THE BOOKING

Instruction to ics-southeast should be made via our online request form. Completing the request is not a confirmation of the booking. In the event that the client gives ics-southeast instructions which are followed in good faith but which are unlawful (such as trespass) or result in an unlawful act or otherwise give rise to any kind of claim, the client will indemnify ics-southeast against all penalties, damages, costs and legal expenses whatsoever which ics-southeast may incur as the result of following the instructions. Therefore, it is assumed if the client gives instruction to enter a property that the client have the consent from the property owner.

 

 

THE REPORT

ics-southeast are an independent inventory provider supplying unbiased reports on the internal condition and contents of a property. Our reports are deemed to be fair and true. 

 

It is the responsibility of the Tenant and Landlord, or respective Letting Agent, to agree between themselves the accuracy of all documentation and any amendments should be agreed in writing between both parties within the agreed time scale and copied to ics-southeast. Comments and minor observations added by the tenant directly into the report via the functionality within the software shall be taken into consideration on its own merits at time of check-out

 

This document is produced with every care and attention. It is accepted that at the time of inspection the report is fair and records the internal condition of the property and its contents. This may not be an entirely accurate description of each and every piece of furniture or equipment. This report is not a survey.

When instructed to do so, reports provided by ics-southeast are then used and re-checked at the termination of a tenancy and any variations between the two will be recorded to allow any deterioration to the property to be assessed.

We follow the guidance of ‘A Guide to Best Practice for Inventory Providers’ as recommended by ARLA, NAEA and RICS and have been trained by APIP

 

DISCLAIMERS

Descriptions of contents given are for identification purposes only and may not be entirely accurate. 

We do not search inaccessible areas to record or locate items. We do not check lofts, cellars or locked or unlit rooms. We will check to eye level only.

We will endeavour to move items where possible but heavy items such as wardrobes, beds, sofas, white goods etc. may not be moved for inspection. It will therefore not be possible to comment on, for example, the condition of walls or flooring surrounding / beneath heavy furniture. Therefore some observations may be restricted where such items restrict full view. At the termination of a tenancy all items must be returned to their original place.

 

The person undertaking work for ics-southeast is not an expert in fabrics, woods, materials or antiques etc. nor are they experts in horticulture. He/she is not a qualified surveyor or valuer and our reports will not state if items are of value, made of any precious stone or metal or state if items are new despite their appearance. Where the words silver, chrome, oak, pine, etc. are used, it is understood that this is a description of the colour and type of the item and not the actual fabric. Unless otherwise stated it is accepted that any listed items in the inventory are undamaged and in good condition. Defects, damages and cleaning will be noted.

Where a paint colour is mentioned this for identification purposes only and not to be used as a guide to colour match.

 

This report will not necessarily mention structural defects and does not give any advice on the cost of any repair work, or the types of repair which should be used. Fixtures and fittings are listed and described; they are not tested, and no comment is made as to the working condition.

Unless otherwise stated it is accepted that any listed items in the inventory are undamaged and in good condition. Defects, damages and cleanliness will be noted. 

Plants, toilet brushes, spare bulbs, cleaning products and other are miscellaneous items may be considered perishable or consumable items and may not be listed or detailed. 

All work produced and provided by ics-southeast is owned by ics-southeast and is protected by copyright. ics-southeast owns all intellectual rights to documents produced and also owns the right to disclaimers, formats and photographs. No amendments are permitted to this document.

Any photographs used within this report are meant as a backup to the written word.

By signing the report, you accept the report gives a true likeness to the property and its condition at the time the report was compiled and at the time possession of the property was received. 

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SAFETY DISCLAIMERS

Electrical appliances are not tested. This also includes smoke alarm function. However, where stated the smoke alarm may have been tested to a push button battery test, this indicated an audible signal was heard at test, not necessarily that the alarm shall work in a real life fire scenario. ics-southeast are not confirming the alarm is installed in the correct location, just merely that the alarm is present. It is the responsibility of the Landlord to ensure that all appliances meet current safety standards. It is the responsibility of the tenant to regularly check the smoke alarm and keep to working order.

Monoxide alarm function is not tested. However, where stated the monoxide alarm may have been tested to a push button battery test. This indicated an audible signal was heard at test, not necessarily that the alarm shall work in a real-life scenario.

It is the responsibility of the Landlord to ensure the safety of all gas appliances and central heating systems and to ensure the property has an up to date gas safety certificate. 

We will not attempt to restart central heating boilers or give instructions on how to operate. 

