Terms of Service

1. About these terms

These terms govern your use of the Hartcroft platform, operated by Hartcroft Ltd (“Hartcroft”, “we”, “us”, “our”), a company registered in England.

By creating an account, you agree to these terms. If you do not agree, do not use the platform. We recommend you read these terms carefully and keep a copy for your records.

2. What Hartcroft provides

Hartcroft is a property management platform for residential landlords in England. The platform provides tools for tracking property portfolios, compliance deadlines, tenancy information, maintenance records, and financial data. It also generates analysis reports covering compliance status, portfolio health, tax estimates, acquisition research, tenant risk assessment, void management, and document drafting.

The Hartcroft Tenant Portal is a separate subscription that gives tenants access to rights guides, a property browser, reference management, and template correspondence tools.

3. Important limitations

4. Your account

You must provide a valid email address to create an account. You are responsible for maintaining the security of your account and for all activity that occurs under it. You must notify us immediately if you become aware of any unauthorised use.

You must be at least 18 years old to create an account. By registering, you confirm that the information you provide is accurate and that you will keep it up to date.

5. Subscriptions and pricing

Hartcroft operates on a monthly subscription basis. The current tiers are:

Prices include VAT where applicable. We may change our prices with at least 30 days' notice. Price changes take effect at the start of your next billing cycle.

6. Free trial

New landlord accounts receive a 7-day free trial. You must provide a valid payment method to start your trial. If you do not cancel before the trial ends, your subscription will begin automatically and you will be charged the applicable monthly fee.

You can cancel your trial at any time through your account settings. No charge is made if you cancel before the trial period expires.

7. Payment and billing

Payments are processed by Stripe. Subscriptions renew automatically each month. If a payment fails, we will retry the charge and notify you by email. If payment remains outstanding for more than 14 days, we may suspend your access until the balance is settled.

You can manage your payment method and view billing history through the Stripe billing portal, accessible from your account settings.

8. Cancellation and cooling-off

You can cancel your subscription at any time through your account settings or by contacting us at support@hartcroft.com. Cancellation takes effect at the end of your current billing period. You retain access to the platform until then. No refunds are issued for partial months.

Under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, you have a right to cancel within 14 days of subscribing or renewing, without giving a reason. If you have used the platform during this period, you may be charged a proportionate amount for the service received. To exercise this right, contact us in writing.

9. Changing your subscription

You can upgrade your tier at any time. Upgrades take effect immediately and you will be charged the prorated difference for the remainder of your billing cycle. Downgrades take effect at the start of your next billing period. If your new tier supports fewer properties than you currently manage, you will need to archive properties to meet the new limit before the downgrade takes effect.

10. Your data

You retain ownership of all data you enter into the platform. We do not claim intellectual property rights over your property data, tenancy records, or other content you provide.

By using the platform, you grant us a limited licence to process your data as necessary to provide the service, including generating analysis reports and sending notifications. This licence terminates when you delete your account.

Our handling of personal data is described in our Privacy Policy.

11. Accuracy of information

You are responsible for ensuring that the information you enter into the platform is accurate and up to date. Analysis reports and compliance assessments are only as accurate as the data you provide. Hartcroft does not independently verify property details, tenancy information, or financial data you enter.

While we take reasonable steps to ensure the platform reflects current UK legislation, laws change. You should not rely solely on the platform for compliance — always verify obligations with an appropriate professional.

12. Acceptable use

You agree not to use the platform for any unlawful purpose, attempt to gain unauthorised access to our systems or other users' accounts, interfere with or disrupt the platform, upload malicious software, use the platform to harass or threaten others, or misrepresent your identity or affiliation. We reserve the right to suspend or terminate accounts that breach these terms.

13. Intellectual property

The Hartcroft platform, including its design, code, text, graphics, and trademarks, is owned by Hartcroft Ltd and protected by intellectual property laws. You may not copy, modify, distribute, or reverse-engineer any part of the platform without our written permission.

Documents and reports generated by the platform for your use are yours to use, share, and modify as you see fit. However, the templates, layouts, and underlying systems used to generate them remain our property.

14. Limitation of liability

To the fullest extent permitted by law, Hartcroft's total liability to you for any claims arising out of or in connection with your use of the platform is limited to the total amount you have paid to us in the 12 months preceding the claim.

We are not liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business opportunities, arising from your use of the platform, even if we have been advised of the possibility of such damages.

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

15. Service availability

We aim to keep the platform available at all times but do not guarantee uninterrupted access. The platform may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control. We will endeavour to give reasonable notice of planned downtime.

The platform is provided “as is” and “as available”. To the extent permitted by law, we disclaim all warranties, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. This does not affect your statutory rights as a consumer.

16. Third-party services

The platform integrates with third-party services including Stripe (payments), Supabase (data hosting), and external data sources (EPC registers, postcode lookups, Companies House). We are not responsible for the availability, accuracy, or policies of these third-party services.

17. Termination

We may suspend or terminate your account if you breach these terms, if your payment is overdue for more than 14 days, or if we are required to do so by law. We will give you reasonable notice where possible.

On termination, your right to access the platform ceases immediately. Your data will be retained for 90 days and then deleted, unless we are required by law to retain it for longer (see our Privacy Policy).

18. Changes to these terms

We may update these terms from time to time. If we make material changes, we will notify you by email at least 30 days before they take effect. Continued use of the platform after the effective date constitutes acceptance of the updated terms. If you do not agree to the changes, you may cancel your subscription.

19. Governing law and disputes

These terms are governed by the laws of England and Wales. Any disputes arising from these terms or your use of the platform will be subject to the exclusive jurisdiction of the courts of England and Wales, except where you have a statutory right to bring proceedings in a different jurisdiction.

20. Contact

If you have questions about these terms, contact us at: