Privacy Policy

Last updated: October 2026

This Privacy Policy describes how Mobile Inventory Program Limited (“miProgram”, “we”, “our”, or “us”) collects, uses, stores, and protects personal information.

We are committed to ensuring that your privacy is protected and that all data is handled in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you agree to the terms of this Privacy Policy.

1. Who We Are

Mobile Inventory Program Limited (“miProgram”) provides a cloud-based property reporting platform, including a mobile application and online dashboard, for creating and managing property inventory, check-in, check-out, midterm, and block management reports.

Our registered address is:

  • Mobile Inventory Program Limited
  • Third Floor Suite A3 (3), Chester, CH3 5AN
  • Company Number: 07850282
  • Email: support@miprogram.co.uk

We are the Data Controller for data collected through our website, mobile app, and associated systems.

2. Data We Collect

We may collect the following types of personal and business data:

a. Account & Business Information

  • Name, company name, and contact details (email address, phone number, address).
  • Business type and properties under management.
  • User login details and permissions.

b. Property & Report Data

  • Property addresses, descriptions, and photos.
  • Tenant names, emails, and phone numbers.
  • Inventory and inspection report data entered through the app or dashboard.

c. Payment & Billing Information

  • Billing contact details.
  • Payment records and invoice history (processed via secure third-party payment processors).

d. Technical Data

  • IP address, browser type, and device information.
  • Log data such as time of access, app version, and actions taken within the system.

3. How We Use Your Data

We process your data to:

  • Provide, operate, and maintain the miProgram service.
  • Create and manage your account.
  • Process billing and subscription payments.
  • Communicate with you about updates, maintenance, or support.
  • Improve and develop our products and services.
  • Comply with legal obligations.

4. Data Sharing and Sister Companies

a. Sharing Between Sister Companies

We may share certain business and customer data between Mobile Inventory Program Limited and our sister company Mobile Inventory Services Limited (miServices) where necessary to deliver our services effectively.

This may include:

  • Shared client contact details for support or account management.
  • Shared technical information to resolve software issues affecting miServices users.
  • Cross-company coordination for billing or client onboarding when the customer engages with both entities.

Data shared between the two companies is handled securely and only accessed by authorised personnel who require it for legitimate business purposes. Both entities operate under the same privacy and data protection standards outlined in this policy.

b. Third-Party Providers

We may also share limited data with third-party providers that help us operate our business, such as:

  • Hosting and Infrastructure: Amazon Web Services (AWS).
  • CRM and Communication Tools: Wix, Google Workspace, and PandaDoc.
  • Accounting and Payments: QuickBooks, Stripe, or other secure processors.
  • Developers and IT partners: For system maintenance and technical support.
  • AI Tools: Anthropic PBC (Claude), only when you choose to use AI Analysis or Deposit Assessment. See Section 5.

All third parties are bound by strict confidentiality and data protection agreements.

We do not sell or rent personal data to any third parties.

5. AI Tools (Optional)

The miProgram app and web dashboard include optional AI Tools. They are off unless you choose to use them, and all use is billed to the client company under its contract with us. There are no purchases made within the app.

a. AI Photo Analysis

AI Analysis is available for inventory reports only. It is not used for check-in, check-out or mid-term reports. It is off unless you choose “Use AI Analysis” for a specific inventory, and you can switch it off for all new inventories in the app under Account > AI Analysis.

