Terms of Service

Last drafted: 25 July 2026. This will need a "last updated" date that actually means something once it's reviewed and published for real.

1. Who we are

FreeholdMate ("we", "us", "our") is provided by FreeholdMate [insert registered company name and number once incorporated]. These terms govern your use of the FreeholdMate website and application (the "Service").

2. What the Service does

FreeholdMate helps self-managed freehold and Right to Manage companies keep their statutory registers organised, and files certain filings (such as confirmation statements and officer changes) directly with Companies House on your behalf once you have reviewed and approved them. Some submissions are filed by a member of our team personally rather than by an automated system while we complete our direct technical connection to Companies House — either way, you approve what's being filed before we send it, and you remain the one legally responsible, as a director/officer of the company, for its compliance with the Companies Act.

3. Eligibility and your account

You must be a director, company secretary, or otherwise authorised to act for the company you connect. You're responsible for keeping your login credentials secure and for everything that happens under your account. If you invite other people to a company (the "Team" feature), you're responsible for making sure they're actually entitled to access that company's affairs.

4. Accuracy of information

We pull what we can directly from the Companies House public register, but a lot of what goes into your registers and filings — who owns which share, unit numbers, document uploads — comes from you. You're responsible for the accuracy of anything you enter, and for reviewing anything we prepare before it's filed or submitted anywhere, including by you.

5. Fees and payment

[This section needs finishing once billing is actually live — it should cover: the price and billing cycle (monthly/annual), what happens on failed payment, refunds, and that Companies House's own filing fees, where they apply, are separate and paid directly to Companies House, not to us.]

6. Not legal, financial, or accountancy advice

We are not a firm of solicitors, chartered accountants, or financial advisers, and nothing in the Service — including anything generated by the "Ask AI" feature — is legal, financial, or accountancy advice. For anything that actually matters (a dispute, forfeiture, a complex lease clause, your company's tax position), talk to a qualified professional.

7. The "Ask AI" feature

If you use "Ask AI" to ask questions about an uploaded document, the content of that document is sent to our AI provider (Anthropic) to generate an answer. Don't upload anything you wouldn't want processed by a third-party AI system, and don't treat its answers as a substitute for professional advice — see section 6.

8. Filings and Companies House

Where the Service submits a filing to Companies House on your behalf, it will only ever do so after you've reviewed and explicitly approved what's being sent. You remain legally responsible, as a director/officer of the company, for that company's compliance with the Companies Act and any other applicable law — using this Service doesn't transfer that responsibility to us.

9. Your data, and getting it back out

It's your building's data, not ours. You can export your full registers as a CSV at any time from the Registers page, and you can ask us to delete your account and its data — see our Privacy Policy for how that works.

10. Suspending or ending your account

[Needs real terms here: grounds for suspension (e.g. non-payment, abuse, unlawful use), notice period, what happens to your data after termination, and how you can close your own account.]

11. Service availability

We aim to keep the Service running reliably but don't guarantee it will always be available or error-free — third parties we depend on (Companies House, our AI provider, our hosting and email providers) can and occasionally will have outages outside our control.

12. Limitation of liability

[This is the section most worth a solicitor's attention. It should set out, clearly and lawfully, the extent to which we can and can't limit our liability to you — bearing in mind you can't lawfully exclude liability for things like fraud or death/personal injury caused by negligence, and that unreasonably one-sided terms against a business customer can still be challengeable.]

13. Governing law

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from them.

14. Changes to these terms

We may update these terms from time to time. If we make a material change, we'll tell you — at minimum via email or an in-app notice — before it takes effect.

15. Contact

[insert a real contact email once one exists]