These terms are in preparation. Some points — shown like [this] — have still to be decided, and the text has not yet been through legal review. It describes accurately what the platform does today. If you need an answer before it is finished, please ask us.

Terms of Service

Last updated: 1 October 2026

1. About these terms

1.1 These terms are the agreement between you and Madison Web Solutions Ltd ("we", "us"), a company registered in England and Wales under company number [COMPANY NUMBER] with its registered office at The Bank Chambers, 239 South Coast Road, Peacehaven, BN10 8LD, for the use of MProp (the "Service"): web-based property management and compliance software for landlords and letting agents, reached at this website, through its application programming interface and through the tenant portal it provides.

1.2 "You" and the "Account Holder" mean the person or organisation on whose behalf an account is created. Where an individual creates or uses an account on behalf of a company, partnership or other organisation, that organisation is the Account Holder, and the individual confirms that they have authority to bind it.

1.3 Three documents together make up the agreement between us:

  1. these terms;
  2. the Data Processing Agreement, which governs the personal data we process on your behalf and is accepted alongside these terms; and
  3. the Privacy Policy, which is our notice to everyone whose personal data the Service holds, including your users and your tenants.

1.4 If these terms and the Data Processing Agreement conflict on a question of personal data, the Data Processing Agreement prevails. On any other question, these terms prevail.

2. Who may use the Service

2.1 The Service is for landlords and letting agents managing residential lettings. Its statutory compliance rules are written for lettings in England; it may be used for property elsewhere, but the compliance requirements it suggests will not reflect the law of another jurisdiction.

2.2 The Service is used both by businesses — letting agents, property companies and landlords acting in the course of business — and by private landlords who may be acting as consumers. Most of these terms apply equally to both. Where a term applies differently to a consumer, it says so, and section 16 sets out the rights a consumer keeps regardless of anything else in these terms.

2.3 You must be at least 18 years old to create an account or to be added to one as a user.

3. Agreeing to these terms, and changes to them

3.1 You agree to these terms by ticking the box marked "I agree to the Terms of Service" when an account is set up, or when asked to accept a revised version. The person who ticks the box confirms that they have authority to agree on the Account Holder's behalf. We record the date and time of that agreement, who made it and the version agreed to.

3.2 Accounts are currently created by invitation: we send an invitation to a prospective account owner, who creates a login and then sets up the account. Nothing in an enquiry, a conversation or an invitation is an agreement by either of us until the account has been set up and these terms accepted.

3.3 The date at the top of this page is the version of these terms. When we revise them, that date changes and an owner of your account is asked to accept the revised terms before continuing to use the Service on your behalf. Managers and staff on the account are not asked and are not held up.

3.4 Where a revision is to your detriment, we will give you at least 30 days' notice by email to the owners of your account before it takes effect, and you may end this agreement under section 15 before that date without the revised terms applying to you. We may make other changes — to reflect a change in the law, a new feature, or a correction — on shorter notice.

4. Your account and your users

4.1 An account holds your properties, tenancies, tenants, contractors, compliance records and repairs. People reach it as users, each with their own login and one of three roles on the account: owner, manager or staff. Owners and managers see and may change everything on the account; staff see only the properties, tasks and compliance items assigned to them. Only an owner may add or remove users or agree to these terms and the Data Processing Agreement on the account's behalf.

4.2 You are responsible for everyone who uses the Service through your account: for choosing who to invite, for the role you give them, for what they do while they have access, and for removing their access when they leave. A user's login belongs to that individual and must not be shared. If you believe a login or an API token has been compromised, tell us without delay and remove the user's access.

4.3 When you remove a user, the properties, tasks and compliance items assigned to them are transferred to another member of the account as part of the removal, and a record that they once had access is kept. Their login is not deleted — the same person may be a user on another account — but they can no longer reach yours.

4.4 You must keep the contact details on your account accurate. Notices under these terms are sent by email to the owners of your account, and to the account's contact email address.

