Terms of Service

1. Acceptance of Terms

By accessing or using LettingShield ("the Service"), operated by VECTISFLOW LIMITED, you agree to be bound by these Terms of Service ("Terms"). If you are using the Service on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

If you do not agree to these Terms, you must not use the Service.

2. Description of Service

LettingShield is a property compliance management platform designed for UK letting agents, landlords, and property managers. The Service provides tools for:

• Tracking compliance certificates (Gas Safety, EPC, EICR, etc.)
• Managing compliance deadlines and automated reminders
• AI-assisted analysis of damp and mould reports (regulatory compliance)
• Property and tenant management
• Reporting and audit trail functionality

3. Account Registration

• You must provide accurate and complete information when creating an account
• You are responsible for maintaining the security of your account credentials
• You must notify us immediately of any unauthorised access to your account
• You must be at least 18 years old to use the Service
• One person or legal entity may maintain only one free account
• You may not share account access with individuals outside your organisation

4. Subscription Plans and Pricing

4.1 Free Tier

• The free tier allows management of up to 3 properties
• Includes 10 AI analysis credits per month
• Some features are restricted to paid plans
• We reserve the right to modify free tier limits with 30 days notice
• Free accounts inactive for 12 months may be deleted with prior notice

4.2 Paid Subscriptions

• Subscription fees are billed in advance on a monthly or annual basis
• Annual subscriptions offer a discount compared to monthly billing
• Prices are displayed in GBP and exclude VAT where applicable
• We reserve the right to modify pricing with 30 days notice
• Price changes will not affect current billing periods

4.3 AI Credit Packs

• Additional AI analysis credits can be purchased as one-time credit packs
• Purchased credits do not expire while your account remains active
• Credits are non-refundable and non-transferable
• Credits are consumed when AI analysis is performed on submitted reports

4.4 Payment Terms

• Payments are processed securely through Stripe
• Failed payments may result in service suspension after a 7-day grace period
• You are responsible for keeping payment methods up to date
• All fees are non-refundable unless otherwise stated or required by law

5. AI-Assisted Features

The Service includes AI-powered features for analysing damp and mould reports. By using these features, you acknowledge and agree that:

• Advisory Only: AI assessments are advisory and should not be relied upon as the sole basis for property management decisions
• Professional Judgement: You should always apply professional judgement and, where appropriate, consult qualified professionals
• No Guarantee: We do not guarantee the accuracy, completeness, or reliability of AI-generated assessments
• Your Responsibility: Final decisions regarding property maintenance, tenant safety, and regulatory compliance remain your responsibility
• Human Review: You may request human review of any AI assessment by contacting our support team

6. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Attempt to gain unauthorised access to the Service or its systems
• Interfere with or disrupt the Service or its infrastructure
• Upload malicious code, viruses, or harmful content
• Resell, redistribute, or sublicense the Service without authorisation
• Use the Service to store or transmit infringing or illegal content
• Circumvent usage limits or abuse free tier provisions
• Use automated scripts to access the Service without our written consent
• Impersonate any person or entity

7. Data and Content

• You retain ownership of all data you upload to the Service
• You grant us a licence to process your data as necessary to provide the Service
• You are responsible for ensuring you have the right to upload any content
• You must not upload content that infringes third-party rights
• We maintain backups but recommend you keep your own copies of important data
• Upon account termination, you may request data export within 30 days

For details on how we handle your data, see our Privacy Policy.

8. Compliance Reminders

While we provide compliance tracking and reminder services, you acknowledge that:

• Your Responsibility: Ultimate responsibility for compliance rests with you
• Not Sole Reliance: Reminders are provided as a convenience and should not be solely relied upon
• Independent Verification: You should verify all compliance information independently
• No Liability: We are not liable for any compliance failures, penalties, or legal consequences
• Email Delivery: We cannot guarantee delivery of email reminders due to factors outside our control

9. Third-Party Integrations

The Service may integrate with third-party services (e.g., Reapit, email providers). Your use of such integrations is subject to:

• The third party's own terms of service and privacy policies
• Any additional terms we specify for the integration
• Availability, which may be affected by third-party service changes

10. Consumer Rights

10.1 Consumer Cancellation Rights

If you are a consumer and purchase a subscription online, you have a statutory 14-day cooling-off period during which you may cancel your subscription without giving any reason. This period begins on the day you subscribe.

To exercise your cancellation right, you must inform us of your decision by a clear statement (e.g., by email to support@lettingshield.com).

If you request that we begin providing services during the cancellation period and then cancel, you may be required to pay for services already provided up to that point.

10.2 Consumer Statutory Rights

Nothing in these Terms affects your rights under the Consumer Rights Act 2015, including:

• The right to services being performed with reasonable care and skill
• The right to information provided being accurate
• The right to a refund or repeat performance if services are not as described
• Protection against unfair contract terms

11. Intellectual Property

• The Service, including its design, features, and content, is owned by VECTISFLOW LIMITED
• You may not copy, modify, or create derivative works of the Service
• LettingShield name and logo are our trademarks
• You may not use our branding without written permission

12. Service Availability and SLA

We strive to maintain high availability but do not guarantee uninterrupted service:

• We target 99.9% uptime for paid plans (excluding scheduled maintenance)
• Scheduled maintenance will be announced with reasonable notice where possible
• Emergency maintenance may occur without prior notice
• We are not liable for downtime caused by factors outside our control
• Service credits may be available for extended outages on Business plans

13. Limitation of Liability

To the maximum extent permitted by law:

• The Service is provided "as is" without warranties of any kind, express or implied
• We do not warrant that the Service will be error-free or uninterrupted
• We shall not be liable for any indirect, incidental, special, consequential, or punitive damages
• Our total liability shall not exceed the amount you paid us in the 12 months preceding the claim
• We are not liable for any compliance failures, regulatory penalties, or legal consequences

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

14. Indemnification

You agree to indemnify and hold harmless VECTISFLOW LIMITED and its officers, directors, employees, and agents from any claims, damages, losses, or expenses arising from:

• Your use of the Service
• Your violation of these Terms
• Your violation of any third-party rights
• Content you upload to the Service

15. Termination

• You may cancel your subscription at any time through your account settings
• Cancellation takes effect at the end of your current billing period
• We may terminate or suspend accounts that violate these Terms
• We may terminate the Service with 90 days notice
• Upon termination, you may request export of your data within 30 days
• Provisions that should survive termination will remain in effect

16. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes by:

• Email notification to your registered email address
• Notice within the Service
• Posting the updated Terms on our website

Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

17. Governing Law and Disputes

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Before initiating legal proceedings, we encourage you to contact us to attempt to resolve any disputes amicably.

18. General Provisions

• Entire Agreement: These Terms constitute the entire agreement between you and VECTISFLOW LIMITED regarding the Service
• Severability: If any provision is found unenforceable, the remaining provisions will continue in effect
• Waiver: Failure to enforce any right does not constitute a waiver
• Assignment: You may not assign your rights under these Terms without our consent

19. Contact

For questions about these Terms, please contact us: