The agreement between your building's company and us

Last updated 31 October 2026.

1. Who the agreement is between

These terms are between Streetvisit ("we", "us"), which runs Freeholdpilot (the business's full legal name and address are on our legal information page), and the company that sets up a building on Freeholdpilot (the "customer"): its freehold, residents' management, Right to Manage or commonhold company. The director who signs up does so on the company's behalf and confirms they have the authority to. Leaseholders and members who are invited to a building's portal use it under these terms too, but the agreement and any fees are the customer's.

2. What Freeholdpilot does

Freeholdpilot is software that helps a building's company run itself: a document drive, a document assistant, repair reports, contractor payments, votes, budgets, accounts that leaseholders can see, and reminders. We provide the software. We are not your managing agent, and the customer's directors remain responsible for the company's decisions, its legal duties as landlord or manager, and its filings at Companies House. If the customer takes our Managed Plus plan, the extra services we provide are set out in writing when it starts.

3. Your money stays yours

We never hold, receive or control the customer's money. Service charges, reserves and company funds stay in the customer's own bank account. Payments made through Freeholdpilot go from that account, through an open banking provider authorised by the Financial Conduct Authority, and only after the customer's directors approve them. The customer is responsible for which payments its directors approve.

4. Information, not legal advice

The document assistant and our guides give general information about the building's documents and UK property law. They are not legal advice, and they can be wrong. Check anything important against the documents themselves. Where the customer needs advice, we can introduce regulated partner firms, which contract with the customer directly.

5. Plans, trials and payment

Plans and prices are shown on our pricing page. Prices exclude VAT, which is added at the standard rate.
Trials need no card. When a trial ends the customer either chooses a paid plan or the portal becomes read-only, and nothing is charged.
Monthly plans are billed in advance each month and can be cancelled at any time, taking effect at the end of the month already paid for.
Yearly plans cost 10 times the monthly price, are paid once in advance and last a fixed 12 months. They never renew automatically. We remind the directors before the end of the term, and they decide whether to buy another. Because no agreement with us runs for more than 12 months, it is not a long-term agreement under section 20 of the Landlord and Tenant Act 1985.
If the customer leaves a monthly plan unpaid for 30 days after we have reminded the directors, we may make the portal read-only until it is paid. We will never delete records because of a missed payment.

6. The customer's data

Everything the customer and its members put into Freeholdpilot belongs to the customer. The customer is the controller of the personal data in it and we are its processor. We:

process it only to provide Freeholdpilot and on the customer's documented instructions, which are these terms and the choices its directors make in the portal;
make sure anyone who can access it is bound by confidentiality;
keep it secure, encrypted in transit and at rest, with bank details encrypted separately;
use only the sub-processors listed in our privacy notice, and tell the directors at least 30 days before adding a new one, so the customer can object;
help the customer answer requests from people exercising their data rights, and with security, breach notification and data protection impact assessments;
tell the customer without undue delay, and within 48 hours, if we become aware of a personal data breach affecting its data;
let the directors export everything at any time, and when the agreement ends, keep the data for 90 days for export and then delete it, unless the law requires us to keep it;
give the customer the information it needs to show we meet these duties, and allow reasonable audits.

These clauses are the data processing agreement required by Article 28 of UK GDPR.

7. Openness to leaseholders

Freeholdpilot shows every leaseholder in the building the service charge and reserve accounts, the invoices behind them and a log of payments, and shows company members the company's accounts. Individual leaseholders' arrears are never shown to other leaseholders. The customer agrees that this openness is part of the service and cannot be switched off.

8. Using Freeholdpilot properly

The customer and its users must not upload anything unlawful, break into other buildings' data, overload the service, or use it to harass anyone. We may suspend a user who does, and will tell the directors why.

9. Our support access

If the customer asks us to help set up its building, a member of our team may be added to its portal as "Freeholdpilot support". Support can see and organise the building's records, but cannot approve payments, connect the bank, take out a plan or vote. The directors can remove support at any time, and every action support takes is in the building's audit log.

10. Availability and changes

We aim to keep Freeholdpilot available all the time but cannot promise it will never be interrupted. We may improve or change features; if we remove something the customer relies on, we will give the directors at least 30 days' notice and the customer may end the agreement and get a refund for any unused part of a yearly plan.

11. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law. Otherwise, our total liability to the customer in any 12 months is limited to the fees it paid us in those 12 months, and we are not liable for loss of profit or indirect loss. We are not responsible for decisions the customer's directors make, including payments they approve.

12. Ending the agreement

The customer can stop using Freeholdpilot at any time from the portal's settings. We can end the agreement with 60 days' notice, or straight away if the customer seriously breaks these terms. Either way, the directors get 90 days to export the building's records.

13. Changes to these terms

We will email the directors at least 30 days before any change that affects the customer. Changes never apply to a yearly term already paid for.

14. Law

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.

Contact

Streetvisit. Postal address on our legal information page. Email hello@freeholdpilot.com. VAT GB454041323.