5. The Service

5.1 The Service lets you record properties, tenancies, tenants and contractors; works out which statutory compliance requirements apply to each property from the facts you enter about it, and tracks the certificates and confirmations that satisfy them; keeps a to-do list, a property timeline and an audit trail of who changed what; and runs a number of workflows — property inspections, rent reviews, late rent, fault reports and works orders — which send emails to tenants and contractors on your behalf. It includes a tenant portal (section 9) and, where enabled for your account, automated reading of uploaded compliance documents (section 7).

5.2 We may change the Service over time: add features, change how a feature works, or withdraw one. Where a change removes something you rely on, or materially reduces what the Service does, we will give you reasonable notice. Nothing in these terms obliges us to keep any particular feature available.

5.3 We will use reasonable endeavours to keep the Service available, but we do not guarantee that it will be available at all times or free of faults. We may suspend it for maintenance, giving notice where we reasonably can, and we may suspend it without notice where that is necessary to protect the Service, its data or its users.

5.4 Support is provided [SUPPORT CHANNEL AND HOURS]. Within the Service, the feedback band at the top of every page lets a user report a problem or make a suggestion; what is sent, and the choices you have about it, are described in the Privacy Policy.

5.5 The Service is designed for use through a current version of a mainstream web browser. Some functions — looking up an address, showing a map, reading a document — depend on third-party services (section 12) and are unavailable when those services are.

6. Compliance information is an aid, not advice

6.1 The compliance requirements the Service shows for a property — gas safety, electrical safety, energy performance, alarms, Legionella, licensing, deposit protection and the rest — are derived by rules from the facts you enter about the property and its tenancies. The reason each requirement applies is shown beside it. The rules are our reading of the law for residential lettings in England at the date of the version in use, written in general terms.

6.2 The Service does not give legal advice, and its output is not a substitute for it. You remain responsible for complying with every obligation that applies to you as a landlord or agent, for deciding whether a requirement the Service shows applies to your particular circumstances, for identifying any that it does not show, and for taking advice where you need it.

6.3 The due dates, expiry dates, scores and reminders the Service produces are calculated from the dates and other data you or your users entered. If that data is wrong or incomplete, so is the calculation. Reminders are an aid to your own diary, not a guarantee that you will be told in time.

6.4 The Service records the certificates and documents you upload and the details you enter about them. It does not verify that a document is genuine, that the person who issued it was qualified to do so, or that the work it describes was done.

6.5 Your own requirements can be added alongside the statutory ones. You are responsible for what they say and for whether they are met.

7. Automated reading of documents

7.1 Where we have enabled it for your account, the Service can read an uploaded compliance document and pre-fill a form from what it finds, using a third-party language model (the Claude API, provided by Anthropic). The Privacy Policy and the Data Processing Agreement describe what is sent, what comes back and how it is stored.

7.2 Document reading is off unless we switch it on for your account, and may be subject to a monthly usage allowance. Once the allowance is used, further reading is refused until the next calendar month or until the allowance is raised. We may limit, suspend or withdraw the feature for your account at any time, and will tell you if we do. The commercial basis on which it is provided is [AI DOCUMENT READING: INCLUDED, PAID ADD-ON OR USAGE-BASED].

7.3 What the model produces is a suggestion, and nothing more. It is offered to a person to check; the compliance record is created only when that person reviews the pre-filled form and saves it. The model cannot confirm that a document satisfies a compliance requirement — only a person can — and it may misread a date, a reference or an address. You are responsible for checking every value before you save it.

7.4 Reading has limits that exist to keep it safe and to keep its cost known: a document longer than 25 pages is refused rather than partly read, some file formats cannot be read, and the feature is rate limited. A refusal says why. You must not attempt to work around these limits.

8. Emails and notices the Service sends on your behalf

8.1 Several workflows send email from the Service, on your behalf, to your tenants and contractors: a welcome email with a tenant's portal link; a notice of a tenant's leaving date; a proposed rent increase and the tenant's answer; a notice of rent arrears each time you record a figure; works orders to a contractor; confirmation of a contractor's visit; acknowledgement of a fault report and the messages in its thread; booking and closing a property inspection; and compliance digests to your own users. Each is sent only because you or one of your users took an action in the Service, and the Service records when it was sent.

