Privacy Policy

Last Updated: May 2026

Introduction

Modex Inventory ("we," "us," "our," or "Company") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website https://www.modexinventory.co.uk and use our services.

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our website or services.

1. Information We Collect

A. Information You Provide

We collect information you provide directly to us, including:

• Contact Information: Name, email address, phone number, and postal address
• Property Information: Details about the property to be inspected, including address, property type, and specific requirements
• Booking Information: Preferred dates and times for inspections, service type selection
• Payment Information: Payment details (processed securely by our payment provider)
• Communication Data: Messages, enquiries, and feedback you send us

B. Automatically Collected Information

We automatically collect certain information when you visit our website:

• Technical Data: IP address, browser type, device type, and operating system
• Usage Data: Pages visited, links clicked, time spent on site, and referring/exit pages
• Cookies: We use cookies and similar tracking technologies to enhance user experience
• Location Data: Approximate geographical location based on IP address (not precise)

C. Information from Third Parties

We may receive information about you from third parties, including payment providers, analytics partners, and referring websites.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve our property inspection services
• Booking Management: To schedule and manage your inspections and send related communications
• Customer Support: To respond to your enquiries and provide customer service
• Report Generation: To prepare and deliver inspection reports and documentation
• Payment Processing: To process payments and manage billing
• Legal Compliance: To comply with legal obligations and regulatory requirements
• Marketing: To send promotional materials (with your consent)
• Quality Improvement: To analyze usage patterns and improve our services

3. Data Protection & Security

We implement appropriate technical, administrative, and physical safeguards to protect your personal data against unauthorized access, alteration, disclosure, or destruction. Our security measures include:

• Secure HTTPS encryption for all data transmissions
• Password-protected access to personal data
• Regular security audits and vulnerability assessments
• Employee training on data protection and confidentiality
• Restricted access to personal data on a need-to-know basis

However, no method of transmission over the Internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

4. Data Sharing & Disclosure

We may share your information in the following circumstances:

• Service Providers: With third parties who assist in delivering our services (payment processors, cloud storage providers)
• Legal Requirements: When required by law, court order, or government agency
• Business Partners: With your consent, to relevant property managers or letting agents as per service requirements
• Protection of Rights: To protect our legal rights, privacy, and safety

5. Your Rights (GDPR)

Under the UK General Data Protection Regulation (GDPR) and Data Protection Act 2018, you have the following rights:

• Right of Access: You can request access to the personal data we hold about you
• Right to Rectification: You can request correction of inaccurate or incomplete data
• Right to Erasure: You can request deletion of your personal data (subject to legal requirements)
• Right to Restrict Processing: You can request limitation on how we use your data
• Right to Data Portability: You can request your data in a structured format
• Right to Object: You can object to certain types of processing
• Right to Withdraw Consent: You can withdraw consent for processing at any time

6. Data Retention

We retain your personal data for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce agreements. Typically, we retain:

• Booking & Service Data: For the duration of service provision plus 3 years (for legal/tax purposes)
• Communication Records: For 2 years or as required by law
• Website Usage Data: For up to 13 months

7. Cookies Policy

Our website uses cookies to enhance your experience. Cookies are small text files stored on your device. We use:

• Essential Cookies: Required for website functionality
• Analytics Cookies: To understand how you use our site (Google Analytics)
• Marketing Cookies: To personalize content and improve marketing effectiveness

You can control cookie settings through your browser. Disabling cookies may affect website functionality.

8. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for their privacy practices. Please review their privacy policies before providing any personal information.

9. Booking Cancellation Policy & Fees

We understand that circumstances change. To protect both our team and clients from spam bookings and last-minute cancellations, we have implemented the following cancellation policy:

Cancellation Grace Period (60 Minutes)

NO CANCELLATION FEE - If you cancel your booking within 60 minutes of your appointment booking time, no cancellation fee will be charged. You will receive a full refund of your booking payment.

Late Cancellation Fee (After 60 Minutes)

30 GBP FLAT CANCELLATION FEE PER SERVICE APPLIES - If you cancel your booking after the 60-minute grace period (i.e., 60 minutes or less before your scheduled appointment), a flat fee of £30 per service will be charged. For example, if your booking includes 2 services, a £60 cancellation fee will apply. For 3 services, £90 will be charged, and so on.

How Cancellation Works

• Request Cancellation: Contact us via email at info@modexinventory.co.uk or call +44 7352 458394 to cancel your booking
• Fee Calculation: Our team will automatically calculate whether you are within the 60-minute grace period and the applicable fee based on the number of services
• Confirmation Email: You will receive a confirmation email detailing your cancellation and any applicable fees
• Payment Processing: If a cancellation fee applies, we will send you a separate invoice with payment instructions

Important Notes

• The 60-minute grace period is calculated from the time of your scheduled appointment
• Cancellation requests must be received directly from the client or authorized representative
• No-shows (failure to appear for a scheduled appointment) may be treated as a cancelled booking with applicable fees
• Repeated cancellations may result in restrictions on future bookings to prevent spam bookings
• All cancellation calculations are performed by our team with transparency and fairness in mind

10. Contact Us

If you have questions about this Privacy Policy, your data, or wish to exercise your rights, please contact us:

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of significant changes by updating the "Last Updated" date at the top of this page. Your continued use of the website following notice of such changes constitutes your acceptance of the updated Privacy Policy.