Acceptable Use Policy

1. Overview

This Acceptable Use Policy ("AUP") forms part of the ConditionVault Terms of Service. It describes how the Service may and may not be used. By using ConditionVault, you agree to comply with this AUP.

2. Permitted use

ConditionVault may be used for lawful property inspection, reporting, and related professional activities in the United Kingdom. Users must have lawful authority to access properties and collect the data they upload.

3. Prohibited conduct

You must not:

• Use the Service for any illegal purpose
• Commit or facilitate fraud
• Harass, intimidate, or discriminate against any person
• Defame or maliciously damage the reputation of any person
• Infringe intellectual property rights
• Infringe the privacy or data-protection rights of any person
• Introduce malicious software, viruses, or harmful code
• Attempt to gain unauthorised access to the platform, accounts, or data
• Share account credentials with unauthorised persons
• Scrape, crawl, or extract data from the platform without authorisation
• Reverse engineer or decompile the platform where legally prohibited
• Circumvent plan limits, property limits, or user limits
• Engage in excessive automated use that degrades platform performance
• Send spam or unsolicited marketing through ConditionSign or any other feature
• Upload false, misleading, or tampered evidence
• Impersonate another person or organisation
• Conduct unlawful surveillance
• Upload content without lawful authority to do so
• Upload unnecessary special-category personal data
• Upload unlawful images
• Expose keys or access codes unlawfully
• Attempt to alter, bypass, or interfere with finalised report snapshots or integrity hashes
• Interfere with ConditionSign or ConditionView tokens, including sharing or guessing token URLs
• Use the Service to make discriminatory tenancy decisions

4. Property-specific requirements

• Inspection records must be honest and evidence-based
• Photos must be lawfully captured with appropriate authority and consent where required
• Signatures must be genuinely obtained and not forged
• Users must respect tenant privacy when capturing photos and entering properties
• Key and access information must be restricted to authorised users only
• Customers must use proportionate data — only collect what is relevant and necessary for the inspection purpose
• Private notes must not be used for unlawful discrimination or bias
• Meter readings, alarm test results, and compliance answers must be accurately recorded
• Users must verify the accuracy of all evidence before finalising a report

5. ConditionAI abuse

ConditionAI is a metered, optional add-on. Abuse of ConditionAI includes: attempting to bypass the monthly action allowance, using automated scripts to consume actions, uploading irrelevant images to exhaust another user's allowance, or using AI output without review in a way that misleads recipients. ConditionAI output must always be reviewed by a human user before inclusion in a finalised report.

6. Investigation and enforcement

ConditionVault may investigate suspected violations of this AUP. Enforcement actions may include:

• Temporary restriction of specific features
• Suspension of account access pending investigation
• Termination of the account for serious or repeated violations
• Preservation of evidence for legal purposes
• Reporting to law enforcement where required by law

Enforcement decisions will be made fairly and transparently. Users will be notified of restrictions and given an opportunity to respond, except where immediate action is necessary to protect the platform, other users, or third parties.

7. Reporting abuse and appeal process

To report abuse or appeal a restriction, contact us at [support contact to be confirmed]. We will acknowledge reports within 72 hours and investigate appropriately.