8.2 You are responsible for the content, accuracy and lawfulness of everything sent on your behalf: for having the right to contact the recipient, for the figures and dates in the message, and for anything your users type into it. We are not a party to any tenancy agreement, contract for works or other arrangement between you and a tenant or contractor.

8.3 The Service's emails are not statutory notices. A proposed rent increase emailed from the Service is not a notice under section 13 of the Housing Act 1988, a notice of a leaving date is not a notice seeking possession, and a rent arrears email is not a letter before action. Where the law requires a notice in a prescribed form, served in a prescribed way, you must serve it yourself. The Service helps you keep track of such steps; it does not take them for you.

8.4 The late rent workflow records the arrears figures you type in and flags when they pass a threshold. It keeps no ledger, calculates no interest, and its guidance is general. It is not a debt collection service and does not advise on possession proceedings; you should seek independent legal advice before taking either step.

9. The tenant portal

9.1 Each tenancy has its own portal link, through which the tenant can read their tenancy, repairs and inspections, report a fault with photographs, and answer a proposed rent increase. Tenants have no password; they sign in with a short-lived link emailed to the address you hold for them.

9.2 The portal is provided by you to your tenants, through us. A tenant is not a party to these terms and has no agreement with us; the Privacy Policy is our notice to them. You decide whether to give a tenant their portal link, you are responsible for keeping the tenant's email address accurate — a sign-in link goes to whatever address you hold — and you may reset the link at any time, which revokes every pass already sent.

9.3 Anything a tenant submits through the portal — a fault report, a photograph, an answer to a rent review — is recorded on your account as content you hold about them, on the same footing as anything your users entered, and section 10 applies to it.

9.4 A tenant's answer to a proposed rent increase through the portal is a record of what they told you. It does not alter any right the tenant has in law, and section 8.3 applies.

10. Your content

10.1 Everything you and your users enter or upload, and everything your tenants submit through the portal, is your content. You own it, or hold whatever rights in it you need. You grant us a non-exclusive, worldwide, royalty-free licence to host, store, copy, process, transmit and display it to the extent necessary to provide the Service to you and to meet our obligations under these terms, for as long as this agreement lasts and the period after it in section 15.

10.2 You are responsible for your content, and you confirm that it does not infringe anyone's rights, that you have a lawful basis for recording any personal data in it, and that it is not unlawful, defamatory or malicious. Free-text fields will accept whatever is typed into them; record only what you need. Health and other special category data about a tenant should be recorded only where necessary and with a lawful basis for doing so.

10.3 Uploaded files are limited to 10 MB each and to the file types the Service accepts. You must not upload anything containing malicious code.

10.4 Records are kept until you delete them, and the audit trail survives. The Service does not delete your property, tenancy, tenant, contractor, compliance, repair or document records on a schedule; you decide what to keep and for how long. Every change to a tracked record, including deletion, is kept in the change history, which is what makes the history worth having. The Privacy Policy explains the consequence for erasure requests.

10.5 We will not read, use or disclose your content except to provide the Service, to support you, to keep the Service secure, to comply with the law, or as the Data Processing Agreement allows. We do not sell your content or use it to train any model.

11. Acceptable use

11.1 You must not, and must not allow your users to:

  1. use the Service for anything unlawful, or in breach of anyone's rights;
  2. share a login, or let anyone who is not a user on your account use one;
  3. attempt to reach any account, record or file you are not entitled to, or test the Service's security without our written agreement;
  4. copy, scrape, reverse engineer, decompile or otherwise attempt to derive the source code of the Service, except as the law allows;
  5. interfere with the Service, overload it, or attempt to circumvent its rate limits, its usage allowances or the limits on document reading;
  6. use the Service to send messages a recipient has not agreed to receive, or that are misleading or abusive;
  7. resell the Service, or offer it to anyone other than your own users and tenants.

11.2 API access. Where we have issued your account an API token, it is for your own integrations. You are responsible for everything done with it; it must be kept secret, and you must tell us if it may have been disclosed. The API is documented within the Service, is rate limited, and may change; we will give reasonable notice of a breaking change. Some functions — including document reading — are deliberately unavailable to API tokens.

