Terms of Service

1. Agreement to Terms

Welcome to Landlord Guard ("we," "our," or "us"). These Terms of Service ("Terms") govern your access to and use of our property management and compliance tracking application, including any related services, features, and content (collectively, the "Service").

By accessing or using our Service, you agree to be bound by these Terms. If you do not agree to these Terms, you may not access or use the Service.

2. Description of Service

Landlord Guard provides a software-as-a-service (SaaS) platform that enables UK landlords and property managers to:

• Manage property portfolios and tenant information
• Track compliance requirements and certifications (Gas Safety, EPC, EICR, HMO licenses, etc.)
• Store and manage documents related to properties and compliance
• Receive automated email reminders for upcoming compliance deadlines
• Monitor compliance status across multiple properties

3. Account Registration and Security

3.1 Account Creation

To use the Service, you must create an account by providing accurate and complete information, including a valid email address and password. You are responsible for maintaining the confidentiality of your account credentials.

3.2 Account Security

You are responsible for all activities that occur under your account. You must notify us immediately of any unauthorized access or security breach. We will not be liable for any loss or damage arising from your failure to protect your account credentials.

3.3 Account Eligibility

You must be at least 18 years old and legally capable of entering into binding contracts to use our Service. By creating an account, you represent and warrant that you meet these requirements.

4. Subscription and Payment Terms

4.1 Subscription Plans

We offer multiple subscription tiers with varying property limits and features. Each subscription includes a 7-day free trial period. Subscription details and pricing are available on our pricing page.

4.2 Payment Processing

All payments are processed securely through Stripe, Inc., a third-party payment processor. By subscribing to our Service, you agree to Stripe's terms of service and privacy policy. We do not store your complete credit card information on our servers.

4.3 Billing Cycle

Subscriptions are billed on a monthly or yearly basis, depending on your chosen plan. After your free trial ends, your payment method will be charged automatically at the start of each billing cycle.

4.4 Free Trial

All new subscriptions include a 7-day free trial. You will not be charged during the trial period. If you cancel before the trial ends, you will not be charged. If you do not cancel, your subscription will automatically convert to a paid subscription at the end of the trial.

4.5 Automatic Renewal

Your subscription will automatically renew at the end of each billing period unless you cancel before the renewal date. You authorize us to charge your payment method for the renewal fee.

4.6 Plan Changes

You may upgrade or downgrade your subscription plan at any time through your account settings. Upgrades take effect immediately with prorated billing. Downgrades may take effect at the end of your current billing period. You cannot downgrade to a plan with fewer properties than you currently have in your account.

4.7 Failed Payments

If a payment fails, your account will be marked as "past due" and you will have limited access to the Service. We will attempt to charge your payment method multiple times. If payment is not received within 30 days, your account and all associated data may be permanently deleted.

4.8 Refund Policy

We do not offer refunds for partial subscription periods. If you cancel your subscription, you will retain access to the Service until the end of your current billing period.

4.9 Price Changes

We reserve the right to change our pricing at any time. Price changes will not affect your current subscription period but will apply to subsequent renewal periods. We will notify you of any price changes at least 30 days in advance.

5. Property Limits

Each subscription tier includes a specific property limit. You may not add more properties than your plan allows. To add additional properties, you must upgrade to a higher-tier subscription. If you attempt to downgrade to a plan with fewer properties than you currently have, the downgrade will be blocked until you delete properties to comply with the new limit.

6. Data Storage and Security

6.1 Data Storage Infrastructure

Your data is stored using Supabase, a third-party database and storage provider. We implement industry-standard security measures to protect your data, including encryption at rest and in transit.

6.2 Document Storage

Documents you upload to the Service are stored securely in cloud storage. We implement access controls to ensure only you can access your documents. We are not responsible for the content of documents you upload, and you are solely responsible for ensuring you have the right to upload and store such documents.

6.3 Data Backup

While we implement regular backup procedures, we recommend that you maintain your own copies of important documents and data. We are not responsible for data loss due to circumstances beyond our reasonable control.

6.4 Storage Limits

We may impose reasonable limits on document storage capacity. We will notify you if you approach any applicable storage limits and provide options for increasing capacity or removing files.

7. Email Communications

7.1 Automated Reminders

Our Service sends automated email reminders for compliance deadlines and other important dates. Email delivery is handled by Resend, a third-party email service provider. While we make reasonable efforts to ensure reliable delivery, we cannot guarantee that all emails will be delivered successfully or on time.

7.2 Transactional Emails

We will send you transactional emails related to your account, including account verification, password resets, payment confirmations, and important service updates. You cannot opt out of these essential communications.

7.3 Email Deliverability

You are responsible for ensuring that your email address is valid and that you can receive emails from our Service. We are not liable for any consequences resulting from missed or undelivered emails due to spam filters, incorrect email addresses, or other email deliverability issues.

7.4 Marketing Communications

We may send you promotional emails about new features, special offers, or other information we think you might find interesting. You may opt out of marketing emails at any time by using the unsubscribe link provided in such emails.

8. User Responsibilities and Acceptable Use

8.1 Compliance Tracking

Our Service is designed to help you track compliance requirements, but it is not a substitute for professional legal or property management advice. You are solely responsible for ensuring that you meet all legal obligations and compliance requirements applicable to your properties. We do not guarantee that our Service covers all compliance requirements or that our reminders will prevent compliance violations.

