Terms of Service

• "STEMHQ", "we", "us", "our" means STEMHQ Ltd, a company 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 using the Service to manage properties.
• "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.

You may only use STEMHQ if you are:

• At least 18 years of age.
• Using the Service for lawful property management activities in the United Kingdom.
• Capable of entering into a legally binding contract under the laws of England and Wales.

You must provide accurate and complete information when registering. New accounts require activation by an administrator before first use. You may not create accounts on behalf of third parties without their authorisation.

You are responsible for maintaining the security and confidentiality of your login credentials. You must notify us immediately at hello@stemhq.co.uk if you suspect unauthorised access to your account. We are not liable for losses resulting from compromised credentials.

STEMHQ provides property management, compliance tracking, legal notice generation, tenant communication, and related tools for UK landlords and letting agents. The platform is provided as software-as-a-service ("SaaS").

We reserve the right to modify, suspend, or discontinue any feature of the Service at any time. Where a change materially affects your use of the Service, we will provide at least 30 days' notice by email.

We aim for 99.5% uptime excluding scheduled maintenance. Scheduled maintenance will be notified in advance where possible. We are not liable for downtime caused by factors outside our reasonable control including third-party outages, force majeure events, or internet infrastructure failures.

You agree not to use the Service to:

• Process data relating to individuals without a lawful basis under UK GDPR.
• Harass, discriminate against, or unlawfully disadvantage tenants or other parties.
• Violate any applicable housing legislation, including the Equality Act 2010, the Renters' Rights Act 2026, or the Housing Act 1988.
• Attempt to gain unauthorised access to any part of the Service or another User's data.
• Upload malicious code, viruses, or content designed to damage or disrupt the Service.
• Reverse engineer, decompile, or extract the source code of the Service.
• Resell or sublicense access to the Service without our written consent.
• Use automated tools to scrape, crawl, or extract data from the Service.

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

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 that any notice, document, or communication generated using the Service is appropriate for your specific circumstances, correctly completed, served by the correct method, and compliant with all applicable law at the time of service. We strongly recommend that documents with material legal consequences (including Section 8 possession notices) are reviewed by a qualified solicitor or licensed housing legal adviser before being served on a tenant.

STEMHQ Ltd accepts no liability for any legal proceedings, adverse court findings, costs awarded against you, or other losses arising from documents generated using the Service that are incorrect, improperly served, or used without appropriate professional review.

The compliance calendar, statutory deadline alerts, and regulatory information provided by STEMHQ are intended as guidance tools. Legislation changes frequently. You are responsible for verifying that all information is current and applicable to your jurisdiction before relying on it.

When you enter personal data about tenants into STEMHQ, you act as the data controller of that data under UK GDPR. STEMHQ processes that data as your data processor on your instructions. This data processing relationship is governed by our Data Processing Agreement, which forms part of these Terms.

Your responsibilities as data controller include:

• Having a lawful basis to process your tenants' personal data (typically contractual necessity or legitimate interests in connection with the tenancy).
• Providing tenants with a privacy notice explaining how their data is used, in compliance with UK GDPR Articles 13 and 14.
• Responding to any data subject access requests from tenants relating to data you hold in STEMHQ.
• Ensuring that sensitive data (such as national insurance numbers) is only collected and stored where genuinely necessary.
• Complying with all applicable data protection law in your jurisdiction.

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.

STEMHQ offers the following plan types:

All billing is processed by Stripe. By subscribing, you authorise STEMHQ to charge your payment method on a recurring basis at the applicable rate.

Subscriptions auto-renew unless cancelled before the end of the current billing period. You may cancel at any time via your Account page or by contacting us. Cancellation takes effect at the end of the current paid period. We do not issue refunds for partial billing periods unless required by applicable consumer protection law.

We reserve the right to suspend access to the Service if payment fails after two retry attempts. We will notify you by email before suspension.

The STEMHQ platform, including its design, code, algorithms, and documentation, is the intellectual property of STEMHQ Ltd and is protected by copyright and other applicable intellectual property laws.

You retain full ownership of all Content you create or upload within the Service, including property data, tenant records, notes, and documents. By using the Service, you grant STEMHQ Ltd a limited, non-exclusive licence to store and process your Content solely for the purpose of providing the Service to you.

We may use aggregated, fully anonymised and de-identified data derived from usage of the Service to improve the platform and develop new features. No personally identifiable data is used for this purpose.

Both parties agree to keep confidential any non-public information disclosed by the other party in connection with these Terms. This obligation does not apply to information that is publicly available, independently developed, or required to be disclosed by law.

We provide the Service on a commercially reasonable efforts basis and aim to maintain high availability. Technical support is available via hello@stemhq.co.uk. Response times are not guaranteed but we aim to respond to all queries within two business days.

We perform regular automated database backups. In the event of data loss attributable to our systems, we will restore from the most recent available backup. We are not liable for data loss resulting from User error, accidental deletion, or third-party failures outside our control.

To the maximum extent permitted by applicable law, STEMHQ Ltd's total liability to you for any claims arising under or in connection with these Terms (whether in contract, tort, or otherwise) shall not exceed the greater of: (a) the total fees paid by you to STEMHQ in the 12 months immediately preceding the claim; or (b) £500.

STEMHQ Ltd shall not be liable for:

• Loss of rental income, loss of profits, or loss of business opportunity.
• Adverse court outcomes, legal costs awarded against you, or possession proceedings that fail.
• Regulatory fines or penalties arising from your failure to comply with housing law or data protection law.
• Indirect, consequential, or special loss of any kind.
• 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, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.

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 applicable law or regulation; (c) your failure to comply with your data controller obligations; or (d) any claim by a third party (including a tenant) arising from your use of the Service.

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. Your use of third-party services is governed by their own terms and privacy policies.

You may close your account at any time via your Account settings. On closure, your data will be permanently deleted within 30 days in accordance with our Privacy Policy.

We may suspend or terminate your account immediately if you materially breach these Terms, fail to pay fees, engage in illegal activity, or if we are required to do so by law. We will provide notice of termination by email except where immediate action is required to protect the Service or other users.

On termination for any reason, your right to access the Service ceases immediately. Provisions of these Terms that by their nature should survive termination (including Sections 5, 6, 8, 11, 12, and 15) shall continue to apply.

These Terms are governed by the laws of England and Wales. Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

We encourage you to contact us in the first instance to resolve any dispute informally before commencing legal proceedings.

We may update these Terms from time to time. Material changes will be notified to you by email at least 30 days before they take effect. Minor changes (such as corrections or clarifications that do not materially affect your rights) may be made without notice. Continued use of the Service after the effective date of revised Terms constitutes your acceptance.

The date at the top of this page always reflects the most recent revision. We recommend bookmarking this page.

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