Tenancy Portal — Terms of Service

1. The Service

Tenancy Portal is a software-as-a-service tenancy management platform designed for landlords, letting agents, and property managers to manage tenants, properties, payments, and tenancy documentation. We grant you a non-exclusive, non-transferable, revocable right to access and use the Service in accordance with these Terms and your subscription plan.

2. Account registration

• You must provide accurate and complete information when creating an account.
• You are responsible for maintaining the confidentiality of your login credentials.
• You must notify us immediately of any unauthorised access or suspected breach.
• You are responsible for all activity occurring under your account.

3. Subscription, fees, and payment

• Subscription fees are as set out on our website or in the Order Form agreed between us.
• Fees are payable in advance, monthly or annually as selected, and are non-refundable except where required by law.
• All fees are exclusive of VAT, which will be added at the prevailing rate.
• We may change fees on 30 days' written notice; price changes take effect at the next renewal.
• Failure to pay may result in suspension or termination of the Service after 14 days' notice.

4. Acceptable use

You agree not to:

• Use the Service in violation of any applicable law or regulation.
• Upload, transmit, or store content that is unlawful, defamatory, infringing, or harmful.
• Attempt to gain unauthorised access to the Service or its underlying systems.
• Reverse engineer, decompile, or attempt to derive source code from the Service.
• Use the Service to send unsolicited commercial communications (spam).
• Resell, sublicense, or otherwise commercialise access to the Service without our written consent.
• Introduce viruses, malware, or any other malicious code.

Our full Acceptable Use Policy applies and is incorporated by reference.

5. Your data

You retain all rights, title, and interest in any data, content, or information you upload to the Service ("Customer Data"). You grant us a limited licence to host, store, and process Customer Data solely to provide the Service.

Where Customer Data contains personal data, our Data Processing Agreement ("DPA") forms part of these Terms and governs that processing. You confirm you have all necessary lawful bases and consents to upload such personal data and that doing so does not breach any law or third-party rights.

6. Intellectual property

The Service, including its software, design, branding, and documentation, is owned by P3 Technologies Ltd and is protected by copyright, trademark, and other intellectual property laws. These Terms do not grant you any rights in our intellectual property other than the limited right to use the Service as described.

7. Confidentiality

Each party agrees to keep confidential any non-public information disclosed by the other in connection with the Service, and to use such information only for the purposes of these Terms. This obligation survives termination for 3 years.

8. Service availability and support

• We will use reasonable endeavours to make the Service available 99.5% of the time, excluding scheduled maintenance and events outside our control.
• Where an Order Form or SLA specifies different availability or support levels, those terms prevail for that subscription.
• Support is provided by email during UK business hours (Monday to Friday, 9am–5pm UK time, excluding public holidays).

9. Suspension and termination

• Either party may terminate by giving 30 days' written notice (subject to any minimum term in your Order Form).
• We may suspend or terminate immediately if you breach these Terms, fail to pay, or use the Service in a way that risks harm to us or other users.
• On termination, you will lose access to the Service. We will make Customer Data available for export for 30 days after termination, after which we will delete it (subject to legal retention obligations).

10. Limitation of liability

Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be limited by law.

Subject to that:

• Neither party is liable for indirect, consequential, or special losses, loss of profit, loss of revenue, loss of business, loss of goodwill, or loss of data (other than Customer Data we have failed to maintain in accordance with these Terms).
• Each party's total aggregate liability arising out of or in connection with these Terms is limited to the fees paid by you to us in the 12 months immediately preceding the event giving rise to the claim.

11. Warranties

We warrant that we will provide the Service with reasonable skill and care. Except as expressly stated in these Terms, the Service is provided "as is" and we exclude all other warranties, conditions, and representations to the maximum extent permitted by law.

12. Indemnity

You will indemnify us against all losses, damages, and reasonable costs arising from (a) your breach of these Terms, (b) your unlawful use of the Service, or (c) any claim that Customer Data infringes a third party's rights.

13. Force majeure

Neither party is liable for failure or delay in performance caused by events outside its reasonable control, including failures of internet infrastructure, governmental action, war, civil unrest, fire, flood, pandemic, or industrial action.

14. Changes to the Terms

We may update these Terms from time to time. Material changes will be notified to you by email at least 30 days before they take effect. Continued use of the Service after that date constitutes acceptance.

15. Governing law and jurisdiction

These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with these Terms.

16. General

• These Terms, together with the Order Form, DPA, Privacy Policy, Cookie Policy, and Acceptable Use Policy, constitute the entire agreement between us.
• No waiver is effective unless in writing.
• If any provision is held unenforceable, the remainder continues in full force.
• Nothing in these Terms creates a partnership, agency, or employment relationship.
• A person who is not a party to these Terms has no right to enforce them under the Contracts (Rights of Third Parties) Act 1999.

17. Contact

Questions about these Terms: hello@tenancy-portal.co.uk