When you choose AI Analysis, the photographs taken for that inventory, together with the room and item each photograph relates to, are sent through miProgram’s servers to Anthropic PBC, the provider of the Claude AI models, which acts as our sub-processor. The AI returns suggested item descriptions, conditions and colours. Every suggestion is shown to the user for review, and nothing is added to the report until the user accepts it.

b. AI Deposit Assessment

Deposit Assessment compares a check-in report with the matching check-out report and suggests deductions. It runs only when you choose to run it for a specific tenancy. When you do, the photographs, descriptions and condition notes from those two reports are sent through miProgram’s servers to Anthropic PBC in the same way as above. The AI returns a suggested assessment, which the user reviews and may amend or discard. No deduction is proposed to a tenant or deposit scheme unless the user chooses to use it.

c. How your data is handled

  • Why: solely to generate the suggestions for that inventory or that deposit assessment.
  • Anthropic’s role: Anthropic processes the photographs and report data only to return the analysis to us. It does not use them to train its models and is bound by a data processing agreement with us.
  • Retention: the photographs and report data are the same data stored in your reports and are kept under the retention rules in Section 6. Suggestions you accept become part of the report or assessment; suggestions you reject are not kept.
  • Tenant data: a check-in or check-out report may include a tenant’s name or signature. Where it does, that information is sent as part of the report data. We act as your data processor for this, and you remain responsible for telling tenants how their data is used.

6. Data Retention

We retain personal and business data only for as long as necessary to fulfil the purposes outlined in this policy, or as required by law.

  • Subscription Accounts: Data is stored while your subscription remains active. Upon cancellation, data is retained for 30 days before deletion.
  • Non-Payment: Accounts inactive or unpaid for 90 days will be terminated, and all data permanently deleted.
  • Legacy Pay-Per-Document Accounts: Reports are stored for 12 months from creation unless renewed.
  • AI Tools: Photographs and report data sent to the AI Tools are retained with the reports they belong to, under the rules above. Rejected AI suggestions are not kept.

You are responsible for exporting or backing up your data before cancellation or deletion.

7. Data Security

We take data security seriously and use appropriate technical and organisational measures to protect your information, including:

  • Secure hosting via Amazon Web Services (AWS) in UK/EU data centres.
  • Encrypted data transmission (HTTPS / SSL).
  • Access restricted to authorised users and staff only.
  • Regular monitoring and backups.

While we take all reasonable precautions, no system can be completely secure. You are responsible for maintaining the confidentiality of your login credentials.

8. Data Transfers

Your data may be stored or processed on servers located in the United Kingdom or other countries within the European Economic Area (EEA).

If data is transferred outside the UK/EEA, we ensure it is protected by appropriate safeguards, such as UK-approved Standard Contractual Clauses.

Where the AI Tools are used, the photographs and report data involved are processed by Anthropic PBC, which may involve a transfer to the United States. That transfer is protected by our data processing agreement with Anthropic, including the UK International Data Transfer Addendum to the Standard Contractual Clauses.

9. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you.
  • Request correction or deletion of your data.
  • Withdraw consent (where applicable).
  • Object to processing for marketing or legitimate interest purposes.
  • Request data portability.

Requests can be made by email to: privacy@miprogram.co.uk

We will respond to all valid requests within 30 days.

10. Cookies and Tracking

Our website and dashboard may use cookies and similar technologies to:

  • Remember login sessions.
  • Analyse usage to improve performance.
  • Store user preferences.

You can control cookie preferences via your browser settings.

11. Marketing and Communications

We may contact you by email or phone with updates about our services, new features, or offers.

You can opt out of marketing communications at any time by clicking the unsubscribe link or contacting us directly.

We will never send marketing communications to tenants or individuals unrelated to the business relationship.

12. Data Protection Officer

While miProgram does not currently appoint a formal Data Protection Officer, responsibility for data protection compliance rests with the company directors of Mobile Inventory Program Limited.

For any privacy-related queries, please contact: privacy@miprogram.co.uk

13. Updates to This Policy

We may update this Privacy Policy from time to time. The most current version will always be available on our website.

Where changes are material, we will notify clients by email before they take effect.

14. Contact Us

If you have any questions, requests, or complaints about this policy or our data practices, you can contact us at:

  • Mobile Inventory Program Limited
  • Email: support@miprogram.co.uk
  • Registered address: Third Floor Suite A3 (3), Chester, CH3 5AN

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk

By using miProgram, you acknowledge that you have read and understood this Privacy Policy and consent to the collection and use of your data as described.