Terms of Service

1. About Property Passport UK

Property Passport UK (“Property Passport”, “we”, “us”, or “our”) operates a digital property record, registry, and logbook platform designed to create, maintain, and preserve a structured, longitudinal record of a property over its lifetime.

Property Passport UK operates in the United Kingdom. These Terms are governed by the laws of England and Wales.

If you are using the Services on behalf of an organisation or in a professional capacity, you confirm that you have authority to bind that organisation to these Terms.

2. Purpose and Nature of the Services

Property Passport UK is designed to:

• Create a persistent, property-centric digital record linked to a Unique Property Reference Number (UPRN)
• Store, manage, and display property-related information and documents
• Preserve historical property information across changes of ownership or occupation
• Enable permission-based sharing with third parties involved in the property lifecycle

Property-Centric Model

The Services are property-centric, not user-centric. Whilst accounts are held by individuals or organisations, the underlying purpose of the platform is to maintain an enduring record of the property itself.

3. Eligibility and Account Registration

To access certain features, you must create an account. You confirm that:

• All information you provide is accurate, current, and complete
• You have lawful authority to upload, manage, or share the information you provide
• You will keep your credentials secure and confidential
• You are responsible for all activity carried out under your account

4. Definitions of Content

For clarity, the Services may contain different categories of information:

• Personal Data – information identifying an individual
• User-Provided Property Content – documents or information uploaded by users
• Public or Authoritative Property Data – data sourced from public, statutory, or third-party providers
• Property Record Data – structured information forming part of the ongoing property history

These categories are treated differently under these Terms.

5. Your Content and Rights

5.1 Ownership during your use

You retain ownership of personal data and user-uploaded content you provide (“Your Content”), subject to the licences granted below.

5.2 Licence to Property Passport UK

You grant Property Passport UK a worldwide, non-exclusive, royalty-free licence to host, store, process, analyse, display, and transmit Your Content solely for the purposes of:

• Operating and maintaining the Services
• Preserving the property record
• Providing access and sharing as instructed by you
• Ensuring continuity and integrity of the property record

6. Persistence of the Property Record (Critical)

6.1 Default position: data retention

Unless you explicitly request deletion, Property Passport UK will, as standard practice:

• Retain information relevant to the property
• Preserve historical records associated with the property
• Maintain continuity of the property record over time

This reflects the core function of the Services as a long-term property record, not a temporary storage service.

6.2 Sale or transfer of a property

Upon sale, transfer, or disposal of a property by you:

• Your account association with the property may end
• The property record will continue to exist as part of the ongoing property history

6.3 Personal data protection

Regardless of the above:

• Personal data that is not necessary for the property record will not be retained
• Personal identifiers will be deleted or anonymised where legally required or requested
• Your rights under UK data protection law remain intact

7. Deletion Requests

You may request deletion of personal data or user-uploaded content at any time, subject to:

• Legal or regulatory retention obligations
• The need to preserve the integrity of the property record
• Legitimate interests in maintaining historical, factual property information

Deletion requests will be assessed in accordance with our Privacy Policy and UK law.

8. Public and Third-Party Data

Some information displayed through the Services originates from public or third-party sources (e.g. government databases).

Such data:

• Is governed by the terms and policies of the source provider
• Is not owned or controlled by you
• May remain visible even if you close your account

Property Passport UK acts as a presenter of such data, not its originator.

9. Authority and Accuracy

By using the Services, you confirm that:

• You have legal authority to manage the property information you provide
• You will not upload misleading, unlawful, or infringing content
• You will not impersonate owners or misrepresent rights
• You are responsible for the accuracy of user-uploaded content

10. Sharing and Permissions

You control who may access Your Content through the Services.

Once you grant access:

• Third parties may rely on the information provided
• Property Passport UK is not responsible for how recipients use the information
• Access can be revoked at any time, subject to lawful or contractual obligations

11. Professional and Institutional Users

If you are a conveyancer, lender, surveyor, agent, broker, or other professional:

• You act independently and in your own professional capacity
• You remain responsible for compliance with your professional duties
• Property Passport UK does not provide legal, surveying, or financial advice

12. Beta, Pilot, and Experimental Features

Certain features may be designated as beta or pilot. These are provided “as is” and may change or be withdrawn without notice.

13. Acceptable Use

You must not:

• Use the Services unlawfully
• Interfere with security or integrity
• Upload malicious or harmful content
• Attempt unauthorised access

We may suspend or terminate access for breaches.

14. Intellectual Property

All intellectual property in the Services, platform, and software is owned by or licensed to Property Passport UK.

You may not copy, reverse engineer, or exploit the Services except as permitted by law.

15. Data Protection and Privacy

Personal data is processed in accordance with our Privacy Policy, which forms part of these Terms.

Nothing in these Terms limits your statutory rights.

16. Suspension and Termination

You may stop using the Services at any time.

We may suspend or terminate access if:

• You breach these Terms
• Your use creates legal, security, or operational risk
• We are required to do so by law

Where appropriate, notice will be given.

17. Service Availability and Changes

We may modify, suspend, or discontinue Services.

We will provide notice of material changes where reasonably practicable.

18. Disclaimers

The Services are provided “as is” and “as available”.

We do not guarantee:

• Continuous availability
• Accuracy of third-party data
• Suitability for any specific purpose

19. Limitation of Liability

To the fullest extent permitted by law:

• We exclude liability for indirect or consequential loss
• We are not liable for professional decisions made using the Services
• Our total liability is limited to fees paid in the preceding 12 months (if any)

Nothing limits liability that cannot be excluded by law.

20. Governing Law and Jurisdiction

These Terms are governed by the laws of England and Wales.

The courts of England and Wales have exclusive jurisdiction.

21. Changes to These Terms

We may update these Terms to reflect legal, regulatory, or operational changes.

Material changes will be notified in advance where required.

22. Contact Details