During the term of the tenancy agreement it is the tenant’s responsibility to report any issues regarding the safety of any gas / electrical equipment to the Landlord / Agent without delay.

The person undertaking the inventory is not an expert in soft furnishings and therefore we can only record the detail of a fire safety label. We will be unable to confirm if furniture complies to The Furniture and Furnishings (Fire) (Safety) (Amendment) Regulations 1993. This is the responsibility of the Landlord.

 

METER READINGS

ics-Southeast shall attempt to take reading of utility meters if instructed to so. Utility meters must be clearly and correctly marked, and locations given at time of booking. Cover plate, flaps and manhole covers will not be removed for inspection of meters such as water meters located within public footway and pathways. We will not contact utility providers and cannot accept responsibility for any loss resulting from incorrect reading. It is the landlord / agent’s responsibility to ensure the correct reading are passed to the relevant organisation. The appropriate utility companies must be assigned to check any meter readings. We cannot be held accountable for any discrepancies. Fuel oil readings may be taken using equipment at the property. We cannot accept any responsibility of accuracy of reading using provided equipment.

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The Fee

The Client shall pay the fee within 28 days of the invoice date. Except where instruction is taken directly from a landlord or tenant where payment is required in full prior to any services carried out.

ics-southeast reserves the right to apply the Late Payment of Commercial Debts (Interest) Act 1998 for any fees more than 14 days overdue from the date of invoice, this will also include reasonable debt recovery costs in line with Late Payment of Commercial Debts (Interest) Act 1998. Interest will be applied both prior to and subsequent to any Court Judgement.

In the event that Services cannot be delivered, whether or not due to circumstances beyond the Client’s control, and 24 hours notice has not been given to ics-southeast, an abortive fee will be charged.

ics-southeast reserve the right to charge additional fees at our discretion. Such additional fees would be considered appropriate for properties that are heavily furnished, or where there are additional rooms, en-suites, conservatories, extensions, basements, pool rooms, etc. We generally consider "furnished" properties to include basic essential furnishings, but not ornaments, books and other personal effects. Basic kitchen equipment will be listed at no additional charge for a furnished property, but sets of items such as glasses, crockery and cutlery will be listed as a set, not individually. If personal effects—linen, ornaments, etc.—and excess kitchen utensils are to be listed, this may be charged at extra cost.  Agents are responsible for informing landlords of any potential excess fees.

 

 

PRIVACY

ics-southeast respect your privacy and are committed to protecting your personal data;

By signing the inventory report electronically and entering your e-mail address you understand that your email I.D shall be visible to other signatories of the same document and an audit trail of times and dates of you opening and or signing the document shall be stored by our third party software provider and may be available to your landlord/ agent and other signatories of the same document. Ics-southeast may contact you via the e-mail address provided for the purpose of matters relating to the inventory report. Such as to re-request signature or to inform of amendments to a report.

Personal data may be collected via a range of communication channels such as in person, by telephone, by post, by txt, by e-mail, via our website.

We will not pass details of your name, postal, e-mail address or other personal details to third parties without your consent. In the event ics-southeast is under duty to disclose information to third parties, under the Data Protection Act 1998, these third parties must keep the information secure

 

PERSONAL INFORMATION OF OTHERS

 Before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with the terms of this privacy policy.

 

DOWNLOADS AND MEDIA

 Any downloadable documents, files, images, video files etc. on our website or reports are provided to you at your own risk. We take all reasonable precautions to ensure that such files are free of viruses, but we recommend that you use anti-virus software as a precaution. We accept no responsibility for downloads and media provided by external third-party website.

 

By disclosing your personal information and using our web site, you consent to collection, storage and processing of your personal information. If we decide to change our security and privacy policy then we will update this page to reflect any changes in the UK's Data Protection legislation. Information about the Data Protection Act 1998 is also available on the Data Protection Commissioner's Web site at www.dataprotection.gov.uk. Use of this Web site is subject to our Terms and Conditions.

ics-southeast will disclose personal information where required by law or legal process, for the administration of justice, to protect your vital interest, for investigations by law enforcement or regulatory bodies, to protect and defend ics-southeast’s’ property and legal rights, to protect the personal safety of our website users, or by order of a valid injunction from a court or law enforcement agency

Where required we may share limited personal information you provide when you register with us or enter in to a transaction with us, as necessary and only for the purposes and on the lawful grounds described above with various third parties who process your personal information on our behalf (Data Processors) our accountants, HMRC, Natwest Banking Group Plc, Quick Books and other back office business tools.