Terms of Service

Last updated: 12 June 2026

These terms are the agreement between Estate Portal ("we", "us") and the organisation using the service ("you", "your agency"). By using the service you agree to them.

The service

Estate Portal is lettings management software: properties, landlords, tenants, tenancies, rent records, compliance tracking, documents and related tools, provided over the web. We work to keep it available, fast and secure, and we improve it continuously — features may change over time.

Your account

• You must give accurate information when an account is created for you, and keep your password secret.
• You're responsible for what's done under your agency's accounts. Tell us promptly if you think an account has been compromised.
• Accounts are for your agency's staff. Don't share logins.

Acceptable use

Don't use the service to break the law, to store or send malicious files, to attempt to access another organisation's data, or to disrupt the service for others. Don't try to reverse-engineer or resell the service without our written agreement.

Your data

• Your data stays yours. Everything your agency puts into the service belongs to your agency. You can export your tables to CSV at any time.
• We process it only to provide the service, as described in our Privacy Policy.
• You're responsible for having the right to store the data you put in — for example, telling your tenants and landlords how their data is used, as the law requires of you.

Fees

Paid plans are billed in advance. Prices and plan limits are shown when you subscribe. Cancellations and refunds are covered below.

Availability and support

We aim for the service to be available at all times, but like any online service we can't promise it will never be interrupted — maintenance, outages of our suppliers, and events beyond our control happen. We'll do our best to fix problems quickly and to give notice of planned maintenance.

What we're not liable for

The service is provided "as is". To the fullest extent the law allows:

• We are not liable for indirect losses — lost profits, lost business, or losses caused by decisions made using information in the service.
• Our total liability to you in any 12-month period is limited to the fees your agency paid us in that period.
• Nothing in these terms limits liability that cannot legally be limited (for example, for fraud).

Suspension and ending the agreement

You can stop using the service and request deletion of your workspace at any time from your settings. We may suspend or end access if these terms are seriously broken, if the law requires it, or if fees go unpaid — we'll tell you why and, where reasonable, give you a chance to put it right and export your data first.

Changes to these terms

If we make a significant change, we'll update this page and the date at the top, and flag it inside the product. Continuing to use the service after a change means you accept it.

Cancellations & refunds

Cancelling

You can cancel your subscription at any time. When you cancel, your agency keeps access until the end of the period you've already paid for — nothing stops working the moment you cancel.

Refunds

• Unused time: we don't give partial refunds for the remainder of a billing period after you cancel — you keep the access instead.
• Billing mistakes: if we've charged you incorrectly (a double charge, a wrong amount), tell us within 30 days and we'll refund the difference in full.
• Something seriously wrong: if the service materially failed to work for an extended period during a billing cycle, contact us — we'll put it right, which may include credit or a refund at our discretion.
• Your legal rights are not affected by any of the above.

Your data after cancelling

Before or after cancelling, you can export your data to CSV from your settings. Your workspace can then be deleted on request — see our Privacy Policy for how deletion works.

How to ask

For anything billing-related, contact us with your agency name and the date of the charge. We aim to respond within two working days.

Disclaimer

Not legal, financial or compliance advice

Estate Portal is software. It helps you organise and track your lettings work — but it does not give legal, financial, tax or regulatory advice. Reminders, statuses and reports are tools, not advice. For advice, speak to a qualified professional.

Compliance is still your responsibility

Our compliance features (certificate tracking, expiry statuses, reminders) are there to help you stay organised. They do not replace your agency's legal obligations as a letting agent or your landlords' obligations as property owners. You remain responsible for knowing and meeting the rules that apply to you — the software won't be liable if a deadline is missed.

Accuracy of information

What you see in the service reflects what was put into it. Calculations (such as rent schedules and statements) are made from your data and your settings — please check them before relying on them, especially anything you send to a landlord, tenant or authority.

Third-party links and services

Where the service links to other websites or relies on third-party services (such as email delivery), we're not responsible for their content or availability.

Law

These terms are governed by the law of England and Wales, and disputes belong to the courts of England and Wales.