Acceptable Use Policy

Purpose

This Acceptable Use Policy sets out what you may and may not do with the Estate-HQ platform. It applies to all subscribers, their staff users, and anyone accessing the platform under a subscriber's account. Using the platform means you accept this policy.

Permitted use

You may use Estate-HQ to:

• Manage your letting agency's properties, tenancies, landlords, tenants and contractors.
• Track compliance certificates, conduct inspections, manage maintenance, and communicate with tenants and landlords.
• Collect and reconcile rent, manage payment plans, and generate notices in accordance with UK landlord and tenant law.
• Store and process personal data in accordance with the DPA and your own data controller obligations under UK GDPR.
• Export your data at any time for your own records.

Prohibited use

You must not use Estate-HQ to:

• Process personal data for any purpose unrelated to your legitimate letting agency operations.
• Resell, sublicense, or provide access to the platform to third parties outside your agency. (Bespoke reseller or white-label arrangements are available only under a separately negotiated written agreement — contact [email protected].)
• Attempt to reverse-engineer, copy, scrape, or reproduce any part of the platform's code, design, or database.
• Upload or transmit malware, viruses, or any malicious code.
• Conduct automated attacks, denial-of-service attempts, or credential stuffing against the platform.
• Enter false, fabricated, or fraudulent data, including fake tenancy records, false compliance certificates, or invented referencing results.
• Use the platform in connection with unlawful discrimination against tenants on the basis of protected characteristics under the Equality Act 2010.
• Circumvent the platform's security controls, access controls, or data export restrictions.
• Use the platform in a way that violates the Tenant Fees Act 2019, the Housing Act 1988/1996, UK GDPR, or any other applicable law.
• Use bulk messaging features to send spam, unsolicited marketing, or messages unrelated to legitimate tenancy management.

Your staff users

You are responsible for all activity carried out by staff users on your account. You must ensure staff users are aware of and comply with this policy. Remove staff user access promptly when employment ends or their role changes.

Enforcement

We may investigate suspected breaches of this policy. If we find a material breach we may suspend or terminate your account with written notice. For serious breaches (including fraud, malware, or unlawful data processing) we may terminate immediately without notice. Termination for breach does not entitle you to a refund.

Reporting

If you become aware of misuse of the platform or a suspected security incident, please report it promptly to [email protected].