Terms of Service

These Terms of Service ("Terms") are a contract between you and Verixad ("Verixad", "we", "us") governing your use of the Verixad property operations platform (the "Service"), accessible at verixad.com and any related subdomains.

You can contact us at support@verixad.com.

By creating an account or using the Service you agree to these Terms. If you are creating an account on behalf of a letting agency, landlord business, or other organisation, you confirm you have authority to bind that organisation, and "you" refers to both you and that organisation.

You must be at least 18 years old and able to form a binding contract to use the Service. You're responsible for the accuracy of the information you provide when creating an account, and for keeping your login credentials confidential. You're responsible for all activity that happens under your account, whether or not you personally carried it out, let us know immediately at support@verixad.com if you believe your account has been compromised.

An organisation account may have multiple team members with different roles and permission levels, set by the account owner. We are not responsible for how an organisation chooses to allocate access internally.

Verixad is offered on paid subscription plans, billed monthly or annually in advance. Current plans and pricing are shown at verixad.com/pricing. We reserve the right to change our pricing; if we do, we'll give existing subscribers reasonable notice before any change applies to their next billing period.

New subscriptions may include a trial period, currently seven days. A valid payment card is required to start a trial. If you don't cancel before the trial ends, your subscription automatically converts to a paid plan and your card is charged at the price shown at checkout. Trials are limited to one per organisation.

Payments are processed by Stripe, our third-party payment processor. We never see or store your full card details; Stripe handles that directly. You can cancel your subscription at any time from within your account's billing settings; cancellation takes effect at the end of your current billing period, and we do not provide refunds for partial billing periods except where required by law.

If you are a consumer (an individual subscribing for purposes wholly or mainly outside your trade, business or profession), you have the right under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 to cancel within 14 days of subscribing, without giving a reason, by emailing support@verixad.com or cancelling from your billing settings. Because the Service starts immediately at your request, if you cancel after the trial has ended and a paid period has begun, we will refund the amount paid less a proportionate charge for the days of service you had up to the day you told us. Cancelling during the trial costs nothing.

Each plan includes a property limit shown at checkout. If you exceed your plan's property limit, the Service will prevent you from adding further properties until you upgrade your plan or remove existing properties.

You agree not to:

• Use the Service for any unlawful purpose, or in a way that breaches any applicable law or regulation;
• Upload documents or data you don't have the right to store or process (for example, documents containing another party's personal data without a lawful basis for handling it);
• Attempt to gain unauthorised access to another organisation's account, data, or any part of the Service's infrastructure;
• Interfere with or disrupt the integrity or performance of the Service, including through excessive automated requests;
• Reverse engineer, decompile, or attempt to extract the source code of the Service, except where permitted by law;
• Resell or white-label the Service without our prior written agreement.

You retain ownership of the data you upload to Verixad: your property records, documents, contacts, and everything else you put into the Service. We don't claim any ownership over it, and we don't use it to train third-party models or share it with other customers.

You can export your data at any time, and you can delete records through the Service. How we collect, store, and protect your data is set out in full in our Privacy Policy, which forms part of these Terms. Where you store personal data about other people (landlords, tenants, applicants, contractors) in the Service, our Data Processing Agreement governs how we process it on your behalf and also forms part of these Terms.

You're responsible for the accuracy of the data you enter into Verixad, including document expiry dates and compliance information. The Service helps you track and organise this information, but it does not verify the accuracy of documents you upload, and using Verixad does not itself guarantee legal or regulatory compliance (see Section 7).

We aim to keep the Service available and reliable, but we don't guarantee uninterrupted access. We may need to suspend the Service temporarily for maintenance, updates, or reasons outside our control, and we'll try to give notice where practical for planned maintenance.

Verixad is a tool to help you organise and track your property portfolio, documents, and compliance status. It is not a substitute for professional legal, tax, or compliance advice, and nothing in the Service constitutes legal advice. You remain solely responsible for meeting your legal and regulatory obligations as a landlord or letting agent, including obligations under UK housing and safety legislation. Where the Service references certificate types, expiry rules, or regulatory requirements, this is provided for informational convenience only and should not be relied on in place of checking current official guidance.

The Service is provided "as is" without warranties of any kind, express or implied, to the fullest extent permitted by law.

Two parts of the Service use AI: document extraction, which reads an uploaded certificate and proposes its type and key dates, and the in-app assistant, which answers questions about your own records. Both run only when you use them, and extraction can be switched off for your whole organisation in its settings.

What these features produce is a suggestion, not an answer. AI output can be wrong, incomplete, or confidently mistaken, and it can misread a date on a document as easily as a person can. Every suggestion is shown for you to accept, edit or reject, is recorded with where it came from, and never changes a record on its own.

You must check any suggestion before acting on it, and you are solely responsible for decisions you take after reading one. We do not warrant that AI output is accurate, complete or fit for any particular purpose. The Service makes no automated decision that produces legal effects concerning a person or similarly significantly affects them, and we will not introduce one without telling you first.

Verixad keeps your records. It does not discharge your obligations, and using it is not evidence that you have met them. In particular, you remain responsible for:

• Complying with housing, safety, tenancy, immigration and data protection law as it applies to you. We do not monitor your compliance and give no assurance about it.
• Carrying out any statutory check yourself, including Right to Rent. The Service records that you did a check and when; it does not perform one, and it is not evidence that one was done properly.
• The accuracy of what you enter, including expiry dates. Compliance status in the Service is worked out from your own entries, so it reports what your records say rather than what is true of the property.
• Your lawful basis for holding other people's personal data, giving tenants, applicants and contractors your own privacy notice, and answering their data protection requests. The Data Processing Agreement sets out how this is divided between us.
• Who you invite into your organisation and what you let them see, and for acting on the reminders the Service sends. A reminder is a prompt, not a task we carry out for you.

Verixad does not hold, receive or transmit client money, deposits or rent. Rent is recorded as a ledger you maintain; any money moves between you and your tenant or your own bank, never through us.

To the fullest extent permitted by law, Verixad's total liability to you arising out of or related to these Terms or the Service, whether in contract, tort, or otherwise, is limited to the amount you paid us in the 12 months before the claim arose. We are not liable for indirect, incidental, or consequential losses, including lost profits, lost data, or business interruption.

Nothing in these Terms limits or excludes our liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited or excluded under English law. We do not claim to exclude all liability in all circumstances, and any part of this section that a court found unenforceable would be severed without affecting the rest.

This is a business-to-business contract and is written on that basis. We recognise that some of our customers are sole traders or partnerships, that a limit of this kind is tested for reasonableness under the Unfair Contract Terms Act 1977 whoever the customer is, and that a court decides that question rather than we do. If you consider the cap unreasonable for the size of your portfolio, tell us before you subscribe and we will discuss it rather than rely on a clause you did not read.

You may cancel your subscription and close your account at any time through your account settings, or by contacting us. We may suspend or terminate your access to the Service if you materially breach these Terms and don't remedy the breach within a reasonable period after we notify you, or immediately in cases of serious misuse or non-payment.

On termination, your right to use the Service ends. We retain your data for a limited period after account closure as described in our Privacy Policy, after which it is deleted in line with our standard retention practice.

We may update these Terms from time to time, for example to reflect changes to the Service or legal requirements. If we make material changes, we'll notify active subscribers by email or through the Service before the changes take effect. Continuing to use the Service after changes take effect means you accept the updated Terms.

These Terms are governed by the laws of England and Wales, and any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

Questions about these Terms can be sent to support@verixad.com.