Last updated: 21 August 2026.
FreeholdMate ("we", "us", "our") is a service provided by La Vida Ventures Ltd, a company registered in England & Wales (company number 17368286), registered office 82a James Carter Road, Mildenhall, United Kingdom, IP28 7DE. These terms are the agreement between you and us governing your use of the FreeholdMate website and application (the "Service"). By creating an account you accept them. You can reach us at any time at [email protected].
FreeholdMate helps self-managed freehold and Right to Manage companies keep their registers and records in order, and submits certain filings — confirmation statements (CS01), officer appointments and resignations (AP01/TM01), changes of officer details (CH01), PSC filings, share allotments (SH01) and changes of company name (NM01) — directly to Companies House on your behalf.
This is a self-serve service, and that distinction matters. You keep your own registers up to date and you approve each filing in the app before anything is sent. The submission itself is then made automatically by our systems. Nobody at FreeholdMate handles your Companies House authentication code, acts as your filing agent, or files anything by hand — there is no manual filing path, and we will never ask you for your authentication code by email or over the phone. If anyone claiming to be from FreeholdMate does, it isn't us.
If a submission does not reach Companies House — because we are not yet able to file that form type directly, or because something failed at our end — it is not filed, and we will tell you so by email rather than leaving you to assume it went through. There is no queue in which an approved filing quietly waits: either it has been submitted or it has not, and we will say which.
Where we have already collected a fee for a filing that did not go out, we keep trying automatically and we do not charge you again. Companies House charges its fee per submission rather than per attempt, so a further attempt at the same filing costs nothing extra; the fee you have already paid still covers it. If we cannot get it through at all, contact us and we will sort it out.
Your filing deadline does not move until a submission has actually been confirmed as filed by Companies House. We would rather show you an unfiled filing than let you believe you are compliant when you are not.
You must be a director, company secretary, or otherwise authorised to act for the company you connect, and you must be at least 18. You're responsible for keeping your login details secure and for everything done under your account.
A company can have several people with access (the "Neighbours" feature), at three levels: Owner — one person per company, who manages billing and who else has access; Edit — full access to registers, documents and filings; and View — read-only. If you invite someone, you're confirming they're genuinely entitled to see that company's affairs. The Owner can hand ownership to another Edit member at any time, and we won't adjudicate disputes between directors about who should hold it — that's a matter for the company.
We read what we can directly from the Companies House public register, but much of what goes into your registers and filings — who holds which share, unit numbers, dates of birth, addresses, uploaded documents — comes from you, and we have no way to verify it independently. You're responsible for the accuracy of what you enter and for reviewing anything we prepare before you approve it. Where we can usefully check something, we do: for example, we compare your register of directors against the live public register and flag differences before you file. That's a prompt to look, not a guarantee either record is right.
What it costs. FreeholdMate is £120 per year, per company, billed annually in advance. The price is per building, not per person — everyone you invite to a company is included at no extra cost. There is no free trial period.
What's free. Keeping your registers, storing documents and receiving deadline reminders are free for as long as you want to use them, with no time limit. A subscription is only needed at the moment you actually ask us to do filing work for you — submitting a confirmation statement, recording a share transfer, or recording an allotment of shares. We won't lock you out of your own records or count down at you.
Share transfers. Recording a share transfer and generating the stock transfer form (J30) is charged separately at £20 per transfer, on top of the subscription, and is taken at the point you record it.
Companies House's own fee. Companies House charges its own statutory fee for certain filings — currently £50 for a confirmation statement filed electronically. That is not part of your subscription. We collect it separately at the point you file and pass it on to Companies House at cost, with no mark-up. If Companies House changes its fees, the amount we collect changes with them.
Payment and failed payment. Payments are handled by Stripe; we never see or store your card details. If a renewal payment fails, Stripe will retry it and we'll email you. If it's still unpaid after those retries, your subscription lapses: you keep full access to your registers, documents and data, and you can still export everything — you just can't submit a new filing through us until it's settled.
Cancelling and refunds. You can cancel at any time from the Billing page. Cancellation takes effect at the end of the period you've already paid for, and you keep full access until then. We don't refund part-years as a matter of course, but if you cancel shortly after a renewal you didn't intend, email us — we'd rather sort it out than argue about it. None of this affects any statutory cancellation or refund right you may have.
We are not solicitors, chartered accountants, or financial advisers, and nothing in the Service — including anything produced 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), speak to a qualified professional. We can tell you what a document says and what Companies House requires; we can't tell you what you should do about it.
If you ask a question about an uploaded document, that document and your question are sent to our AI provider (Anthropic) to generate an answer. This is the only feature in which your document content leaves our systems. Answers are generated by a language model and can be wrong, incomplete, or confidently mistaken — treat them as a starting point for your own reading of the document, never as a conclusion, and see section 6. Don't upload anything you wouldn't be comfortable having processed by a third-party AI provider.
We only ever submit a filing after you have reviewed and explicitly approved exactly what's being sent. Companies House may still reject a submission — for incorrect details, a duplicate period, an unverified identity, or its own reasons — and we'll tell you when that happens, along with the reason given.
Identity verification under the Economic Crime and Corporate Transparency Act is between the individual and Companies House. Where a filing needs someone's verified personal code, that person has to obtain it themselves; we can't complete verification for you, and a filing that needs a code we don't have will wait until it's provided.
You remain legally responsible, as a director or officer, for your company's compliance with the Companies Act and any other applicable law. Using the Service does not transfer that responsibility to us, and does not make us an officer, agent, or company secretary of your company.
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 before removing a company you're offered a complete download — registers, activity log, filing history and every uploaded document — as a single ZIP file. We don't hold your data hostage, and we don't charge for getting it out. See our Privacy Policy for how we handle it while we have it.
You ending it. The Owner can remove a company at any time. We'll cancel any active subscription first, offer you the full ZIP export described above, and then — once you've confirmed by typing the company's name — permanently delete its registers, documents, activity history, filing history and everyone's access to it. That deletion is immediate and irreversible, which is why it takes three deliberate steps to reach.
Us ending it. We may suspend or close an account if fees remain unpaid after the retries described in section 5, if the Service is used unlawfully or to access a company you have no right to act for, or if an account is putting the Service or other customers at risk. Except where the problem is serious enough to need immediate action, we'll email you first and give you a reasonable opportunity to put it right. If we do close an account, we'll give you at least 30 days to export your data before deleting it, unless we're legally required to act sooner.
Us ending the Service. If we ever discontinue FreeholdMate, we'll give you at least 90 days' notice, refund the unused portion of any subscription you've paid for, and keep the export working until the end of that period.
We aim to keep the Service running reliably, but we don't guarantee it will always be available or error-free. It runs from a single region and brief interruptions happen when we deploy updates. Third parties we depend on — Companies House, Stripe, our AI, hosting and email providers — have outages of their own that are outside our control. Companies House's own filing systems have scheduled downtime we can't work around.
Deadlines don't pause for an outage. If you're close to a filing deadline, don't leave it to the last day — our reminders start 60 days out for exactly that reason.
Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited or excluded.
Subject to that, and because this is a business-to-business service:
If we get something wrong at our end — a filing we mishandled, data we lost — tell us and we'll do what we reasonably can to put it right. This section limits what we owe you in money; it isn't a licence to be careless.
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.
We may update these terms from time to time. If we make a material change, we'll email you and show an in-app notice at least 30 days before it takes effect. If you don't accept the change, you can cancel before it applies and we'll refund the unused portion of your subscription. The date at the top of this page always reflects the current version.
Questions about these terms, or anything else: [email protected]. We're a small team and we read everything that arrives there.