Terms of service

1. Who we are

SimpleFreeholder is operated by SimpleFreeholder Ltd, a company registered in England and Wales (company number [TO CONFIRM], registered office [TO CONFIRM]). In these terms “we”, “us”, and “SimpleFreeholder” mean SimpleFreeholder Ltd; “you” means the organisation that has signed up and each user it invites.

2. These terms

By creating an account or using the service you agree to these terms. If you are accepting them on behalf of a resident management company (RMC) or other organisation, you confirm you are authorised to bind that organisation. If you do not agree, do not use the service.

3. What the service is

SimpleFreeholder is bookkeeping and leaseholder-portal software for small resident management companies. It helps an RMC record service charges, issue invoices, track payments and expenses, and produce year-end paperwork.

It is a tool, not a professional service. SimpleFreeholder is not an accountant, auditor, bank, payment processor, or provider of legal advice. It does not move money. You remain responsible for the accuracy of your accounts and for obtaining professional advice where you need it.

4. Accounts and eligibility

You must be at least 18 and provide accurate account information. Each person uses their own sign-in; accounts must not be shared. You are responsible for activity carried out under your account and for keeping your sign-in credentials secure. Tell us promptly if you believe an account has been compromised.

5. Your responsibilities

• You are responsible for the accuracy and completeness of the data you enter — leaseholders, charges, payments, expenses, and year-end figures.
• You are responsible for administering your building in line with the relevant UK legislation, including the Landlord and Tenant Act 1985 and the Commonhold and Leasehold Reform Act 2002.
• You must have a lawful basis to enter other people's personal data (for example leaseholder contact details) into the service — see clause 8.
• You must keep at least one active administrator on each organisation so the account remains manageable.

6. Acceptable use

You must not:

• use the service unlawfully, or to store unlawful or infringing content;
• attempt to gain unauthorised access to the service, other customers' data, or the underlying infrastructure;
• probe, scan, or load-test the service without our written consent; or
• resell or provide the service to a third party except as it is intended to be used by the RMC and its invited users.

7. Fees

Subscription pricing, billing frequency, payment terms, and any free-tier or beta arrangement are [TO CONFIRM]. Where fees apply, they will be set out at sign-up or in a separate order, and these terms will be read together with them.

8. Data protection

For the building and financial data an RMC enters, the RMC is the data controller and SimpleFreeholder is its processor. That relationship is governed by our Data Processing Agreement, which forms part of these terms. How we handle personal data generally — including data we control, such as account records — is described in our privacy notice.

9. Availability and support

We aim to keep the service available and to support it during normal UK business hours, but during the current phase we do not commit to a specific uptime level or support response time [TO CONFIRM]. We may carry out maintenance, occasionally with little notice where it is needed for security.

10. Intellectual property

The service, its software, and its branding belong to SimpleFreeholder Ltd. The data you enter belongs to you; you grant us only the limited licence needed to host and process it so we can provide the service.

11. Disclaimers

The service is provided “as is”. To the extent the law allows, we exclude implied warranties and do not warrant that the service will be uninterrupted or error-free, or that calculations will meet every regulatory requirement applicable to your building. Nothing in these terms excludes liability that cannot be excluded by law.

12. Limitation of liability

To the extent permitted by law, we are not liable for loss of profit, loss of business, or indirect or consequential loss. Our total liability arising out of or in connection with the service is capped at [TO CONFIRM — e.g. the fees paid in the preceding 12 months]. We do not exclude liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded.

13. Suspension and termination

You may stop using the service at any time. We may suspend or terminate access if you materially breach these terms, if required for security, or on reasonable notice if we discontinue the service. On termination you may export your data for a reasonable period; after that, data is deleted in line with our retention policy, subject to records we are legally required to keep.

14. Changes

We may change the service and these terms. We will publish the updated terms here and give organisation administrators reasonable notice of material changes [TO CONFIRM: notice period]. Continuing to use the service after a change takes effect means you accept the updated terms.

15. 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.

16. Contact

Questions about these terms: [TO CONFIRM: support@simplefreeholder.com].