Terms of Service

Last updated — to be confirmed

1. Who we are, and what this is

These terms are the agreement between you and Legal entity — to be confirmed, trading as Handled (“Handled”, “we”, “us”), for your use of the Handled service at handledproperty.co.uk (the “Service”). By creating an account you agree to them.

• Address: Postal address — to be confirmed
• Email: support@handledproperty.co.uk

How we handle personal information is covered separately in our Privacy Policy, which forms part of this agreement.

2. What Handled does — and what it does not do

Handled is a record-keeping tool. It helps landlords and their accountants manage properties, tenancies, rent and arrears, expenses, receipts and compliance dates, and it produces quarterly income and expenditure figures from those records.

Handled is not accounting, tax or legal advice. The figures it produces are derived from the records you enter, and the responsibility for those records, and for what you file, is yours.

3. Definitions

• Plan — the subscription tier you select when you subscribe, as described on our pricing page at that time.
• Fees — the charges for your Plan, as displayed at checkout before you commit and confirmed in your order confirmation.
• Billing Period — the recurring interval for your Plan (monthly unless your Plan states otherwise).
• Subscription Term — the current Billing Period, renewing automatically until cancelled.
• Account — a landlord account, or an accountancy firm account and its associated client records.

4. Your account

You must be at least 18 and provide accurate information. You are responsible for keeping your login credentials secure and for activity under your account. Tell us promptly at support@handledproperty.co.uk if you believe someone else has gained access.

If you add colleagues or staff to a firm account, you are responsible for their use of the Service and for the access levels you grant them.

5. Free trial

New accounts begin with a free trial. The trial runs for the period stated when you sign up, requires no payment details, and gives you access to the features described for it at that time. Trials are for genuine evaluation and are limited to one per person or organisation.

What happens when a trial ends

If you have not subscribed by the end of your trial, your Account becomes read-only. Nothing is deleted at that point: you can still sign in, view everything you entered, and export your records. You simply cannot add or change records until you choose a Plan.

For an accountancy firm, a trial that ends leaves you able to continue working on clients who pay for their own subscriptions, but read-only on client records your firm created. See section 8.

6. Plans, Fees and payment

The Fees for your Plan, the Billing Period, and the fact that the subscription renews automatically are all shown at checkout before you commit. By subscribing you authorise us, through our payment provider, to charge the Fees for each Billing Period in advance until you cancel.

We are not registered for VAT, so no VAT is added to the Fees and we cannot issue a VAT invoice. The Fees shown at checkout are the total amount you pay. If we become registered for VAT, we will give you at least 30 days' notice by email under section 7, and VAT will apply to Fees from the start of your next Billing Period after that notice.

Payments are handled by a third-party payment provider. We do not receive or store your full card details. Any limits described for your Plan — for example how many client records a firm may create — apply as described for that Plan at the time you subscribe.

If a payment fails, we may retry it and may suspend the ability to change records until it succeeds. We will tell you before any suspension takes effect.

7. Changes to Fees

We may change the Fees for a Plan. If we do, we will give you at least 30 days’ written notice by email. The change takes effect at the start of your next Billing Period after that notice period. If you do not want to continue at the new price, you may cancel before it takes effect and will not be charged the new amount.

8. Accountancy firms, and who pays

Handled supports two arrangements, and the difference matters for both billing and access:

• The landlord pays. A landlord holds their own subscription and may grant an accountancy firm access to their records. The firm is not charged for that client, and may be granted access by any number of such clients.
• The firm pays.A firm creates and holds client records itself. These count towards the client allowance for the firm’s Plan.

A landlord who grants a firm access keeps their own account, their own subscription and control of that access, and may withdraw it at any time. Granting access does not transfer ownership of the records or responsibility for the subscription.

Moving billing between a landlord and a firm

Billing responsibility for a client’s records may be moved between a landlord and their accountancy firm — for example if a firm agrees to take it over, or a landlord takes it back when changing accountant. Any such change requires the agreement of whoever is paying at the time; it cannot be made unilaterally by the other party.

If a subscription lapses

Where a landlord pays for their own records and that subscription ends, those records become read-only for the landlord and for any firm with access to them, until the landlord subscribes again. Reading and exporting continue to work throughout.

