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Terms of Service

Last updated: February 2025

1. Acceptance of Terms

By accessing or using HouseFile ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not use the Service. These Terms constitute a legally binding agreement between you and HouseFile.

We reserve the right to update these Terms at any time. Continued use of the Service after changes constitutes acceptance of the modified Terms.

2. Description of Service

HouseFile is a property management platform designed to help landlords in the United Kingdom:

  • Store and organise property documents (EPCs, gas safety certificates, tenancy agreements, etc.)
  • Share documents with tenants via secure links or QR codes
  • Track tenant acknowledgment of documents for compliance purposes
  • Generate compliance reports as proof of document delivery
  • Receive reminders for certificate expiry dates

The Service is provided on an "as is" and "as available" basis. We may modify, suspend, or discontinue any part of the Service at any time.

3. User Accounts

To use the Service, you must create an account and provide accurate, complete information. You are responsible for:

  • Maintaining the confidentiality of your account credentials
  • All activities that occur under your account
  • Notifying us immediately of any unauthorised use of your account
  • Ensuring your account information remains accurate and up-to-date

You must be at least 18 years old to create an account. By creating an account, you represent that you are at least 18 years of age.

4. Subscriptions and Payments

HouseFile offers subscription plans with different features and property limits. By subscribing to a paid plan, you agree to the following:

  • Billing: Subscriptions are billed in advance on a monthly or annual basis, depending on your chosen plan
  • Auto-renewal: Subscriptions automatically renew at the end of each billing period unless cancelled
  • Price changes: We may change subscription prices with 30 days' notice. Price changes take effect at the next billing cycle
  • Refunds: Subscriptions are non-refundable except where required by law. You may cancel at any time and continue using the Service until the end of your billing period
  • Free trial: If offered, free trials convert to paid subscriptions unless cancelled before the trial ends

Payment processing is handled by Stripe. By providing payment information, you authorise us to charge your payment method for the applicable subscription fees.

5. User Responsibilities

When using the Service, you agree to:

  • Use the Service only for lawful purposes related to property management
  • Upload only documents you have the legal right to store and share
  • Not upload malicious content, viruses, or harmful files
  • Not attempt to gain unauthorised access to any part of the Service
  • Not use the Service to harass, abuse, or harm others
  • Comply with all applicable laws and regulations, including landlord obligations under UK law

Important: While HouseFile helps you organise and share compliance documents, it is your responsibility as a landlord to ensure you meet all legal requirements. HouseFile does not provide legal advice and is not a substitute for professional legal counsel.

6. Document Storage and Sharing

You retain ownership of all documents you upload to HouseFile. By uploading documents, you grant us a limited licence to store, process, and display your documents as necessary to provide the Service.

When you create a tenant link to share documents:

  • You are responsible for sharing links only with intended recipients
  • Tenant acknowledgments are recorded for your compliance records
  • You control when links expire and can revoke access at any time
  • We do not verify the identity of persons accessing tenant links

7. Intellectual Property

The Service, including its design, features, and content (excluding user-uploaded documents), is owned by HouseFile and protected by intellectual property laws. You may not:

  • Copy, modify, or distribute any part of the Service
  • Reverse engineer or attempt to extract the source code
  • Use our trademarks or branding without permission
  • Create derivative works based on the Service

8. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED. WE DO NOT WARRANT THAT:

  • The Service will be uninterrupted, error-free, or secure
  • Any defects will be corrected
  • The Service will meet your specific requirements
  • Using the Service will ensure legal compliance as a landlord

HouseFile is a document management tool, not a legal service. We do not guarantee that using the Service will protect you from legal claims or ensure compliance with landlord regulations. Always seek professional legal advice for compliance matters.

9. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, HOUSEFILE SHALL NOT BE LIABLE FOR:

  • Any indirect, incidental, special, consequential, or punitive damages
  • Loss of profits, data, use, or goodwill
  • Any damages arising from your use or inability to use the Service
  • Any legal claims against you as a landlord

Our total liability for any claims arising from the Service shall not exceed the amount you paid us in the 12 months preceding the claim. Some jurisdictions do not allow limitation of liability, so these limitations may not apply to you.

10. Indemnification

You agree to indemnify and hold harmless HouseFile, its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including legal fees) arising from:

  • Your use of the Service
  • Your violation of these Terms
  • Your violation of any third-party rights
  • Documents you upload or share through the Service

11. Termination

We may suspend or terminate your account at any time if you violate these Terms or for any other reason at our discretion. Upon termination:

  • Your right to access the Service ends immediately
  • We may delete your data after a reasonable period (typically 30 days)
  • You may request a copy of your data before deletion
  • Provisions that by their nature should survive termination will remain in effect

You may terminate your account at any time by contacting us or using the account deletion feature (when available).

12. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes arising from these Terms or your use of the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect. The unenforceable provision will be modified to the minimum extent necessary to make it enforceable.

14. Contact Us

If you have any questions about these Terms of Service, please contact us:

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