Terms of Service

1. Definitions

• “STEMHQ”, “we”, “us”, “our” means STEMHQ Ltd, registered in England and Wales.
• “Service” means the STEMHQ web application and any associated APIs.
• “User”, “you” means any individual or entity that creates an account and uses the Service.
• “Operator” means a User who is a landlord, letting agent, or property manager.
• “Tenant Data” means personal data relating to tenants that Operators enter into the Service.
• “Content” means all data, documents, text, and files you upload or create within the Service.

2. Eligibility and account registration

You may only use STEMHQ if you are at least 18, using the Service for lawful UK property management, and capable of entering a legally binding contract under the laws of England and Wales. You must provide accurate registration information and may not create accounts for third parties without authorisation. You are responsible for the security of your login credentials and must notify us at hello@stemhq.co.uk of any suspected unauthorised access. We are not liable for losses resulting from compromised credentials.

3. The service

STEMHQ provides property management, compliance tracking, legal notice generation, tenant communication, and related tools as software-as-a-service. We may modify, suspend, or discontinue any feature at any time; where a change materially affects your use, we will give at least 30 days’ notice by email. We aim for 99.5% uptime excluding scheduled maintenance and are not liable for downtime outside our reasonable control.

4. Acceptable use

You agree not to use the Service to:

• Process data about individuals without a lawful basis under UK GDPR.
• Harass, discriminate against, or unlawfully disadvantage tenants or others.
• Violate housing legislation, including the Equality Act 2010, the Renters’ Rights Act, or the Housing Act 1988.
• Attempt to gain unauthorised access to the Service or another User’s data.
• Upload malicious code or content designed to disrupt the Service.
• Reverse engineer, decompile, or extract the source code.
• Resell or sublicense access without our written consent.
• Use automated tools to scrape or extract data from the Service.

We may suspend or terminate accounts that breach these conditions, with or without notice depending on severity.

5. Legal documents and compliance tools

The Service generates legal documents including Section 8 possession notices (Form 3A), rent statements, Renters’ Rights Act information sheets, APA letters, and other statutory documents.

These documents are provided as templates and operational tools only. They do not constitute legal advice.

You are solely responsible for ensuring any notice, document, or communication generated is appropriate for your circumstances, correctly completed, served by the correct method, and compliant with all applicable law at the time of service. We strongly recommend documents with material legal consequences (including Section 8 notices) are reviewed by a qualified solicitor before being served. STEMHQ Ltd accepts no liability for legal proceedings, adverse court findings, costs, or other losses arising from documents that are incorrect, improperly served, or used without appropriate professional review.

The compliance calendar, deadline alerts, and regulatory information are guidance tools. Legislation changes frequently, and you are responsible for verifying that information is current and applicable before relying on it.

STEMHQ is an automated document platform. We provide software tools and legal templates, not legal advice or representation. Use of this tool does not create a solicitor-client relationship. For advice on a complex dispute, consult a qualified solicitor.

This applies equally to the standalone Form 3A Notice Generator sold separately (including all commercial tiers). A solicitor-reviewed tier means an external solicitor has checked the packet for internal consistency with your answers; it is not bespoke legal advice and does not create a solicitor-client relationship with STEMHQ Ltd, the reviewing solicitor, or their firm.

6. Tenant data and your obligations as data controller

When you enter personal data about tenants into STEMHQ, you act as the data controller under UK GDPR; STEMHQ processes it as your data processor on your instructions, governed by our Data Processing Agreement, which forms part of these Terms. Your responsibilities include:

• Having a lawful basis to process your tenants’ personal data.
• Providing tenants with a privacy notice under UK GDPR Articles 13 and 14.
• Responding to data subject access requests relating to data you hold in STEMHQ.
• Ensuring sensitive data (such as National Insurance numbers) is collected only where necessary.
• Complying with all applicable data protection law.

You agree to indemnify STEMHQ Ltd against any regulatory fines, penalties, or third-party claims arising from your failure to comply with your obligations as data controller.

7. Subscriptions and billing

All billing is processed by Stripe; by subscribing you authorise recurring charges at the applicable rate. Subscriptions auto-renew unless cancelled before the end of the current period. You may cancel any time via your Account page; cancellation takes effect at the end of the current paid period. We do not issue refunds for partial billing periods unless required by consumer protection law. We may suspend access if payment fails after two retry attempts, with prior email notice.

