Last updated: 11 September 2026
These terms form the agreement between QR-Inventory Ltd ("QR-Inventory", "we", "us") and the organisation subscribing to the service ("you", "your"). By creating an account or using the service you accept them. If you are agreeing on behalf of an organisation, you confirm you are authorised to do so.
1. Who you are contracting with
The service is provided by QR-Inventory Ltd, a company registered in England and Wales. Our registered office is QR Inventory. Our full registration details are available on request from info@qr-inventory.com.
2. What the service is
QR-Inventory is a subscription service for recording assets and the compliance evidence attached to them: an asset register, QR-coded identification, check-in and check-out records, inspection schedules, certificates, photographs and an append-only audit trail. We provide it as a hosted service accessed through the web application and the mobile scanner.
We may add, change or withdraw individual features as the product develops. We will not remove a capability you are actively relying on without telling you first, and we will not degrade the integrity of records you have already created.
3. Your account and your users
You are responsible for the accounts you create, the roles and permissions you assign, and the actions taken under those accounts. Keep credentials secure and tell us promptly if you believe an account has been compromised. You must not share a single named account between people: the audit trail is only worth something if each entry belongs to an identifiable person.
You are responsible for making sure that anyone you invite into your account is entitled to see the records in it.
4. Acceptable use
You agree not to use the service to store unlawful content, to attempt to gain access to another organisation's data, to probe or load-test the service without our written agreement, to resell access without a written arrangement, or to reverse engineer the service. Automated access is welcome through our documented interfaces and not by scraping the web application.
5. Subscriptions, pricing and payment
Our published plans are Starter at £49 per month billed annually (£59 billed monthly) and Business at £199 per month billed annually (£239 billed monthly). Enterprise and bespoke arrangements are quoted individually. All prices exclude VAT, which is charged where applicable.
Annual plans are paid for the year in advance. Monthly plans renew each month until cancelled. Where a plan includes usage limits, we will tell you before you exceed them rather than billing you by surprise.
We may change our prices, but not during a term you have already paid for. If we change the price of your plan we will give you notice before your next renewal so you can decide whether to continue.
6. Cancellation and what happens to your data
You can cancel at any time. Cancellation takes effect at the end of the term you have paid for; we do not refund the unused part of a term unless we have failed to provide the service.
You can export your records in full at any time, during the subscription and at the end of it. This matters more than usual for a compliance record: leaving must never mean losing your evidence. On request we will delete your data, and we will confirm when that is done. If you simply stop paying we will retain the data for a reasonable period so you can recover it before it is removed.
7. Your data stays yours
You own the data you put into QR-Inventory. We claim no ownership of your asset records, photographs, certificates or audit history, and we do not sell, rent or share them. We process them to provide the service to you and for no other purpose. Our Privacy Policy explains how personal data is handled.
Where we process personal data on your behalf you are the controller and we are the processor. We will enter into a data processing agreement on request; see our legal and procurement documents.
8. Availability and support
We aim to keep the service available at all times, and we monitor it continuously. We carry out planned maintenance outside normal UK working hours wherever we can, and we tell you in advance when it is likely to be noticeable.
Support is provided by email. If you need a contractual availability commitment, defined incident severities, response targets or service credits, we issue a Service Level Agreement on request — these terms alone do not create one.
9. Security
We take appropriate technical and organisational measures to protect your data, including encryption, role-based access control and an append-only audit trail that cannot be quietly rewritten. No service is immune from risk, and we do not claim otherwise. If a breach affects your data we will tell you promptly and tell you what we know.
10. Liability
QR-Inventory records and evidences your compliance activity. It does not perform your inspections, and it does not make you compliant. Deciding what must be inspected, how often, and by whom competent to do it remains yours, together with your advisers and your regulator. We are not liable for a regulatory outcome that follows from an inspection not being carried out.
Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited. Subject to that, neither party is liable for indirect or consequential loss, and our total liability in any twelve-month period is limited to the fees you paid us in that period.
We each agree to give the other a fair opportunity to put a problem right before treating it as a breach.
11. Suspension
We may suspend access where there is a genuine security risk, where payment is significantly overdue after we have chased it, or where use of the service is unlawful. We will tell you why, and we will restore access once the cause is resolved. Suspension does not delete your data.
12. Changes to these terms
We may update these terms. Where a change materially affects your rights we will give you reasonable notice before it takes effect, and the date at the top of this page always reflects the current version. Continuing to use the service after a change takes effect means you accept it.
13. Governing law
These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from them.
14. Getting in touch
For anything about these terms, email info@qr-inventory.com or use our contact page. If you are a procurement or information governance team, say so and we will route you to the right documents rather than making you ask twice.