If a firm closes its account

When an accountancy firm closes its account, after the period described in section 9:

• Clients who have their own Handled login keep their account and all of their records. Only the link to the firm is removed, and they continue independently.
• Client records the firm created for clients with no login of their own have no other owner, and are deletedalong with the firm’s account.

If you are an accountancy firm, you are responsible for telling your clients before you close an account, and for exporting anything you or they need to keep first.

9. Cancelling, and what happens to your records

You can cancel at any time from your account settings. Cancellation is not immediate and nothing is deleted when you click it. Instead:

• Your subscription stops renewing, and you keep full access until the end of the Billing Period you have already paid for.
• After that date your Account becomes read-only. You can still sign in, view your records and export them. You cannot add or change records.
• 60 days after that date, your Account and the records in it are permanently deleted.

You can resume a cancelled subscription at any point before deletion, which restores full access. Once records are deleted they cannot be recovered, so export anything you need first.

We do not refund Fees already paid for the current Billing Period, except where the law requires it — including your cancellation right in section 10.

10. If you are a consumer: your 14-day cancellation right

If you are a consumer rather than a business, you normally have 14 days from subscribing to cancel and receive a refund, without giving a reason.

Because the Service is digital and available immediately, when you subscribe you are asked to agree that we may begin providing it straight away, and to acknowledge that you lose this cancellation right once we have. If you would prefer to keep the right, do not ask us to begin immediately — contact us at support@handledproperty.co.uk and we will arrange it.

This section does not affect your other legal rights, including where the Service is not as described.

11. Your records, and your responsibility for them

The records you enter remain yours. We claim no ownership of them. We store and process them to provide the Service, as described in our Privacy Policy.

Where you enter personal information about other people — most obviously your tenants — you are responsible for having a lawful basis to do so and for telling them how their information is used. We act as a processor of that information on your behalf, on the terms of our Data Processing Agreement, which forms part of these terms and which UK data protection law requires both of us to have.

You are responsible for the accuracy of what you enter, and for checking the figures the Service produces before relying on them or filing them. Export your records regularly if you would be unable to reconstruct them.

12. Acceptable use

You agree not to:

• Use the Service unlawfully, or to store information you have no right to store
• Attempt to access another account, or any data that is not yours
• Probe, scan, disrupt or overload the Service or its infrastructure
• Resell or provide the Service to third parties except as an accountancy firm managing its own clients
• Circumvent the limits or access controls of your Plan, including by creating multiple trial accounts

13. Availability

We work to keep the Service available and your records safe, but we do not guarantee uninterrupted availability. We may need to suspend it for maintenance, and will give notice where we reasonably can. The Service is provided as it is; we do not promise it will be free of faults or fit for a particular purpose beyond what these terms describe.

14. Suspension and termination by us

We may suspend or end your access if you materially breach these terms, if Fees go unpaid, or if we are required to by law. Except where the breach is serious or we are legally prevented, we will tell you first and give you a reasonable chance to put it right. If we end your account other than for your breach, we will refund any Fees covering the period after it ends, and give you a reasonable opportunity to export your records.

We may also stop offering the Service entirely, in which case we will give you at least 30 days’ notice and a refund for any period paid for beyond that.

15. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

Subject to that, our total liability to you in any 12-month period is limited to the Fees you paid us in that period. We are not liable for loss of profit, loss of business, or for any tax, interest or penalty arising from what you file — filing is not something the Service does (see section 2), and the figures you file remain your responsibility to check.

If you are a business, we are not liable for indirect or consequential loss. If you are a consumer, we are liable for loss that is a foreseeable result of our breaking this agreement.

16. Changes to these terms

We may update these terms. If a change materially affects your rights, we will give you at least 30 days’ notice by email before it takes effect, and you may cancel before then if you do not accept it. Minor changes — corrections, clarifications, changes required by law — take effect when published here.

17. General

If any part of these terms is found unenforceable, the rest continues to apply. Our not enforcing a term is not a waiver of it. You may not transfer your rights under this agreement without our consent; we may transfer ours if the Service changes hands, and will tell you if we do.

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction. If you live in Scotland or Northern Ireland, you may also bring proceedings in your own country.

18. Contact

Questions about these terms, or about your account, go to support@handledproperty.co.uk. We aim to reply within five working days.