Terms & Conditions

1. About these terms

These terms and conditions ("Terms") form a legally binding agreement between you and us. They govern your access to and use of:

• our website at propmgr360.com and any pages under it (the "Website");
• the PropertyManager360 software-as-a-service application, including the landlord dashboard at app.propmgr360.com, the tenant portal at tenant.propmgr360.com, our APIs, and the mobile-installable versions of those applications (together, the "Service"); and
• any other materials or communications we make available to you through the Website or the Service.

We recommend you print or save a copy of these Terms for your future reference.

2. Who we are

The Website and the Service are operated by 360PropertyLabs Ltd (trading as PropertyManager360).

References to "we", "us" and "our" in these Terms are references to the company named above. References to "you" and "your" are to the person using the Website or the Service.

3. Definitions

In these Terms:

• "Customer" means the landlord, letting agent or other organisation (or individual) that registers an organisation account on the Service.
• "Customer Content" means the data, documents, images and other content that you and your Users submit to or generate through the Service — including property, tenancy, financial and compliance records.
• "Plan" means the subscription tier (including any free trial) selected for a Customer account, as described on our pricing page.
• "Users" means the individuals authorised to access a Customer's account — the account owner, team members the Customer invites, and tenants given access to the tenant portal.
• "Fees" means the subscription charges for the Plan and any add-ons, as published on the Website or agreed with you in writing.

4. Acceptance of these terms

By accessing or using the Website or the Service — including by creating an account or starting a free trial — you agree to be bound by these Terms and by our Privacy Policy. If you do not accept these Terms, you must not use the Website or the Service.

You confirm that you are at least 18 years old and have the legal capacity to enter into these Terms. If you are using the Website or the Service on behalf of an organisation, you warrant that you have authority to bind that organisation to these Terms, and "you" includes that organisation.

5. Using the website

We grant you a limited, revocable, non-exclusive, non-transferable licence to access and use the Website for the purposes of evaluating PropertyManager360 and engaging with us about it. You must not:

• use the Website in any way that breaches any applicable law or regulation;
• attempt to gain unauthorised access to the Website, the Service, any server, computer or database connected to the Website, or any account belonging to another user;
• interfere with, damage or disrupt the Website, any hardware or network on which the Website is stored or operated;
• introduce viruses, worms, trojans or any other malicious code;
• scrape, harvest, frame, mirror or systematically extract data from the Website without our prior written consent;
• use automated systems or software (bots, crawlers, spiders) to access the Website except for well-behaved search engine indexing; or
• reverse-engineer, decompile or disassemble any part of the Website.

6. Free trials and demo requests

You can sign up for the Service directly from the Website. New Customer accounts start on a free trial — currently 14 days, as stated at signup. No payment details are required to start a trial. At the end of the trial, continued use of the Service requires a paid Plan; if you do not subscribe, your account may be restricted until you do, and eventually closed in line with Section 20.

Trial features may differ from paid features, and we may change what is included in a trial at any time. A trial is provided so you can evaluate the Service; we may decline or withdraw a trial where we reasonably suspect abuse (for example repeated trials to avoid paying Fees).

If you request a demo through the Website, we will use the details you give us to arrange and follow up on that demo, as described in our Privacy Policy. Requesting a demo does not create any contract to provide the Service.

7. Your account

To use the Service you must register an account with accurate, current and complete information, and keep it up to date. You are responsible for:

• keeping your password and any two-factor authentication factors confidential and secure;
• all activity that occurs under your account and the accounts of Users you invite or create;
• ensuring your Users comply with these Terms; and
• telling us promptly at hello@propmgr360.com if you suspect any unauthorised access to your account.

The Customer's account owner controls the organisation account, including inviting and removing team members and setting their roles. Tenants who are given access to the tenant portal get a limited account for viewing and managing matters relating to their own tenancy; the tenant portal is provided to them free of charge.

We strongly recommend enabling two-factor authentication, available free in the Service's security settings for all users.

8. Subscriptions, fees and payment

Paid Plans are billed as a recurring subscription (monthly or annually, as selected) at the prices shown on our pricing page or otherwise agreed with you in writing. All prices are stated exclusive of VAT unless we say otherwise; where VAT applies it will be added at the prevailing rate.

