death, personal injury, or fraud caused by The Company’s negligence.
5. REPORT & DATA OWNERSHIP
All Reports, Information, data and photographs produced by The Company are protected by copyright and shall remain the exclusive property of The Company at all times.
Data Permissions
The Client, including its directors, officers, employees and representatives, hereby warrants that any personal or business data provided to The Company for the purposes of making bookings, arranging access, or communicating with tenants, landlords or third parties-whether by telephone, email, text message, WhatsApp, social media or any other method-is transferred with full authority and with all necessary consents from the data subject. The Client confirms that The Company is authorised to process and use such data in the ordinary course of its business operations.
6. GENERAL TERMS
Confirmation of a booking by The Company (whether via its booking system, email or text message) creates a binding contract subject to these Terms.
By engaging The Company’s Services, the Client accepts the prevailing fee schedule and these Terms.
Additional charges may apply where:
– Items are missing, relocated or inaccessible causing delays;
– Clerks are unable to gain access after waiting 15 minutes;
– Services are required outside normal property specifications or agreed scope.
7. PAYMENT OF CHARGES
Fees are charged at The Company’s prevailing rates.
Standard invoices are payable within 14 days of issue.
Special offers are payable within 7 days.
Upfront Payment for Certain Clients
New agents, landlords and any Client placed on special payment terms must pay in full at the time of booking. Bookings are not confirmed until cleared funds are received by bank transfer or debit card. Credit cards are not accepted.
Late Payments
– All discounts or preferential rates are voided.
– An administration fee of GBP 30 + VAT per month applies to each overdue invoice.
– Interest is charged at 5% above the Bank of England base rate.
– A charge of GBP 5.00 + VAT per email or call made to recover payment applies.
– A bookkeeping administration fee of GBP 40.00 + VAT per hour (pro-rated) may also be applied.
VAT is charged at the prevailing rate. The Company reserves the right to demand payment in advance.
8. SUSPENSION / TERMINATION OF ACCOUNT
Suspension
If any invoice remains unpaid for more than 14 days beyond the due date, The Company may suspend the Client’s access to online services including the dashboard, reports database and booking calendar. Access will not be reinstated until all arrears are cleared.
Termination
In the event of continued non-payment or repeated breaches of these Terms, The Company may terminate the Client’s account without further notice.
If an account remains dormant for more than two (2) consecutive calendar months (i.e. no bookings made, completed and fully paid), The Company will send written notice to the email address on record stating that the account and all associated data-including reports, audit trails, and booking records-will be permanently deleted and irretrievable after one (1) calendar month.
It is the Client’s sole responsibility to download or export any required data before deletion. No further reminders will be issued.
Data Payment Fee
After such notice, the Client may elect to keep the account active by paying a monthly Data Payment Fee in advance:
– GBP 0.10 per report stored, or GBP 100.00, whichever is greater, plus VAT.
This fee is non-refundable. Any new booking during a paid period will reset the suspension/termination timescales under this clause.
9. CANCELLATIONS & NO-SHOWS
– Same-day cancellations: GBP 35 + VAT.
– Waiting beyond the confirmed appointment time: GBP 25 + VAT per 30 minutes.
– Travel exceeding 5 miles: GBP 0.75 per mile (at The Company’s discretion).
10. PROPERTY SIZES & RATES
Rates are based on standard property types (studio, 1-20 bed). Additional rooms or areas: GBP 20 + VAT (unfurnished) or GBP 25 + VAT (furnished). Gardens, garages and other spaces are charged separately by quotation. Parking and congestion charges are added at cost.
How To Access
All current rates are available in the Client’s dashboard and may be downloaded or emailed.
Guide: Refer to ‘Guide To Action Information Sheet’ supplied by Professional Inventories.
Non-Disclosure
The Client, its officers, employees or any person with access to the account shall not disclose, share or otherwise communicate the features and systems of Professional Inventories Software, and/or contents of the Rate Card or Price Per Report information to any person or entity outside the Client’s own business, nor to any third party providing services in competition with The Company.
Breach of this clause shall render the Client liable to pay The Company liquidated damages of GBP 10,000.00 + VAT, payable within seven (7) days of invoice.
11. PRICE MATCH
Subject to The Company’s sole discretion, price match claims require:
– Evidence of three (3) comparable invoices dated within 30 days;
– Services to be like-for-like;
– Payment in full at time of booking or within 7 days of completion.
Minimum Number of Bookings (MNB) conditions apply; failure to meet MNB reverts rates to standard pricing.
12. FORCE MAJEURE
Neither party shall be liable for any failure or delay in performance caused by events beyond their reasonable control. If such events persist for more than 30 days, either party may terminate the contract with written notice.
13. COPYRIGHT & TRADEMARKS
All intellectual property rights, including trademarks, names, straplines, website content and materials, belong to The Company. No reproduction, distribution or use is permitted without prior written consent.
14. DATA PROTECTION
The Company shall process personal data in compliance with the UK GDPR and the Data Protection Act 2018. Data is used solely for providing the Services and related administration. For further details, please refer to The Company’s Privacy Policy.
15. NON-SOLICITATION AND NON-COMPETE
The Client, including its officers and employees, agrees that at any time whilst doing business with The Company and for a period of twelve (12) months after the last Service provided, they shall not, directly or indirectly:
– Solicit, interfere with, endeavour to entice away, or employ any Clerk or employee of The Company; nor
– Cause or assist any third party to do so.
Breach of this clause shall result in liquidated damages of GBP 5,000.00 + VAT, payable within seven (7) days of invoice.
16. GOVERNING LAW
These Terms shall be governed by and construed in accordance with the laws of England and Wales. The parties submit to the exclusive jurisdiction of the English Courts.
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