Terms of service

1. About these terms

These terms set out the agreement between you and SavvyPlace when you use the SavvyPlace service at savvyplace.co.uk. By registering for or using the service, you confirm that you have read, understood, and agree to these terms. If you don’t agree to any part of them, please don’t use the service.

We’ve written these terms in plain English wherever we can. Some parts are more formal because they deal with legal obligations and liability — but we’ve kept those as clear as possible too.

2. Who we are

The service is operated by SavvyPlace Ltd (referred to in these terms as “SavvyPlace”, “we”, “us”, or “our”).

SavvyPlace Ltd is a company registered in England and Wales. Company number: 17208717. Registered address: 167-169 Great Portland Street, 5th Floor, London W1W 5PF.

Contact: support@savvyplace.co.uk

3. What the service does

SavvyPlace is a web-based self-management portal for residential buildings. It provides tools including maintenance tracking, voting, document storage, discussions, finances, compliance reminders, and an AI assistant called “Savvy”. The service is designed primarily for leaseholder-managed buildings, including those operating under Right to Manage (RTM) in England and Wales, though most tools are suitable for self-managed buildings elsewhere in the UK.

We may add, change, or remove features from time to time. Significant changes will be communicated in advance where practicable.

4. Eligibility

To use the service you must:

• Be at least 18 years old.
• Be resident in the United Kingdom.
• Have authority to act for your building — as a leaseholder, a director, or an appointed representative.
• Use the service for lawful purposes related to managing your residential building.

The service is not intended for use by commercial landlords, managing agents acting for undisclosed clients, or for purposes unrelated to residential building management.

5. Your account

5.1 Registration and invitations

The lead director for a building creates the initial account by registering the building. Subsequent directors and residents join by invitation. You are responsible for ensuring that invitations are sent only to people legitimately entitled to access your building’s data.

5.2 Member limits

Each building on the resident-run plan may have up to 250 members (residents and directors combined). Directors cannot send new invitations once the limit is reached. Existing members can be removed at any time to free up a space.

5.3 Account security

You are responsible for:

• Keeping your login credentials confidential.
• Not sharing your account with other people.
• Notifying us promptly if you suspect your account has been compromised.
• Logging out of shared or public devices.
• Maintaining accurate contact details on your account.

Two-factor authentication. Users are strongly advised to enable two-factor authentication (2FA) on their account, using either an authenticator app or SMS codes. 2FA significantly reduces the risk of unauthorised access and we strongly recommend it, particularly for directors and anyone with access to financial data. 2FA is available free of charge from your security settings.

6. Subscriptions and billing

6.1 Free trial

Each building is entitled to one free trial lasting 30 days from registration. No payment details are required to start the trial. A building that has previously trialled the service is not eligible for a further trial.

6.2 Subscription

The subscription price is £145 per building per year, plus any applicable UK VAT. Subscriptions auto-renew annually unless cancelled. We will send a reminder email approximately 30 days before each renewal.

Any director or resident of the building may pay the subscription. A single subscription covers all residents and directors of that building, up to the member limit for the plan (see section 5.2).

6.3 Failed payments

If a payment fails:

• We will retry the payment and notify the paying user by email.
• The building enters a 14-day grace period during which all features remain available.
• After 14 days of unresolved payment, the building enters read-only mode— existing data remains accessible, but new data cannot be added or edited.
• After 30 days of unresolved payment, the account is fully locked and may be cancelled.

6.4 Refunds

Subscriptions are non-refundable once charged. If you believe you have been charged in error, please contact us within 14 days of the charge.

7. Cancellation and data export

You may cancel your subscription at any time from within the service. On cancellation:

• Access continues until the end of the current paid period.
• After the paid period ends, your building’s data remains exportable for 30 days.
• After the 30-day export window, your building’s data is permanently deleted, except for the limited records we are required by law to keep for longer (for example billing and tax records). See our privacy policy for how long those are retained.

You may export data at any time while your subscription is active.

8. Your content and data

You retain ownership of all content you upload to the service (documents, photos, messages, financial records, votes, and so on). You grant SavvyPlace a limited, non-exclusive, royalty-free licence to store, process, and display this content solely to provide the service to you and your building.

You are responsible for ensuring that:

• You have the right to upload any content you share.
• Content does not infringe any third party’s rights, including copyright, privacy, or contractual rights.
• Content is lawful and not defamatory, harassing, or discriminatory.

For how we handle personal data, see our privacy policy.

9. Acceptable use

You must not:

• Use the service for any unlawful purpose.
• Upload viruses, malware, or other harmful code.
• Attempt to gain unauthorised access to any part of the service.
• Reverse-engineer, decompile, or copy the service’s code.
• Resell or sublicense access to the service.
• Harass, abuse, or discriminate against other users through the service.
• Impersonate another person.
• Interfere with the service’s operation.
• Use automated systems (bots, scrapers) to access the service without our written permission.

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

10. The Savvy AI assistant

SavvyPlace includes an AI assistant called Savvy. Savvy’s output is not legal, financial, tax, or professional advice. It is general information only, and may contain errors or out-of-date references.

Before acting on anything Savvy tells you, you must:

• Independently verify the information.
• Check your building’s specific lease and articles of association.
• Consult a qualified professional (solicitor, accountant, surveyor, etc.) for matters of legal, financial, or structural significance.

We are not liable for any loss or damage arising from your reliance on Savvy’s output. See also section 12.

11. Service availability

We aim to keep the service available at all times, but we cannot guarantee uninterrupted access. The service may be unavailable due to:

• Scheduled maintenance.
• Technical issues or third-party outages.
• Events beyond our reasonable control (force majeure).

We will give reasonable notice of planned maintenance where possible.