• Payment. Subscription payments are collected by our payment processor, Stripe. We do not store your full card details.
• Renewal. Subscriptions renew automatically at the end of each billing period unless cancelled beforehand. You can cancel at any time from the billing settings in your account; cancellation takes effect at the end of the current billing period, and already-paid Fees are non-refundable except where the law requires otherwise or these Terms say so.
• Plan changes. Upgrades take effect immediately (with a pro-rated charge where applicable); downgrades take effect from the next billing period. Some features are only available on particular Plans.
• Price changes. We may change Fees by giving you at least 30 days' notice by email; the new Fees apply from your next billing period after the notice period. If you do not accept a price change you may cancel before it takes effect.
• Non-payment. If a payment fails we will retry it and notify you. If Fees remain unpaid, we may restrict or suspend access to the Service until payment is made, in line with Section 20.

Where the Service is used to collect rent or other payments from tenants by Direct Debit, those payments are processed by GoCardless under its own terms, which the relevant payer will be asked to accept. We are not a party to the tenancy agreement between a landlord and their tenant and are not responsible for either party's performance of it.

9. Using the Service

Subject to these Terms and payment of any applicable Fees, we grant the Customer a limited, non-exclusive, non-transferable licence for its Users to access and use the Service during the subscription period for the Customer's own property-management purposes.

You must not (and must not permit anyone else to):

• resell, sublicense, rent or provide the Service to third parties as a service bureau, except that letting agents may use the Service to manage properties on behalf of their landlord clients in the ordinary course of business;
• copy, modify, or create derivative works of the Service, or reverse-engineer, decompile or disassemble it except as permitted by law;
• access the Service to build a competing product;
• circumvent usage limits, security controls or access restrictions (including the scopes of any API keys you create); or
• use the Service in breach of applicable law — including housing, tenancy, data protection and financial regulation.

You remain responsible for your legal obligations as a landlord or agent. The Service helps you record, organise and evidence compliance (for example gas safety, electrical safety, deposit protection and possession notices), but using the Service does not itself discharge any legal duty, and we do not warrant that any document generated by the Service is sufficient for a particular legal purpose. See Section 17.

10. Acceptable use

You must not use the Website, the Service or any contact channel we provide (email, forms, messaging or social media) to:

• post, transmit or otherwise communicate content that is unlawful, defamatory, obscene, offensive, hateful or inflammatory;
• promote sexually explicit material, violence, or discrimination based on race, sex, religion, nationality, disability, sexual orientation or age;
• infringe any copyright, trade mark, trade secret, confidentiality, moral right or other intellectual property or proprietary right of any person;
• threaten, abuse, invade another's privacy, harass, alarm or cause distress to any person — including tenants and contractors you communicate with through the Service;
• send unsolicited commercial communication ("spam"), or pretend to be any person or misrepresent your identity or affiliation with any person;
• impersonate us or a member of our staff; or
• give the impression that any communication emanates from us if this is not the case.

We reserve the right to remove any user-submitted content and/or suspend or ban any user who breaches this section.

11. Your data and content

11.1 Ownership

You own your Customer Content. You grant us a worldwide, royalty-free licence to host, copy, transmit, display and process Customer Content solely as needed to provide, secure and improve the Service, to comply with law, and as otherwise permitted by these Terms and our Privacy Policy.

11.2 Data protection roles

Where Customer Content includes personal data about your tenants, guarantors, contractors or other individuals, you are the data controller and we act as your data processor. Our Data Processing Agreement — which reflects the requirements of Article 28 UK GDPR and forms part of these Terms for such processing — is available from privacy@propmgr360.com. You are responsible for having a lawful basis for the personal data you put into the Service and for honouring data-subject rights owed by you as controller; the Service includes tooling to help (per-tenant data export, erasure and retention controls).

For the personal data we hold about you as our customer — your account, billing and usage data — we are the controller, and our Privacy Policy describes that processing.

11.3 Your responsibilities

• You are responsible for the accuracy and lawfulness of your Customer Content.
• You must not upload content you have no right to hold or share.
• You should maintain your own copies of documents you are legally required to keep; the Service's export tools let you download your data at any time.

11.4 On termination

After your subscription ends you can request an export of your Customer Content for a period of 30 days, after which we may delete it in line with the retention schedule in our Privacy Policy, save for records we are legally required to retain.

12. Making Tax Digital and HMRC connectivity

The Service includes optional features that connect to HM Revenue & Customs ("HMRC") for Making Tax Digital for Income Tax ("MTD"), allowing you to keep digital records of your UK property income and expenses, submit quarterly updates, and view HMRC's obligations and tax estimates for your account. If you use these features:

• Your authorisation. The connection uses your own Government Gateway credentials via HMRC's authorisation flow. We never see or store your Government Gateway password; we store only the access tokens HMRC issues, encrypted, and delete them when you disconnect.
• Your responsibility for your tax affairs. Figures submitted to HMRC are derived from the records you keep in the Service. You are responsible for the completeness and accuracy of those records and of every submission made with your authorisation, and for meeting your filing deadlines. The Service is not a substitute for professional tax advice, and tax estimates shown are HMRC's in-year calculations, not final liabilities.
• Fraud-prevention data. UK law requires software that connects to HMRC's MTD APIs to send HMRC certain technical ("fraud prevention") data with each request — such as device, browser and network information. This is described in our Privacy Policy. If you do not want this data sent to HMRC, do not use the MTD features.
• HMRC availability. MTD features depend on HMRC's systems, which we do not control. We are not responsible for HMRC downtime, HMRC processing errors, or changes HMRC makes to its services, though we will use reasonable efforts to keep the integration working as HMRC's requirements evolve.

13. AI-assisted features

The Service includes features that use artificial intelligence — for example the assistant that answers questions in the app, document analysis (such as extracting terms from a tenancy agreement or an invoice), and comparison of inspection reports. For these features:

• Outputs are assistance, not advice. AI outputs can be incomplete or wrong. They are provided for information and drafting help only, and are not legal, tax, financial or professional advice. You must review AI output before relying or acting on it.
• Human decisions. Decisions that affect you or your tenants (for example whether to make a deposit deduction or serve a notice) are yours, made by you — the Service does not make solely automated decisions with legal or similarly significant effects.
• Your content. Documents you submit for analysis are processed to provide the feature and are not used to train third-party foundation models.

14. Third-party services and links

The Service interoperates with third-party services — including Stripe (subscription billing), GoCardless (Direct Debit collection), HMRC (Making Tax Digital) and Microsoft Outlook (optional calendar sync). Your use of a third-party service is governed by that provider's own terms, and we are not responsible for third-party services we do not control. Where a third party processes personal data on our behalf it is listed in our Privacy Policy.

The Website and the Service may also contain links to other websites operated by third parties. We do not control those sites and are not responsible for their content, privacy practices or security. Accessing third-party sites is at your own risk.

15. Availability, support and changes to the Service

We aim to make the Service available 24 hours a day, and we operate monitoring, automated backups and redundancy to that end — but we do not guarantee uninterrupted availability. We may occasionally suspend access for maintenance, security fixes or upgrades, and where reasonably practicable we will schedule planned maintenance outside UK business hours.

We provide support by email at hello@propmgr360.com and through the in-app support channel, on a reasonable-efforts basis.

The Service will evolve: we may add, change or remove features. If we make a change that materially reduces the core functionality of your paid Plan, we will give you reasonable notice, and you may cancel your subscription and receive a pro-rated refund of any Fees pre-paid for the period after cancellation.

16. Intellectual property rights

We, or our licensors, own all intellectual property rights in the Website and the Service — including the PropertyManager360 name and logo, the underlying software, the visual design, layout, copy, images, video, illustrations and data compilations. All such rights are reserved. Your Customer Content remains yours (Section 11).

Nothing in these Terms transfers any intellectual property rights to you. Except as expressly permitted in these Terms, you must not copy, reproduce, modify, distribute, publish, transmit, broadcast, display, licence, sell or otherwise exploit any part of the Website or the Service.

If you give us feedback or suggestions about the Service, we may use them without restriction or obligation to you.

17. Disclaimers

The Service is a record-keeping and workflow tool, not a professional adviser. Nothing on the Website or in the Service — including compliance checklists, generated notices and documents, deposit calculations, possession "readiness" indicators, tax figures and AI-assisted answers — constitutes legal, tax, financial, property-management or regulatory advice. References to UK regulation (such as Gas Safety, EICR, EPC, MEES, deposit protection, Section 8, the Renters' Rights Act, Making Tax Digital, UK GDPR and CCTV guidance) are provided for general information only. You should always satisfy yourself — taking professional advice where appropriate — that you meet your own legal and regulatory obligations as a landlord or letting agent.

The Website and any content on it are provided on an "as is" and "as available" basis. Descriptions of the Service are for marketing purposes and may evolve; they are not product specifications or contractual promises.

To the fullest extent permitted by law, we exclude all conditions, warranties, representations and other terms that might otherwise be implied into these Terms by statute, common law or the law of equity.

18. Limitation of liability

This section does not limit any liability that cannot be limited under English law, including liability for:

• death or personal injury caused by our negligence;
• fraud or fraudulent misrepresentation; or
• any other liability that cannot be excluded or limited under applicable law.