8.2 Data Accuracy

You are responsible for the accuracy and completeness of all information you enter into the Service. We are not liable for any consequences resulting from inaccurate or incomplete data.

8.3 Prohibited Uses

You agree not to use the Service to:

• Violate any laws or regulations
• Infringe on the intellectual property rights of others
• Upload malicious code, viruses, or other harmful software
• Attempt to gain unauthorized access to our systems or other users' accounts
• Use the Service to send spam or unsolicited communications
• Engage in any activity that interferes with or disrupts the Service
• Resell or redistribute the Service without our written permission
• Use the Service for any illegal or unauthorized purpose
• Store illegal content or content that violates the rights of others

9. Intellectual Property Rights

9.1 Our Rights

The Service, including all software, designs, text, graphics, logos, and other content (excluding your user-generated content), is owned by us and is protected by copyright, trademark, and other intellectual property laws. You may not copy, modify, distribute, or create derivative works based on our Service without our written permission.

9.2 Your Content

You retain all rights to the content you upload to the Service, including property information, documents, and other data. By uploading content, you grant us a limited, non-exclusive license to store, process, and display your content solely for the purpose of providing the Service to you.

9.3 Feedback

If you provide us with feedback, suggestions, or ideas about the Service, you grant us the right to use such feedback without any obligation to compensate you.

10. Cancellation and Termination

10.1 Cancellation by You

You may cancel your subscription at any time through your account settings or by contacting us. Cancellation will take effect at the end of your current billing period, and you will retain access until that date. No refunds will be provided for partial billing periods.

10.2 Termination by Us

We reserve the right to suspend or terminate your account at any time if:

• You violate these Terms
• Your payment fails and remains unpaid for 30 days
• We are required to do so by law
• We discontinue the Service

10.3 Effect of Termination

Upon termination, your access to the Service will cease immediately, and we may delete your account and all associated data after a reasonable period. We recommend exporting your data before canceling your account.

10.4 Automatic Deletion

If your account remains in a "past due" status for 30 consecutive days, your account and all associated data will be permanently deleted. We will make reasonable efforts to notify you before deletion occurs.

11. Disclaimers and Limitation of Liability

11.1 Service Availability

The Service is provided "as is" and "as available" without warranties of any kind, either express or implied. We do not guarantee that the Service will be uninterrupted, error-free, or completely secure.

11.2 No Legal Advice

The Service does not provide legal, tax, or professional advice. Any information provided through the Service is for informational purposes only and should not be relied upon as professional advice. You should consult with qualified professionals regarding your specific circumstances.

11.3 Third-Party Services

We rely on third-party service providers (including Supabase, Stripe, and Resend) to deliver the Service. We are not responsible for any failures, interruptions, or issues caused by these third-party services.

11.4 Limitation of Liability

To the maximum extent permitted by law, we shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, use, or goodwill, arising out of or related to your use of the Service. Our total liability to you for all claims related to the Service shall not exceed the amount you paid us in the 12 months preceding the claim.

11.5 Compliance Responsibility

We are not responsible for any fines, penalties, legal action, or other consequences resulting from your failure to meet compliance requirements, even if you used our Service to track such requirements. The Service is a tool to assist you, but ultimate responsibility for compliance remains with you.

12. Indemnification

You agree to indemnify, defend, and hold harmless Landlord Guard and its officers, directors, employees, and agents from any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to:

• Your use of the Service
• Your violation of these Terms
• Your violation of any rights of another party
• Content you upload to the Service
• Your compliance or non-compliance with applicable laws and regulations

13. Privacy and Data Protection

Your privacy is important to us. Our collection and use of personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference. By using the Service, you consent to our collection and use of personal information as described in the Privacy Policy.

13.1 GDPR and UK Data Protection

We comply with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. You have rights regarding your personal data, including the right to access, correct, delete, and port your data. For more information, please see our Privacy Policy.

13.2 Data Processing

We may process personal data on your behalf when you use the Service to store information about properties and tenants. You are the data controller for such data, and you are responsible for ensuring you have lawful grounds to process and store such data.

14. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by posting the updated Terms on our website and updating the "Last Updated" date. Your continued use of the Service after such changes constitutes your acceptance of the new Terms.

15. Dispute Resolution and Governing Law

15.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of England and Wales, without regard to its conflict of law provisions.

15.2 Dispute Resolution

Any disputes arising out of or related to these Terms or the Service shall be resolved through good faith negotiation. If we cannot resolve the dispute through negotiation, the dispute shall be subject to the exclusive jurisdiction of the courts of England and Wales.

16. General Provisions

16.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and us regarding the Service and supersede all prior agreements and understandings.

16.2 Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

16.3 Waiver

Our failure to enforce any provision of these Terms shall not constitute a waiver of that provision or any other provision.

16.4 Assignment

You may not assign or transfer these Terms or your rights under these Terms without our prior written consent. We may assign these Terms without restriction.

16.5 Force Majeure

We shall not be liable for any failure or delay in performing our obligations under these Terms due to circumstances beyond our reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, labor disputes, or failures of third-party service providers.

17. Contact Information

If you have any questions about these Terms or the Service, please contact us at:

18. Acknowledgment

By using the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.