8. Intellectual property

The STEMHQ platform, including its design, code, algorithms, and documentation, is the intellectual property of STEMHQ Ltd. You retain full ownership of all Content you create or upload, and grant STEMHQ Ltd a limited, non-exclusive licence to store and process it solely to provide the Service. We may use aggregated, fully anonymised and de-identified usage data to improve the platform; no personally identifiable data is used for this purpose.

9. Confidentiality

Both parties agree to keep confidential any non-public information disclosed in connection with these Terms, except information that is publicly available, independently developed, or required to be disclosed by law.

10. Service availability and support

We provide the Service on a commercially reasonable efforts basis. Support is available via hello@stemhq.co.uk; we aim to respond within two business days. We perform regular encrypted backups and, in the event of data loss attributable to our systems, will restore from the most recent backup. We are not liable for data loss resulting from User error, accidental deletion, or third-party failures outside our control.

11. Limitation of liability

To the maximum extent permitted by law, STEMHQ Ltd’s total liability to you for any claims arising under or in connection with these Terms (in contract, tort, or otherwise) is capped at the total fees you paid for your active subscription in the 12 months immediately preceding the claim. We shall not be liable for any indirect or consequential loss, including:

• Loss of rental income, profits, or business opportunity.
• Missed local-authority or statutory deadlines of any kind.
• Lost rent arising from a delay, outage, or lag in the Service.
• Adverse court outcomes, legal costs awarded against you, or failed possession proceedings.
• Regulatory fines or penalties arising from your failure to comply with housing or data protection law.
• Loss or corruption of data caused by User error or factors outside our reasonable control.

Nothing in these Terms limits our liability for death or personal injury caused by our negligence, for fraud, or for any liability that cannot be excluded by law.

Standalone Form 3A Notice Generator purchases. Where you buy a notice packet as a one-off, rather than as a subscriber, our total liability for that packet (including for a notice that is defective, invalidated, or struck out) is capped at the price you paid. You purchase as a business customer for the purposes of a trade, business, or profession, not as a consumer, and this cap is agreed on that basis.

Waiver of the 14-day cancellation right. The notice packet is digital content supplied other than on a tangible medium. Under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, the statutory 14-day cancellation period does not apply once performance has begun with your express consent and acknowledgement that you thereby lose the right to cancel. By ticking the waiver at checkout and unlocking the packet, you give that consent, and your right to cancel or refund ends once the download begins.

12. Indemnification

You agree to defend, indemnify, and hold harmless STEMHQ Ltd and its officers, directors, employees, and agents from any claims, damages, costs, and expenses (including reasonable legal fees) arising from: (a) your use of the Service in breach of these Terms; (b) your violation of any law or regulation; (c) your failure to comply with your data controller obligations; or (d) any third-party claim (including by a tenant) arising from your use of the Service.

13. Third-party integrations

The Service may integrate with or link to third-party services including Stripe (payments), Resend (email), and government portals. STEMHQ is not responsible for the availability, accuracy, or practices of third-party services, whose use is governed by their own terms and privacy policies.

14. Termination

You may close your account at any time via Account settings; on closure, your data is permanently deleted within 30 days per our Privacy Policy. We may suspend or terminate immediately if you materially breach these Terms, fail to pay, engage in illegal activity, or where required by law, with email notice except where immediate action is required. On termination your access ceases immediately, and provisions that by their nature should survive (including Sections 5, 6, 8, 11, 12, and 15) continue to apply.

15. Governing law and dispute resolution

These Terms are governed by the laws of England and Wales, subject to the exclusive jurisdiction of the courts of England and Wales. We encourage you to contact us first to resolve any dispute informally before commencing proceedings.

16. Changes to these terms

We may update these Terms from time to time. Material changes will be notified by email at least 30 days before they take effect; minor corrections may be made without notice. Continued use after the effective date constitutes acceptance. The date above always reflects the most recent revision.

17. Contact

STEMHQ Ltd, England and Wales. Email: hello@stemhq.co.uk.