Terms of Service

1. Provider and Contract

These Terms govern ConditionVault, operated by LYL SERVICES LTD, trading as ConditionVault (company number 16764707), with registered office at 86-90 Paul Street, London, England, EC2A 4NE. By creating a subscriber account, you agree to these Terms, including Schedule 1.

ConditionVault supports property-inspection workflows for properties located in England. These Terms are not imposed on a tenant or invited report recipient merely because they view a report, provide feedback or acknowledge receipt.

2. Business Customers

Paid subscriptions are for letting agents, property managers, inventory businesses, company or professional landlords, sole traders and individual property owners subscribing wholly or mainly for business, professional or property-letting purposes. They are not intended for private domestic use unrelated to property letting. You must be 18 or over and authorised to bind the named organisation.

3. Accounts and Invited Users

You must provide accurate information, protect credentials, manage authorised users and promptly remove access that is no longer required. The Customer is responsible for activity under its organisation account and for instructions given through authorised users.

4. Trial, Plans and Billing

The standard trial lasts 7 days. When a Customer selects a monthly or annual plan, Stripe collects the payment method and creates the subscription using its native trial functionality. No subscription charge is taken during the trial. Unless cancelled before the trial ends, the selected subscription automatically becomes paid and Stripe charges the saved payment method. Card details are handled by Stripe and are not received by ConditionVault.

Plan limits and prices shown at checkout apply. All prices are in GBP. LYL SERVICES LTD is not currently VAT registered, so no VAT is charged. Prices and VAT treatment will be reviewed if VAT registration is obtained.

5. Cancellation and Failed Payments

A trial may be cancelled before conversion, preventing the paid charge. A paid subscription may be cancelled at any time; cancellation prevents the next renewal and paid access normally continues until the current billing period ends.

Stripe is the billing authority. A trialing or active subscription provides access. A past-due status may retain temporary access while Stripe retries payment. Unpaid or terminally cancelled subscriptions restrict paid access. Failed payment alone does not delete data. Once access ends and the account is deactivated, operational data is retained for 30 days and then deleted from live systems, subject only to specific lawful holds and separate controller records.

6. Service and Customer Responsibilities

ConditionVault provides inspection, evidence, reporting, ConditionSign, ConditionView, VaultFill and offline tools. It is software, not a lawyer, surveyor, deposit scheme or statutory compliance certifier. Customers must inspect accurately, verify alarms, meters, keys and evidence, obtain lawful access, give required privacy information, minimise personal data and download reports they need before operational deletion.

7. Acceptable Use

You must use the Service lawfully and honestly. You must not commit fraud; harass or discriminate; infringe privacy, data-protection or intellectual-property rights; upload false or tampered evidence; forge signatures; expose access codes unlawfully; conduct unlawful surveillance; upload unnecessary special-category data; introduce malware; gain unauthorised access; scrape or reverse engineer unlawfully; bypass plan or AI limits; spam recipients; interfere with report hashes or public tokens; or use the Service for discriminatory tenancy decisions.

ConditionVault may investigate suspected misuse and proportionately restrict features, suspend or terminate access, preserve specific evidence or report matters where legally required. Customers may contact support to challenge a restriction.

8. Content and Intellectual Property

Customers retain ownership of Customer Content and grant ConditionVault a limited licence to host, process, display, generate reports from and share it only to provide the Service and follow Customer instructions. ConditionVault and its licensors retain rights in the platform, branding, templates and software.

The Customer must have the right to upload Customer Content, including any report prepared by someone else that it imports, and to allow ConditionVault to process it as described in these Terms and the Privacy Policy.

9. ConditionAI

ConditionAI produces suggestions that may be inaccurate or incomplete. A human user must review output before applying it. It does not make solely automated decisions with legal or similarly significant effects. Customers must not use it to evade usage limits or generate misleading evidence.

10. Availability, Suspension and Termination

We do not promise uninterrupted availability. We may maintain or change the Service and may suspend access for security, legal, payment or serious breach reasons. We will use reasonable efforts to provide notice where appropriate.