12. Liability

This section explains what we can and cannot be held legally responsible for.

12.1 What we don’t limit

Nothing in these terms limits or excludes our liability for:

• Death or personal injury caused by our negligence.
• Fraud or fraudulent misrepresentation.
• Any liability that cannot be excluded or limited under UK law, including liability under the Consumer Rights Act 2015 where applicable.

12.2 What we don’t accept liability for

Subject to section 12.1, we are not liable for:

• Indirect, consequential, or special losses.
• Loss of profits, revenue, goodwill, business opportunity, or anticipated savings.
• Loss or corruption of data, except where caused directly by our negligence and recoverable from our most recent backup.
• Losses arising from your reliance on information generated by the Savvy AI assistant.
• Losses arising from decisions made by your building, its directors, or its residents, including (but not limited to) voting outcomes, maintenance decisions, and financial decisions.
• Losses arising from third-party contractors, suppliers, or advisors you engage through or following use of the service.
• Losses arising from your failure to comply with statutory filing or compliance obligations, regardless of whether SavvyPlace sent you a reminder.

12.3 Cap on liability

Subject to section 12.1, our total liability to you for all claims arising in any 12-month period is capped at the greater of:

• The total subscription fees you have paid in that 12-month period, or
• £145.

12.4 Nature of the service

SavvyPlace is a management tool. It does not provide legal, financial, tax, regulatory, or professional advice. You remain responsible for all decisions, filings, and compliance obligations for your building, and for verifying the actions of any contractors or advisors engaged through or following use of the service.

13. Your responsibility (indemnity)

You agree to indemnify and hold SavvyPlace harmless from any claims, losses, damages, or expenses (including reasonable legal fees) arising from:

• Your breach of these terms.
• Content you upload to the service.
• Your use of the service in violation of any law or third-party right.

14. Termination

We may suspend or terminate your account, with or without notice depending on the circumstances, if:

• You materially breach these terms.
• Your subscription payment remains unresolved for more than 30 days.
• We reasonably believe your use of the service is harmful to us, other users, or third parties.
• We cease to operate the service — in which case we will give you reasonable advance notice by email, keep your building’s data available to export for at least the 30-day window described in section 7, and then delete it in line with our privacy policy and UK data protection law, save for the limited records we are legally required to retain.

On termination, sections 8, 10, 12, 13, 16, 17, 18, and 19 continue to apply.

15. Changes to the service or these terms

We may change the service (features, pricing, processors, and so on) from time to time. We will give you reasonable notice of material changes by email or in-service notification.

We may update these terms. The “last updated” date at the top of this page shows when the latest version took effect. For material changes, we will notify you at least 14 days in advance. Your continued use of the service after the effective date constitutes acceptance of the updated terms. If you do not accept a change, you may cancel your subscription under section 7 before the change takes effect.

16. Contact and complaints

If you have any questions, complaints, or concerns about the service or these terms, please contact us at support@savvyplace.co.uk. We aim to respond to complaints within 10 working days.

17. Governing law and jurisdiction

These terms and any dispute arising out of them are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction to settle any dispute.

If you are a consumer — that is, using the service for purposes unrelated to any trade, business, or profession — you may have additional statutory rights including the right to bring proceedings in your country of residence. These terms do not limit those rights.

18. Service charge payment facilitation

SavvyPlace includes a feature that allows the Lead Director of a building to enter the building’s bank details and raise a service charge, and for residents to view payment instructions, copy bank details, and record that they have made a payment.

18.1 What SavvyPlace does and does not do

• SavvyPlace surfaces bank details and payment references entered by the Lead Director, and records self-reported payment status from residents.
• SavvyPlace is not a payment service provider, is not authorised or regulated by the Financial Conduct Authority (FCA), does not hold client money, and does not act as agent for either the paying resident or the building.
• SavvyPlace does not process, initiate, route, verify, hold, or guarantee any payment between a resident and a building.

18.2 Lead Director responsibilities

The Lead Director is solely responsible for the accuracy of the bank details entered into the platform. SavvyPlace displays those details to residents exactly as entered and does not verify them. Incorrect or fraudulent bank details may cause residents to send money to the wrong account. SavvyPlace is not liable for any such loss.

18.3 Resident responsibilities

Residents are advised to:

• Verify bank details out-of-band (e.g. in person, by phone with their Lead Director) before making any transfer.
• Use their bank’s Confirmation of Payee service where available.
• Retain their own bank’s transaction confirmation as the authoritative record of payment. A “marked as paid” status in SavvyPlace is a self-reported record only and does not constitute proof of payment.

18.4 Liability exclusion for payments

SavvyPlace accepts no liability for:

• Fraud, social-engineering attacks, or account-takeover that leads to incorrect bank details being displayed.
• Payments sent to incorrect accounts, failed transfers, double payments, or any direct or consequential financial loss arising from a payment made or attempted using information surfaced by the platform.
• Disputes between a resident and a building regarding whether payment was made, the amount paid, or any related matter.
• Mis-keying of bank details by the Lead Director or any other user.

All payment liability — including the accuracy of bank details, the success of a transfer, reconciliation, and dispute resolution — sits with the Lead Director and the paying resident.

19. General

• Severability. If any part of these terms is found unenforceable, the remainder continues in effect.
• No waiver. If we do not enforce a right under these terms on one occasion, that does not waive our right to enforce it in future.
• Assignment. You may not transfer your rights or obligations under these terms without our written consent. We may transfer our rights to a successor in the event of a business transfer, with reasonable notice to you.
• Entire agreement. These terms, together with our privacy policy, form the entire agreement between you and SavvyPlace regarding the service.
• Third parties. Nothing in these terms confers rights on any third party under the Contracts (Rights of Third Parties) Act 1999.