Privacy Policy

Last updated: July 2026

1. Who we are

InventoryTools is trading as InventoryTools (sole trader), United Kingdom.

ICO Registration: Application pending — number will be published here once confirmed.

For all privacy-related enquiries, please contact us at: admin@inventorytools.co.uk

2. What data we collect

Account data: name, email address, company name, job title, phone number, and company address.
Inventory report content: PDF files, Word documents, and audio recordings you upload for conversion. These may contain property addresses and descriptions of property contents.
Usage data: conversion history, credits used, timestamps, and conversion results.
Payment data: processed via Stripe. We do not store your card details.
Technical data: IP address, browser type, device information, and session data.

3. How we use your data

To provide the PDF to Word and Audio to Word conversion services.
To manage your account and company balance.
To process payments and issue invoices.
To send transactional emails (account confirmation, password reset, team invites).
To maintain platform security and prevent abuse.
To comply with our legal obligations.

We do not use your inventory report content for any purpose other than performing the conversion you requested. We do not sell your data to third parties.

4. Legal basis for processing

Contract: processing your uploads and running conversions is necessary to deliver the service.
Legitimate interests: security logging, fraud prevention, and platform abuse monitoring.
Legal obligation: retaining transaction records for tax and accounting purposes.

5. Third-party processors

Provider	Purpose	Location
Supabase	Database, authentication, file storage	Ireland (EU)
Vercel	Hosting and serverless compute	USA
OpenAI	AI processing of PDF text and audio transcription	USA
Anthropic	AI processing of PDF content (vision conversion)	USA
Stripe	Payment processing	USA
Trigger.dev	Background job processing for vision conversions	USA
Resend	Transactional email delivery	USA

Data transferred to processors in the USA is covered by Standard Contractual Clauses or equivalent mechanisms under UK GDPR.

6. Data retention

Conversion records and uploaded files: retained for the lifetime of your account.
Transaction records: retained for 7 years to meet UK tax obligations.
Account deletion: your profile, conversions, and uploaded files are permanently deleted. Transaction records are retained for legal compliance.

7. Your rights

Under UK GDPR you have the right to access, rectify, erase, restrict, object to, and port your personal data. You can delete your account at any time via Account Settings. To exercise any other right, contact admin@inventorytools.co.uk. You may also complain to the ICO at ico.org.uk.

8. Security

We implement appropriate technical and organisational measures including encrypted connections, access controls, database row-level security, and authentication token verification on all sensitive operations.

9. Cookies

We use session cookies for authentication only. We do not use tracking, advertising, or analytics cookies.

10. Contact & changes

For any privacy questions: admin@inventorytools.co.uk

We may update this policy from time to time and will notify registered users of material changes by email.

InventoryTools · admin@inventorytools.co.uk · inventorytools.co.uk