Terms and conditions of service
These Terms and Conditions ("Terms") constitute the legal agreement between Inventory Smart Limited ("the Company / Clerk", "we", "us") and the person or entity requesting our services ("the Client", "you").
By booking any service with us, you agree to be legally bound by these Terms. All prices quoted or listed are subject to the addition of UK VAT at the statutory rate of 20%.
1. GOVERNING LAW & JURISDICTION
These Terms and conditions shall be governed by, and construed in accordance with, the laws of England and Wales. Any disputes arising out of or in connection with our services will be subject to the exclusive jurisdiction of the courts of Wales and England, with initial proceedings directed to the courts closest to Newport, South Wales.
2. PROFESSIONAL STANDARDS, ACCREDITATION & INSURANCE
* Rent Smart Wales: Inventory Smart Limited is a proudly Rent Smart Wales accredited entity. We operate in strict compliance with the high standards, legislative duties, and codes of practice required for property management and letting activities in Wales.
* Insurance Indemnity: For your total peace of mind, we maintain comprehensive Public Liability Insurance and Professional Indemnity Insurance policies. Details of our policy limits can be provided upon reasonable request.
3. SOFTWARE FRAMEWORK & REPORT GENERATION
* Third-Party Platform: We exclusively use Inventory Hive software to compile visual, paperless property records, integrated with 360-degree room photographs.
* Delivery & Digital Auditing: Comprehensive and detailed reports will be digitally processed and typically delivered online via the Inventory Hive system within 24 hours. The Client acknowledges that Inventory Hive relies on automated e-signing, tenant approval workflows, and cloud-hosted audit trails. Inventory Smart Limited accepts no liability for technical interruptions, data deletion, or errors originating from the third-party platform itself.
4. EXCLUSIONS OF LIABILITY (NO FAULT DECLARATIONS)
The Clerk acts as an independent, objective observer. Reports are restricted strictly to visual, non-invasive inspections of the interior condition, fixtures, and fittings at the exact time of the visit.
* Non-Structural/Non-Functional: We do not carry out structural surveys, nor do we provide any guarantees regarding the functional durability or safety of appliances, heating systems, or utilities.
* Inaccessible Areas: No inspection will take place in areas deemed unsafe, locked, or inaccessible (including but not limited to lofts, cellars, locked rooms, or high-level exteriors).
* Utility Meters & Location Policy: We will make every reasonable effort to locate and read standard utility meters. However, we accept absolutely no liability or responsibility for any inaccuracies in utility meter readings due to broken, obscured, or physically inaccessible meters.
* Unrecorded/Hidden Meters: If no prior written correspondence or clear location notes have been provided by the Client indicating exactly where the meters are situated, and they are not immediately visible upon a standard walk-through, they will not be read, and we accept no fault for omitted readings.
* Further Exclusions: We accept no fault for concealed defects, hidden damage, or items obscured by heavy furniture or stored items that we are not required to move, nor for faults developing subsequent to the inspection.
5. BASELINE & ADDITIONAL CHARGES
Standard fees are calculated based on property size, location, and whether the property is unfurnished or furnished. A standard property format includes 1 reception room and 1 bathroom (with extra rooms/outbuildings charged at an incremental flat rate).
Clerk Discretionary Clause: All additional fees are applied entirely at the absolute discretion of Inventory Smart Limited or the attending Inventory Clerk. Surcharges may be reduced, extended, or waived entirely on a case-by-case basis depending on specific circumstances or client goodwill.
The following baseline structures and additional charges apply:
* Furnished Property Surcharge: Applied to any property containing furniture or extensive decorative items to cover the extra time needed to itemise and inspect individual furnishings. Fee Amount: Standard Unfurnished Fee + £15.00 (or scaled per property size) + VAT.
* Tenant Out / No Access: If an inspection cannot go ahead because the tenant is not home, refuses access, or fails to answer the door within 15 minutes of the scheduled time. Fee Amount: 100% of the standard booking fee + any applicable travel costs + VAT.
* Pest Infestation (Fleas): If a property is found to have an active flea or pest infestation, the Clerk will immediately abort the inspection for health and safety reasons. Fee Amount: Full Report Fee + £40.00 sanitisation/downtime surcharge + VAT.
* Unsecured Animals / Dogs: If an unrestrained dog is present at the property and poses a safety risk, or prevents free access to rooms, the inspection will be aborted. Fee Amount: Full Report Fee abortive/downtime surcharge + VAT.
* Late Cancellation / No-Show: Cancellations made less than 24 hours before the booked slot, or if the Clerk cannot gain entry within 15 minutes of arrival due to incorrect keys. Fee Amount: 100% of the standard booking fee + VAT.
* Lost Keys / Key Issues: If keys are missing, fail to open locks, or require the Clerk to travel to a secondary location to fetch/return them. Fee Amount: £30.00 per hour (pro-rata) + out-of-pocket expenses + VAT.
* Travel Surcharge: For any appointments/properties located outside our standard Newport delivery zone radius. Fee Amount: £0.50 per mile calculated beyond a 10-mile radius from Newport + VAT (may incur unless agreed with the client beforehand).
6. CLIENT OBLIGATIONS
* Property Readiness & Access: The Client must ensure that the property is completely ready for the inspection at the scheduled time (e.g., all cleaning complete, tenants vacated for check-outs). The Client is entirely responsible for coordinating with tenants to ensure entry is permitted. If a tenant is required to be present but is out or refuses entry, this will be treated as an aborted visit under Section 5.
* Pet Policy: The Client must ensure that all dogs and other animals are safely secured in an external area or removed from the premises for the entire duration of the Clerk's visit to guarantee staff safety.
* Payment Terms: Invoices are issued upon report generation. Overdue invoices will incur statutory interest penalties at a rate of 8% plus the Bank of England base rate.
* If reports need amending after they have been submitted and sent an additional charge may be added.
* Any queries concerning invoices must be notified in writing within seven days of the invoice date. we will endeavour to deal with invoice queries within a reasonable timeframe and will provide an initial response within 48 hours.
* Our office hours are Monday - Friday 9am-5pm if any bookings occur outside of these working hours an additional charge will be added. (Saturday's and bank holidays)