Subject to the paragraph above, and to the fullest extent permitted by law:

• we will not be liable for any loss of profits, sales, business or revenue; loss of business opportunity, goodwill or reputation; loss or corruption of data (beyond the restoration we can achieve from our backups); fines, penalties or interest imposed by any regulator or authority (including HMRC); or any indirect or consequential loss;
• our total aggregate liability to a paying Customer arising out of or in connection with the Service in any 12-month period shall not exceed the Fees paid by that Customer for the Service in that 12-month period; and
• our total aggregate liability arising out of or in connection with the Website, free trials and any free use of the Service (including the tenant portal) shall not exceed one hundred pounds sterling (£100).

The limits in this section reflect the price of the Service and the fact that parts of it are provided free of charge; they apply whether the claim arises in contract, tort (including negligence), breach of statutory duty or otherwise.

19. Indemnity

If you are using the Service in the course of a business, you agree to indemnify and hold us harmless against any losses, damages, costs, expenses (including reasonable legal fees) and liabilities we suffer or incur arising from:

• your breach of these Terms;
• your breach of any applicable law, including your obligations as a landlord or agent and your data protection obligations as controller of your tenants' data; or
• your infringement of any third-party right, including intellectual property and privacy rights.

This section does not apply to consumers.

20. Suspension and termination

We may suspend or restrict your access to the Service, giving notice where reasonably practicable, if:

• Fees are overdue and remain unpaid after reminder;
• we reasonably believe you have materially breached these Terms or applicable law;
• your use poses a security risk to the Service or other customers; or
• we are required to do so by law or a competent authority.

We may terminate these Terms for material breach that is not remedied within 14 days of written notice, or on 30 days' notice if we discontinue the Service (in which case we will refund any Fees pre-paid for the period after termination). You may stop using the Website and Service, and cancel your subscription, at any time (Section 8).

On termination your access ends, and Section 11.4 governs your data. Sections which by their nature should survive termination (including 11, 16, 18, 19 and 24) do so.

21. Changes to these terms

We may update these Terms from time to time — for example to reflect new features, changes in law, or changes in our business. When we do, we will update the "Last updated" and "Version" fields at the top of this page. For material changes we will give you reasonable advance notice by email (where we have a relationship with you) or by a prominent notice in the Service, and if you do not accept a material change you may cancel your subscription before it takes effect.

Continuing to use the Website or the Service after an update takes effect means you accept the revised Terms.

22. General

22.1 Entire agreement

These Terms, together with our Privacy Policy, the Data Processing Agreement (where it applies) and any order or plan details agreed with you in writing, constitute the entire agreement between you and us in relation to their subject matter and supersede any prior agreements, understandings or representations.

22.2 Severability

If any provision of these Terms is found by a competent authority to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

22.3 No waiver

A failure or delay by us to enforce any right under these Terms is not a waiver of that right.

22.4 Assignment

You may not assign or transfer any of your rights or obligations under these Terms without our prior written consent. We may assign or transfer any of our rights and obligations to any successor or affiliate.

22.5 No partnership

Nothing in these Terms creates a partnership, agency, joint venture or employment relationship between you and us.

22.6 Third-party rights

A person who is not a party to these Terms has no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any of their provisions.

22.7 Notices

You may give us notice at hello@propmgr360.com or at our registered office. We may give you notice by email to the most recent address we hold for you, by a notice in the Service, or by a notice posted on the Website.

22.8 Force majeure

We will not be liable for any failure or delay in performing our obligations where that failure or delay results from events outside our reasonable control, including but not limited to acts of God, war, terrorism, civil unrest, labour disputes, shortage of supplies, network outages, failure of utilities, or acts or omissions of upstream service providers.

23. If you are a consumer

If you are dealing with us as a consumer (that is, as an individual acting for purposes wholly or mainly outside your trade, business, craft or profession), you have legal rights under the Consumer Rights Act 2015 that cannot be excluded or limited by contract. Nothing in these Terms affects those rights.

In particular, this means that where we provide digital content or services to you as a consumer, we must supply them with reasonable care and skill, as described, and where applicable fit for a purpose you have made known to us. Our liability exclusions and limitations in Section 18, and the indemnity in Section 19, are subject to the protections the Consumer Rights Act 2015 gives you.

Many private landlords use the Service in a business capacity even where they are individuals; whether you deal with us as a consumer depends on your circumstances.

24. Governing law and jurisdiction

These Terms, their subject matter and their formation (and any non-contractual disputes or claims arising out of or in connection with them) are governed by the laws of England and Wales.

If you are not a consumer, you and we both agree that the courts of England and Wales will have exclusive jurisdiction over any dispute or claim arising out of or in connection with these Terms.

If you are a consumer, you may bring proceedings in the courts of England and Wales or, where applicable, in the courts of the UK country in which you are resident.

25. Contact us

For questions about these Terms, please contact us at:

By using the Website or the Service you acknowledge that you have read and understood these Terms.