Terms of service
These terms govern your use of the EstateHQ platform. By creating an account you agree to these terms. Please read them carefully.
Last updated: May 2026 · Governing law: England and Wales
Disclaimer: This document is provided for informational purposes. We recommend seeking independent legal advice to ensure your compliance with applicable laws.
1. Definitions
2. Acceptance of terms
By creating an account, accessing, or using the Platform, you confirm that you have read, understood, and agree to be bound by these Terms of Service and our Privacy Policy.
If you are accepting these terms on behalf of an organisation (such as an estate agency), you represent that you have the authority to bind that organisation to these terms.
If you do not agree to these terms, you must not use the Platform.
3. Services
EstateHQ provides a cloud-based SaaS platform designed to assist UK estate agencies with compliance management. Features include:
- AML risk assessment workflow and record-keeping
- OFSI sanctions screening records
- Property certificate tracking and expiry alerts
- Sales and lettings pipeline management
- Staff and branch management
- Compliance reporting and audit trails
The Platform is a tool to support your compliance processes. It does not constitute legal advice and does not guarantee regulatory compliance. You remain solely responsible for ensuring that your agency meets all applicable legal and regulatory obligations.
4. Accounts & security
You are responsible for maintaining the security of your account credentials. You must:
- Keep your password confidential and not share it with others
- Notify us immediately if you suspect unauthorised access to your account
- Ensure all Users comply with these terms
- Not create accounts on behalf of others without their authorisation
We are not liable for any loss or damage arising from your failure to maintain account security.
5. Free trial
We offer a 14-day free trial. No credit card is required to start a trial.
- All features are available during the trial period
- At the end of the trial, your account will become read-only unless you subscribe
- Your data is retained for 90 days after trial expiry, after which it may be deleted
- We reserve the right to modify or discontinue free trial offers at any time
6. Subscriptions & payment
Paid subscriptions are processed via Stripe. By subscribing, you authorise us to charge your payment method on a recurring basis.
- Subscriptions auto-renew at the end of each billing period (monthly or annual) unless cancelled
- You may cancel your subscription at any time; cancellation takes effect at the end of the current billing period
- No refunds are provided for partial billing periods, unless required by law
- We may change pricing with at least 30 days' notice; continued use after the notice period constitutes acceptance
- All prices are exclusive of VAT unless otherwise stated
If a payment fails, we will attempt to collect payment again. Continued failure may result in suspension of your account.
7. Acceptable use
You must not use the Platform to:
- Violate any applicable law or regulation
- Upload or transmit unlawful, harmful, or fraudulent content
- Attempt to gain unauthorised access to any part of the Platform
- Conduct automated scraping, crawling, or data extraction
- Interfere with the Platform's performance or availability
- Reverse-engineer, decompile, or disassemble any part of the Platform
- Resell, sublicense, or otherwise commercialise the Platform without our written consent
8. Intellectual property
EstateHQ owns the Platform. All rights, title, and interest in and to the Platform — including software, design, trademarks, and content created by us — remain the exclusive property of EstateHQ. We grant you a limited, non-exclusive, non-transferable licence to use the Platform during your subscription.
You own your data.All Content you enter into the Platform remains your property. You grant us a limited licence to process that Content solely to provide the services described in these terms. We do not claim any ownership over your agency's data, client records, or compliance documentation.
9. Data processing
Where you enter personal data about third parties (such as landlord clients) into the Platform, you act as a data controller and we act as a data processor under UK GDPR.
You are responsible for ensuring you have a lawful basis for entering that data into the Platform and for complying with your own data protection obligations to those third parties.
We process personal data in accordance with our Privacy Policy and Data Processing Agreement. By accepting these terms, you also accept the data processing arrangements described in those documents.
10. Limitation of liability
To the maximum extent permitted by applicable law:
- The Platform is provided "as is" without warranty of any kind, express or implied
- We do not warrant that the Platform will be uninterrupted, error-free, or free of viruses or harmful components
- Our total liability to you in connection with these terms shall not exceed the total fees paid by you in the 12 months preceding the claim
- We are not liable for any indirect, incidental, special, consequential, or punitive damages
- We are not liable for any regulatory penalties, fines, or sanctions that your agency receives, regardless of your use of the Platform
Nothing in these terms excludes or limits our liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by law.
11. Service levels
We aim to provide a reliable, high-availability platform. The following service level commitments apply to paid subscriptions:
- Target uptime: 99.5% monthly, measured on a rolling 30-day basis (excluding planned maintenance)
- Planned maintenance: where possible, we will give at least 24 hours' advance notice and schedule work outside UK business hours (09:00–18:00 Monday–Friday)
- Incident response: we aim to acknowledge reported incidents within 2 business hours and provide a status update within 4 business hours
- Data backups: your data is backed up at least once every 24 hours and retained for a minimum of 30 days
Exclusions. Uptime commitments do not apply to downtime caused by: (a) your systems, network, or third-party services outside our control; (b) force majeure events; (c) third-party dependencies including Supabase, Vercel, Stripe, or Resend outages; or (d) actions taken by you or your Users that cause service disruption.
Service credits. If we fail to meet the 99.5% monthly uptime target (excluding excluded periods), you may request a service credit equal to one day of subscription fees for each hour of excess downtime, up to a maximum of 15 days of fees per calendar month. Service credits must be requested within 30 days of the incident and are applied to future invoices only.
Platform status and incident history are published at estate-hq.co.uk/status.
12. Termination
Either party may terminate the agreement at any time:
- You may cancel your subscription at any time via the billing settings in your dashboard
- We may suspend or terminate your account immediately if you breach these terms, or with 30 days' notice for any other reason
- Upon termination, your access to the Platform will cease at the end of the current billing period (or immediately in the case of breach)
- Your data will be retained for 90 days after termination, during which you may request an export, after which it will be permanently deleted
13. Governing law
These terms are governed by and construed in accordance with the laws of England and Wales.
Any dispute arising out of or in connection with these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
If any provision of these terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.
14. Contact
If you have any questions about these terms, please contact us:
EstateHQ
Email: hello@estatehq.co.uk
Company registration number: 17209704
Registered in England and Wales