Last Updated: 4 August 2026
These Terms and Conditions (“Terms”) govern the provision of services by Ivy Inventory Services Ltd (“Ivy”, “we”, “our” or “us”) to our clients (“you”, “your” or “the Client”). By booking or using our services, you agree to be bound by these Terms.
1. About Us
Ivy Inventory Services Ltd provides independent property inspection and reporting services throughout the United Kingdom for landlords, letting agents, estate agents, property managers, housing providers and private clients.
2. Our Services
We provide professional property reporting services including, but not limited to:
- Inventory Reports
- Check-In Reports
- Check-Out Reports
- Mid-Term Inspection Reports
- Property Visit Reports
- Schedule of Condition Reports
- Floor Plans
- Energy Performance Certificates (EPCs)
- 360° Virtual Tours
- Fire Risk Assessments
- Fire Safety Testing
- Legionella Risk Assessments
- Smoke and Carbon Monoxide Alarm Testing
- Other property inspection and compliance services as advertised on our website.
All reports are prepared using reasonable skill and care and represent our independent observations made at the date and time of the inspection.
3. Booking and Acceptance
Bookings may be made by telephone, email or through our online booking system.
A booking is not confirmed until:
- we have accepted the booking;
- confirmation has been issued by us; and
- where applicable, any required deposit has been received.
We reserve the right to refuse or cancel any booking where it is not reasonably practicable to undertake the work.
If we cancel a booking due to circumstances within our control, any monies paid will be refunded in full or transferred to an alternative appointment.
4. Client Responsibilities
The Client agrees to:
- provide accurate property information;
- supply correct tenant and access details;
- notify us of any hazards or risks before the inspection;
- ensure safe access to all required areas;
- obtain all necessary permissions from tenants, landlords or third parties;
- ensure utilities are available where required for testing;
- ensure pets are secured during the inspection unless otherwise agreed.
If access cannot be gained or the inspection cannot be completed due to circumstances outside our control, the booking may be treated as a failed appointment and the applicable fee will remain payable.
5. Access to the Property
The Client is responsible for ensuring authorised access to the property.
If our representative arrives and:
- no one is available;
- keys are unavailable;
- access is refused;
- the property is unsafe; or
- the inspection cannot reasonably proceed,
we reserve the right to charge the full appointment fee together with any additional travel costs where applicable.
6. Property Condition
Our reports record the visible condition of the property at the time of inspection only.
Our inspections are non-invasive and do not include:
- moving furniture;
- lifting carpets;
- dismantling fixtures;
- opening sealed areas;
- testing building structures;
- identifying hidden defects.
We cannot comment on matters that are concealed or inaccessible during the inspection.
7. Report Preparation
Reports are prepared using digital inspection software and supported by photographs where appropriate.
Photographs form part of the report but may not capture every item or every aspect of an observation.
Descriptions within the written report take precedence where clarification is required.
Measurements, dimensions and floor plans are approximate and should not be relied upon for architectural, planning or construction purposes.
8. Report Delivery
Reports are normally delivered electronically.
Estimated delivery times are provided as guidance only and are not guaranteed.
The Client should review the report promptly.
Any factual inaccuracies should be reported within 7 calendar days of receipt.
After this period the report shall be deemed accepted unless an obvious factual error is identified.
9. Check-In and Check-Out Reports
Where a Check-Out Report is compared against an Inventory or Check-In Report, our observations are based upon the documents provided and the visible condition of the property.
Our reports do not determine legal liability, deposit deductions or financial responsibility.
Any decisions relating to tenancy deposits remain the responsibility of the landlord, letting agent, tenancy deposit scheme or adjudicator.
10. Compliance Services
Where we undertake services such as EPCs, Fire Risk Assessments, Legionella Risk Assessments or Fire Safety Testing:
- our reports represent our professional opinion based on the information available at the time;
- legislation or guidance may change after the inspection;
- responsibility for implementing recommendations rests with the property owner or responsible person.
Unless specifically agreed, our inspections do not constitute ongoing compliance monitoring.
11. Fees and Payment
Fees are payable in accordance with our quotation or invoice.
Unless otherwise agreed:
- payment is due within the invoice payment terms;
- late payments may incur interest under the Late Payment of Commercial Debts (Interest) Act 1998 or at 8% above the Bank of England base rate where applicable;
- we reserve the right to suspend future services until overdue invoices are settled.
The Client is responsible for all reasonable costs incurred in recovering unpaid invoices.
12. Cancellations and Rescheduling
Appointments may be cancelled or rescheduled by contacting us.
The following charges may apply:
- more than 24 hours’ notice – no charge;
- less than 24 hours’ notice – up to 50% of the booking fee;
- same-day cancellation, no access or failed appointment – up to 100% of the booking fee.
Rescheduled appointments are subject to availability.
13. Confidentiality
We treat all client information confidentially.
Information and reports will only be shared:
- with authorised persons;
- where required to perform our services;
- where required by law; or
- where we have the Client’s permission.
Please refer to our Privacy Policy for further information regarding personal data.
14. Intellectual Property
All reports, photographs, floor plans, documents and digital content produced by Ivy Inventory Services Ltd remain our intellectual property unless otherwise agreed in writing.
Upon payment in full, the Client receives a non-exclusive licence to use the report for its intended property management purpose.
Reports may not be altered, reproduced, sold, published or distributed without our written permission.
15. Limitation of Liability
Nothing within these Terms excludes liability for:
- death or personal injury caused by negligence;
- fraud or fraudulent misrepresentation; or
- any liability that cannot legally be excluded.
Subject to the above:
- we shall not be liable for indirect, consequential or economic losses;
- we shall not be responsible for loss of rent, loss of profits or business interruption;
- our maximum liability arising from any claim shall not exceed the fee paid for the relevant service.
16. Force Majeure
We shall not be liable for delays or failure to perform our obligations due to circumstances beyond our reasonable control, including but not limited to:
- severe weather;
- flooding;
- fire;
- strikes;
- utility failures;
- road closures;
- pandemics;
- government restrictions; or
- other unforeseen events.
17. Complaints
If you are dissatisfied with any aspect of our service, please contact us in writing at:
Email: info@ivyinventory.com
We aim to:
- acknowledge complaints within 3 working days; and
- provide a full response within 10 working days, where reasonably possible.
18. Data Protection
We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and our Privacy Policy.
By instructing us, you confirm that you have the authority to provide any personal data necessary for us to carry out our services.
19. Website Use
Whilst we endeavour to ensure information on our website is accurate, we do not warrant that it will always be complete, current or free from errors.
Prices, services and availability may change without notice.
20. Governing Law
These Terms shall be governed by and interpreted in accordance with the laws of England and Wales.
Any dispute arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
21. Changes to these Terms
We may amend these Terms from time to time.
The latest version will always be available on our website and will apply to all bookings made after the date of publication.
Contact
Ivy Inventory Services Ltd
Email: info@ivyinventory.com
Website: www.ivyinventory.com
By booking or using our services, you confirm that you have read, understood and agree to be bound by these Terms and Conditions.