11. Liability

Nothing excludes liability that cannot lawfully be excluded, including death or personal injury caused by negligence, fraud or fraudulent misrepresentation. Subject to that, neither party is liable for indirect or consequential loss, and ConditionVault's aggregate liability is limited to fees paid in the 12 months before the event giving rise to the claim.

12. Schedule 1 — Data Processing Terms

Application and roles. This Schedule forms part of the Terms where ConditionVault processes Customer Personal Data on the Customer's behalf. The Customer is controller and LYL SERVICES LTD is processor for those activities. ConditionVault remains controller for its own account, billing, security, legal and business-administration records.

Subject matter, duration, nature and purpose. Processing covers hosting, organising, editing, synchronising, analysing at the Customer's request, generating reports from and sharing property-inspection information for the subscription term and the applicable 30-day post-deactivation period.

Data and people. Data may include identity and contact details, property and tenancy associations, inspection notes, photographs, signatures, feedback, meter information, keys/access details and audit metadata concerning Customer users, landlords, tenants, agents, contractors, occupants and report recipients. The Service is not designed for unnecessary special-category data.

Instructions, confidentiality and security. ConditionVault processes Customer Personal Data only on documented instructions through the Service or as legally required, ensures authorised personnel are bound by confidentiality, and maintains proportionate access controls, organisation isolation, token protection, audit trails, integrity controls and backend-authoritative sensitive operations.

Subprocessors. The Customer authorises ConditionVault to use the providers below, as described in the Privacy Policy. ConditionVault will give the account owner at least 14 days' notice by email before adding or replacing a subprocessor, so the Customer can object on reasonable data-protection grounds, and remains responsible for each subprocessor's performance. Each subprocessor is bound by written terms giving protection equivalent to this Schedule.

• Base44, part of Wix.com Ltd: Hosting, database, file storage, sign-in and server functions for the whole service (United States (servers); Israel (company))
• OpenAI and Anthropic, as Base44's AI providers: ConditionAI: suggested descriptions from photos, reading meters and appliance labels, and reading reports imported from other software, only when a user asks (United States)
• Resend, Inc.: Sending email: sign-up codes, invitations, reports, signing requests and reminders (United States)
• Browserless: Turning reports into PDF files (United States)
• Cloudflare, Inc.: Checking that the contact and data-rights forms are sent by a person, not an automated script (United States)
• Ideal Postcodes Ltd: Finding addresses from a postcode, and checking that email addresses and phone numbers can receive messages (United Kingdom)
• postcodes.io, run by Ideal Postcodes Ltd: Finding the region and local council for a property's postcode (United Kingdom)

Stripe, Google, OpenStreetMap and Unsplash act as separate controllers under their own terms, as the Privacy Policy explains.

Assistance and incidents. Taking account of the processing, ConditionVault will reasonably assist with data-subject requests, security, breach notification, impact assessments and regulator consultation. ConditionVault will notify the Customer without undue delay after becoming aware of a personal-data breach affecting Customer Personal Data.

Deletion or return. On deactivation, operational data remains available where supported for 30 days and is then deleted from live systems, including finalised report snapshots. Separate billing, legal-acceptance, security, data-protection and deletion-evidence records may be retained under their own justified periods. Provider backups expire through provider-managed cycles and are not represented as immediately purged.

Audit and cooperation. ConditionVault will make reasonably necessary compliance information available and cooperate with proportionate audits, subject to confidentiality, security and cost controls.

International transfers. ConditionVault may transfer Customer Personal Data outside the UK only with a safeguard UK data protection law recognises: UK adequacy regulations (for Israel, where Base44's operator Wix.com Ltd is based), and for the United States the UK Extension to the EU–US Data Privacy Framework where the recipient is certified under it, or otherwise the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

13. Governing Law

These Terms are governed by the law of England and Wales, and the parties submit to the Courts of England and Wales.

14. Contact

Contact support@conditionvault.app.