1. Privacy Policy
Privacy Policy
Effective Date: [Insert Date]
This Privacy Policy explains how Hamilton Property Inventory Group (“we”, “our”, “us”) collects, uses, stores, and protects your personal data when you use our website at https://hpinventory.co.uk/.
We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and applicable privacy laws.
1. Who We Are
Company Name: Hamilton Property Inventory Group
Registered Address: Valley View, Whiteball Wellington, TA21 0LS
Email Address: info@hpinventory.co.uk
Telephone Number: 07577 299 558
2. What Information We Collect
The Hamilton Property Inventory Group will not collect any personal information, the form you will fill in when booking an inventory request is provided by InventoryBase.com they may collect and process the following data:
Information you provide directly to InventoryBase.com
- Name
- Email address
- Telephone number
- Postal address
- Business details
- Messages submitted through contact forms
- Information submitted when requesting a quote or service
Information collected automatically
- IP address
- Browser type and version
- Device information
- Website usage data
- Cookies and analytics data
3. How We Use Your Information
As a property inventory and inspection business, we process personal data to deliver inventory-related services for landlords, tenants, letting agents, property managers, hotels, and commercial property operators.
This may include:
- Scheduling inspections and appointments
- Managing online bookings
- Creating and distributing inventory reports
- Recording tenancy-related information
- Managing keys and property access
- Capturing photographic evidence inside properties
- Communicating with landlords, tenants, agents, and contractors
- Handling disputes and deposit-related matters
- Maintaining audit trails and digital signatures
- Improving our services and website experience
We use your information to:
- Respond to enquiries
- Provide our services
- Process bookings or requests
- Improve our website and services
- Send service-related communications
- Comply with legal obligations
- Prevent fraud or misuse
- Send marketing communications where consent has been given
4. Legal Basis for Processing
We process personal data under the following lawful bases:
- Consent
- Contractual necessity
- Legal obligation
- Legitimate interests
5. Marketing Communications
If you opt in to receive marketing communications, we may send updates, offers, and relevant information.
You may unsubscribe at any time by:
- Clicking the unsubscribe link in emails
- Contacting us directly
We do not sell your personal data.
6. Sharing Your Data
We may share personal data where necessary with:
- Letting agents
- Landlords
- Tenants
- Property managers
- Deposit protection providers
- Inventory software providers
- Cloud storage providers
- Payment processors
- Legal advisers or dispute resolution services
- Regulatory or law enforcement authorities where legally required
Inventory reports may contain photographs and tenancy-related information and are shared only with authorised parties relevant to the tenancy or instruction.
We use industry-standard inventory software and secure digital systems to store and distribute reports.
We may share your information with:
- IT and website providers
- CRM or booking software providers
- Payment processors
- Professional advisers
- Regulatory or legal authorities where required
All third parties are required to protect your personal data.
7. Data Retention
We retain inventory reports, photographs, tenancy records, and related communications only for as long as reasonably necessary.
Typical retention periods may range between 1 and 7 years depending on:
- Deposit dispute limitation periods
- Legal requirements
- Insurance obligations
- Business record keeping needs
Where information is no longer required, it will be securely deleted or anonymised.
We only retain personal data for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements.
8. Your Rights
Under UK GDPR, you have the right to:
- Access your data
- Correct inaccurate data
- Request deletion
- Restrict processing
- Object to processing
- Data portability
- Withdraw consent
To exercise your rights, contact us at info@hpinventory.co.uk.
You also have the right to complain to the Information Commissioner’s Office (ICO): https://ico.org.uk
9. Cookies
Our website uses cookies, analytics technologies, and booking-related functionality to improve website performance and user experience.
This may include:
- Website analytics
- Booking system functionality
- Form tracking
- Spam prevention
- Session management
- Marketing and advertising technologies where consent is provided
Users can manage cookie preferences through our cookie consent banner.
Our website uses cookies and similar technologies.
For more information, please see our Cookie Policy.
10. Data Security
We implement appropriate technical and organisational security measures to protect personal data.
11. International Transfers
Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place.
12. Changes to This Policy
We may update this Privacy Policy from time to time. Updated versions will be posted on this page.
2. Cookie Policy
Cookie Policy
Effective Date: [Insert Date]
This Cookie Policy explains how Hamilton Property Inventory Group uses cookies and similar technologies on https://hpinventory.co.uk/.
1. What Are Cookies?
Cookies are small text files stored on your device when you visit a website.
They help websites function properly and improve user experience.
2. Types of Cookies We Use
Essential Cookies
These cookies are necessary for the website to function.
Analytics Cookies
These help us understand how visitors use our website.
Examples:
- Google Analytics
- Microsoft Clarity
Functional Cookies
These remember preferences and settings.
Marketing Cookies
These may be used to deliver relevant advertising.
3. Managing Cookies
You can manage or disable cookies through your browser settings.
You may also manage cookie preferences through our cookie banner.
4. Third-Party Cookies
Some cookies may be set by third-party services integrated into our website.
5. Changes to This Policy
We may update this Cookie Policy periodically.
3. Terms and Conditions
Website Terms and Conditions
These Terms and Conditions govern your use of https://hpinventory.co.uk/.
By using this website, you agree to these terms.
1. About Us
Hamilton Property Inventory Group provides independent property inventory and inspection services throughout the UK.