12. Third-party services

12.1 The Service relies on a small number of third-party providers: our hosting provider, Fastnet; our email provider, Northstar IT; Google, for address lookup and maps; Anthropic, for document reading where enabled; Atlassian (Trello), for feedback sent through the feedback band; and Bunny Fonts, for the web font. The Privacy Policy says what reaches each, and Schedule 2 of the Data Processing Agreement lists those that process personal data on your behalf.

12.2 We may change a provider. Where the change concerns a processor of your personal data, the Data Processing Agreement says what notice you get and how you may object. We are not responsible for a third-party service being unavailable, but we will use reasonable endeavours to limit the effect on you.

13. Our access to your account

13.1 Our staff can sign in to the Service as a user on your account in order to support you, to investigate a fault, to keep the Service secure or to check compliance with these terms. While doing so they see what that user would see. They will not change your content except at your request or as the Data Processing Agreement allows, and they cannot accept these terms or the Data Processing Agreement on your behalf.

13.2 Feedback and suggestions you send us about the Service, through the feedback band or otherwise, may be used by us freely to improve it, with no obligation to you.

14. Fees

14.1 The fees for the Service, the basis on which they are calculated and when they are payable are [FEES: BASIS, AMOUNT, BILLING PERIOD AND PAYMENT TERMS]. Fees are stated exclusive of VAT, which is charged in addition where applicable.

14.2 Payment is [PAYMENT METHOD AND TERMS]. The Service does not take or store payment card details.

14.3 If a fee is not paid when due we may, after giving you at least [DAYS] days' written notice, suspend your account until it is paid. [LATE PAYMENT INTEREST, IF ANY]

14.4 We may change our fees on at least [DAYS] days' notice by email. A change takes effect from your next billing period after the notice, and you may end this agreement under section 15 before then without paying the changed fee.

15. Suspension, ending this agreement, and your data afterwards

15.1 Either of us may end this agreement by giving the other at least 30 days' written notice. You may give notice by email to [CONTACT EMAIL]; we give notice by email to the owners of your account.

15.2 We may suspend your account or a user's access, or end this agreement with immediate effect, if you are in serious breach of these terms — including the acceptable use rules in section 11 — and either the breach cannot be put right or you have not put it right within 14 days of being asked; if fees remain unpaid after the notice in section 14.3; if we are required to by law; or if continuing would in our reasonable judgement put the Service, its data or its users at risk. Where we can, we will tell you first and give you the chance to respond.

15.3 When this agreement ends, your users' access to your account ends, and we stop sending email on your behalf. The portal links your tenants hold stop working.

15.4 Your data after closure. On request made before or within 30 days after the agreement ends, we will provide you with a copy of your content in a reasonable machine-readable form [FORMAT AND ANY CHARGE FOR AN EXPORT]. We delete your content within 90 days of closure, in line with clause 9 of the Data Processing Agreement, except where we are required by law to keep it or it remains in routine backups, from which it is not actively processed. Records we hold as controller — the account's acceptance of these terms and of the Data Processing Agreement, invoices, and our correspondence with you — are kept for as long as we need them for legal and accounting purposes.

15.5 Sections 6, 8.2, 8.3, 10.1 (for the period in 15.4), 13.2, 16, 17, 18 and 19 continue after this agreement ends, as does any fee that fell due before it ended.

16. If you are a consumer

16.1 This section applies if you are a private landlord using the Service wholly or mainly outside your trade, business, craft or profession. If it is unclear whether that describes you, tell us and we will treat you as a consumer unless it is clear you are not.

16.2 Nothing in these terms affects your statutory rights, including your rights under the Consumer Rights Act 2015 that the Service be provided with reasonable care and skill, and that any digital content be of satisfactory quality, fit for purpose and as described.