Our services include:
- New Inventories
- Inventory & Check-In Services
- Mid-Term Inspections
- Inventory Check-Out Reports
- Commercial Property Inventories
- Hotel & Serviced Accommodation Inventories
Bookings can be made online through our website.
Hamilton Property Inventory Group provides independent property inventory, check-in, check-out, mid-term inspection, commercial inventory, hotel inventory, and schedule of condition services for landlords, letting agents, property managers, and housing providers across the United Kingdom.
2. Website Use
By using this website or booking our services, you agree:
- To provide accurate booking information
- To ensure authorised access to the property
- Not to misuse the website or booking systems
- Not to attempt unauthorised access to systems or data
- Not to upload malicious software or harmful content
- To use the website lawfully and responsibly
You agree:
- Not to misuse the website
- Not to attempt unauthorised access
- Not to upload malicious content
- To use the website lawfully
3. Intellectual Property
All content on this website, including text, graphics, logos, and images, is owned by or licensed to us.
You may not reproduce or distribute content without written permission.
4. Accuracy of Information
We make reasonable efforts to ensure information is accurate but do not guarantee completeness or accuracy.
5. External Links
Our website may contain links to third-party websites.
We are not responsible for their content or privacy practices.
6. Limitation of Liability
Hamilton Property Inventory Group provides independent property condition reporting services.
While we take reasonable care to produce accurate reports, inventory reports reflect visible condition and accessible areas at the time of inspection only.
We are not liable for:
- Hidden defects
- Latent damage
- Mechanical or electrical failures
- Areas inaccessible during inspection
- Information provided incorrectly by third parties
- Loss arising from delays outside our reasonable control
To the fullest extent permitted by law, we exclude liability for indirect or consequential losses, loss of profits, loss of business, or loss of opportunity.
Nothing excludes liability that cannot legally be excluded under English law.
To the maximum extent permitted by law, we shall not be liable for:
- Indirect or consequential losses
- Loss of data
- Loss of business or profits
- Website interruptions
Nothing excludes liability for death, personal injury, fraud, or liabilities that cannot legally be excluded.
7. Governing Law
These Terms are governed by the laws of England and Wales.
8. Contact Information
For enquiries, contact:
Hamilton Property Inventory Group, info@hpinventory.co.uk, 07577 299 558
4. Website Disclaimer
Disclaimer
The information provided on this website is for general informational purposes only.
While we make reasonable efforts to keep information accurate and up to date, we make no representations or warranties regarding completeness, accuracy, reliability, suitability, or availability.
Any reliance you place on information on this website is strictly at your own risk.
We shall not be liable for any loss or damage arising from use of this website.
Professional advice should always be obtained before making business or legal decisions.
5. GDPR Data Request Page
Data Protection Requests
Under UK GDPR, you may request:
- Access to your personal data
- Correction of inaccurate information
- Deletion of personal data
- Restriction of processing
- Data portability
- Withdrawal of consent
To submit a request, please contact:
We may require proof of identity before processing requests.
We aim to respond within one calendar month.
6. Acceptable Use Policy (Recommended)
Acceptable Use Policy
Users of this website must not:
- Use the site unlawfully
- Attempt to gain unauthorised access
- Distribute viruses or malicious software
- Engage in fraudulent activity
- Infringe intellectual property rights
- Submit false or misleading information
We reserve the right to suspend or block access for breaches of this policy.
7. Accessibility Statement (Recommended)
Accessibility Statement
Hamilton Property Inventory Group is committed to ensuring digital accessibility for all users.
We continually improve the user experience and apply relevant accessibility standards.
If you experience accessibility issues, please contact us:
8. Refund / Cancellation Policy
Refund and Cancellation Policy
Hamilton Property Inventory Group accepts online bookings for property inventory and inspection services.
By placing a booking, you agree to the following cancellation and refund terms.
Booking & Cancellation Terms
Bookings may be cancelled or rescheduled by contacting info@hpinventory.co.uk.
Cancellation charges may apply depending on notice provided.
Typical cancellation terms:
- More than 48 hours notice: no cancellation fee
- Less than 48 hours notice: up to 50% of booking fee may apply
- Same-day cancellation or inability to access the property: full fee may apply
We reserve the right to charge for aborted visits where:
- Keys are unavailable
- Access is not possible
- Utilities are disconnected preventing inspection
- The property is unsafe
- Significant delays occur outside our control
Cancellation requests must be submitted in writing to info@hpinventory.co.uk.
Refunds, where applicable, will be processed back to the original payment method.
Nothing in this policy affects your statutory rights under UK consumer law.
9. Complaints Policy (Recommended)
Complaints Policy
We aim to provide high-quality service.
If you wish to make a complaint, please contact:
Sebastian Tiplea
info@hpinventory.co.uk
Please include:
- Your name
- Contact details
- Details of the complaint
- Supporting information
We aim to acknowledge complaints within 5 working days and resolve them promptly.
SSL Certificate
Our website use HTTPS.
Contact Details
UK businesses should clearly display:
- Company name: Hamilton Property Inventory Group
- Registered address: Valley View, Whiteball Wellington, TA21 0LS
- Contact: info@hpinventory.co.uk, Mobile: 07577 299 558
Image & Report Usage Notice
- Images are captured solely for evidential inventory purposes
- Reports may include photographs of personal belongings
- Reports are shared only with relevant tenancy parties
- Images are retained securely
- Images are not used for marketing without consent