16.3 Cancelling within 14 days. Because this agreement is made at a distance, you may cancel it within 14 days of the day it is made, without giving a reason, by emailing [CONTACT EMAIL] or by any other clear statement. By accepting these terms you ask us to begin providing the Service straight away; if you cancel within the 14 days you will pay only for the part of the period used, in proportion, and we will refund the rest within 14 days of your cancellation. [CONFIRM CANCELLATION WORDING AND REFUND MECHANICS AGAINST THE FEE MODEL]

16.4 Where these terms limit or exclude our liability (section 17), the limits and exclusions apply to you only to the extent the law allows them to apply to a consumer, and section 17.1 applies in full. Section 18 (indemnity) does not apply to you.

16.5 If you are a consumer, you may bring proceedings in the courts of England and Wales, or, if you live in Scotland or Northern Ireland, in the courts there as well.

17. Liability

17.1 Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be excluded or limited by law.

17.2 Subject to 17.1, we are not liable to you for any of the following, however arising:

  1. loss of profit, revenue, business, contracts or anticipated savings;
  2. a fine, penalty, rent repayment order, claim or other liability you incur to a tenant, a local authority, a regulator or anyone else for failing to meet an obligation that applies to you as a landlord or agent — the Service is an aid to meeting those obligations and section 6 says so;
  3. loss arising from data you or your users entered being wrong or incomplete, from a value suggested by document reading that was saved without being checked, or from an email sent on your behalf under section 8;
  4. loss arising from the unavailability of a third-party service under section 12;
  5. indirect or consequential loss.

17.3 Subject to 17.1 and 17.2, our total liability to you arising out of or in connection with this agreement in any twelve-month period, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited to [LIABILITY CAP — e.g. the fees paid in the preceding twelve months, or a fixed sum, or the greater of the two].

17.4 You are responsible for keeping your own copies of any record you are required by law to hold or produce, and of anything you would need if the Service were unavailable. We take regular backups of the Service as a whole, for the purpose of restoring it; they are not a substitute for your own records.

18. Indemnity

18.1 If you are not a consumer, you will indemnify us against any claim brought against us by a tenant, contractor, user or other third party, and any loss, damage, cost or expense we incur, arising out of your content, out of an email sent on your behalf under section 8, out of your breach of these terms or of the law, or out of anything done through your account by your users — except to the extent caused by our own breach of this agreement.

19. General

19.1 Intellectual property. The Service, its software, design, documentation and compliance rule set are ours or our licensors', and nothing in these terms transfers any of them to you. You have a non-exclusive, non-transferable right to use the Service for your own property management for as long as this agreement lasts. Your content remains yours (section 10).

19.2 Confidentiality. Each of us will keep confidential any information of the other's that is marked confidential or would reasonably be understood to be, and use it only for this agreement, except where the law requires disclosure. Your content is covered by section 10 and the Data Processing Agreement rather than by this clause.

19.3 Events beyond our control. Neither of us is liable for a failure or delay caused by something beyond our reasonable control, provided we tell the other and do what we reasonably can to limit its effect. This does not excuse a payment that is due.

19.4 Transferring this agreement. You may not transfer this agreement or your account to anyone else without our written agreement. We may transfer our rights and obligations under it to a successor to our business, provided your rights are not reduced; we will tell you if we do.

19.5 Notices. Notices under these terms are given by email: to you, at the email addresses of the owners of your account and the account's contact address; to us, at [CONTACT EMAIL]. A notice is treated as received the next working day after it is sent.

19.6 Entire agreement. These terms, the Data Processing Agreement and the Privacy Policy are the whole agreement between us about the Service and replace anything said or written before them. Neither of us relies on any statement not set out in them, though nothing in this clause limits liability for fraud.

19.7 Severance and waiver. If any part of these terms is found to be invalid or unenforceable, the rest continues to apply. A delay in enforcing a right is not a waiver of it.

19.8 Third parties. No one other than you and us has any right under the Contracts (Rights of Third Parties) Act 1999 to enforce any of these terms. In particular, a tenant or contractor has no rights under them.

19.9 Governing law. These terms, and any dispute or claim arising out of or in connection with them, are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction, subject to section 16.5 if you are a consumer.

20. Contact

Madison Web Solutions Ltd
The Bank Chambers, 239 South Coast Road, Peacehaven, BN10 8LD
[CONTACT EMAIL]