Terms of Service
About These Terms
These terms are the agreement between SynkroTech ("we", "us") and the organisation that uses SynkroTech ("you"): a managing agent, a residents' management or right to manage company, or another business we provide the service to, and a contractor firm that holds a SynkroTech Trade account.
They apply from the earlier of the day you agree a written quote with us and the day you first use SynkroTech. Where a written quote or order form signed by both of us says something different, the quote or order form applies. The person who accepts these terms for an organisation confirms that they have the authority to do so.
The Service
SynkroTech is property management software for running residential blocks: the staff application, the Leaseholder Portal, the resident, director and concierge desk portals, and SynkroTech Trade for contractors. Every organisation runs the same build. Your plan sets which features are switched on for you and any limits on staff accounts, properties, storage and inspections. When a limit is reached, the act that would go over it is refused until the plan changes.
We change and improve SynkroTech over time. If a change would take away a feature your plan includes, we tell you before it happens.
Accounts and Who May Use Them
- Your staff. Your administrators create and remove your staff accounts and choose each person's role, which decides what they can see and do. You are responsible for what people do under your organisation's accounts.
- Sign-in details. Each person keeps their own password and second factor to themselves. Tell us without delay if you believe an account has been used without permission.
- Leaseholders, residents, directors and contractors use SynkroTech at your invitation. You decide who is invited, and the portals show each of them only what they are entitled to see.
- SynkroTech Trade. A contractor firm may open its own Trade account. It sees an organisation's work only when that organisation connects with it, and it is responsible for the people who use its account.
Your Responsibilities
- Your records are yours to keep accurate. You are responsible for the data you enter or import, and for having the right to put it into SynkroTech.
- Your statutory duties stay yours. Service charge demands, Section 20 consultation, ground rent notices, building safety duties, client money rules and every other duty you hold as a managing agent, landlord or company remain your duties. SynkroTech provides the tools to carry them out.
- We do not give advice. Nothing in SynkroTech is legal, financial, tax or accounting advice. Statutory wording and reminders are there to help you, and do not replace your own judgement or professional advice.
- Your documents are your documents. Demands, notices, letters and emails produced in SynkroTech are issued by you, in your name, including those sent automatically under settings you choose. Demands, notices and posted letters go out only when a person in your organisation releases them, so check each one before you do.
Acceptable Use
You must not use SynkroTech, or let anyone else use it, to:
- break the law, or send anything defamatory, harassing or misleading;
- send marketing to people who have not agreed to receive it;
- upload anything that infringes someone else's rights, or that carries malicious code;
- reach, or try to reach, data or parts of SynkroTech your account is not entitled to, or get round its access controls or limits;
- put an unreasonable load on the service, scrape it, or copy, resell or rebuild it, except as the law allows.
Client Money and Payments
SynkroTech does not hold, receive or move client money, or any other money. Funds, transfers, fee runs, receipts and bank reconciliation in SynkroTech are records in your books: money moves only in your own bank accounts, on your own instruction. A bank feed you connect reads booked lines from your account and cannot make a payment. Supplier invoices sent to Xero arrive as draft bills for you to authorise there. SynkroTech does not collect payments from leaseholders or anyone else; if that changes, these terms change first.
Your client accounts, and the rules that apply to client money, remain your responsibility.
Services You Connect
You can connect accounts that your organisation holds with other providers: a Microsoft 365, Google or other mailbox, sign-in with Microsoft or Google, Xero, and your client bank account through your bank's own Open Banking consent. Those accounts are governed by your agreement with each provider, not by these terms. We are not responsible for those providers' services or for what they do with your data. You can disconnect any of them, and from then on SynkroTech stops reading from it.
Data Protection
For the personal data you put into SynkroTech — about your leaseholders, residents, directors, contractors, staff and anyone else in your records — you are the controller and we are your processor. The Privacy Notice covers the personal data we handle for our own purposes, such as your account details and demo requests. Each of us complies with the UK GDPR and the Data Protection Act 2018.
Data Processing Terms
This section sets out the terms required by Article 28(3) of the UK GDPR, for the personal data we process on your behalf.
- Subject matter and duration. Providing SynkroTech to you, for as long as this agreement lasts and then until your data is deleted as set out under Leaving: Your Data.
- Nature and purpose. Storing, organising, displaying, retrieving, backing up and deleting your records; producing documents; sending the emails and posted letters you release; and giving support when you grant support access.
- Types of personal data. Names and contact details; property, unit and lease details; service charge, ground rent and payment records; correspondence and documents; repair, access and key records; contractors' business details, insurance and certificates; staff accounts and the record of what was done in SynkroTech; and, where you record a personal emergency evacuation plan, information about a person's health or mobility, which is special category data.
- Categories of data subjects. Leaseholders, residents and tenants; directors and members of resident-owned companies; contractors and their staff; your staff; and other people named in your records, such as clients, freeholders and emergency contacts.
- Your instructions. We process personal data only on your documented instructions: these terms, your use and settings of SynkroTech, and any further instruction you give in writing. If the law requires other processing, we tell you first unless the law forbids it. We tell you if we believe an instruction breaks data protection law.
- Confidentiality. Everyone we allow to process your personal data is bound to keep it confidential.
- Security. We keep appropriate technical and organisational measures in place, including encryption in transit, role-based access, encrypted off-site backups, and support access only under a time-limited grant that your administrator can revoke, with every request logged.
- Sub-processors. You give us general authorisation to use sub-processors for hosting, encrypted backups, sending email and printed post. Each is bound by written terms giving the same protection as this section, and we remain responsible to you for their work. We tell you at least 30 days before we add or replace one, and you may object; if we cannot meet a reasonable objection, you may end this agreement. The current list is available on request.
- Where data is held. In the United Kingdom, with encrypted backups in the European Union, which the UK's adequacy regulations cover.
- People's rights. We help you answer requests from people exercising their data protection rights, by the means SynkroTech provides and, where those are not enough, by working with you.
- Security, breaches and impact assessments. We help you meet your duties on security, personal data breach notification, data protection impact assessments and prior consultation with the Information Commissioner, taking account of the information available to us.
- Personal data breaches. We tell you without undue delay after becoming aware of a personal data breach affecting your data, with the information we have, and add to it as we learn more.
- Deletion or return. When this agreement ends, we return your data and then delete it, as set out under Leaving: Your Data, unless the law requires us to keep it.
- Audit. We make available the information you reasonably need to show that these obligations are met, and allow and contribute to audits and inspections by you or an auditor you appoint, on reasonable notice and under a duty of confidentiality.
Fees, Trial and Renewal
- Fees. Fees are a fixed monthly amount, scaled to the size of your portfolio and set out in a written quote. Fees apply only where a written quote sets them. They are exclusive of VAT, which is added where it applies.
- Payment. We invoice monthly in advance, and each invoice is payable within 30 days, unless your quote says otherwise.
- Trial. We may offer a trial. Its length is agreed with you in writing, and no fee is due for it unless that is agreed too.
- Renewal. Your plan runs to the renewal date in your quote and then renews for the same period, unless either of us gives written notice at least 30 days before the renewal date.
- Late payment. If an invoice is unpaid when due, we tell you, and your account is marked past due; your staff can still sign in. If it is still unpaid 14 days after that notice, we may suspend the account.
Availability and Support
We work to keep SynkroTech available and to put faults right promptly, but we do not promise that it will be uninterrupted or free of errors, and no availability figure applies unless your quote sets one. Where we can, we carry out planned maintenance outside working hours.
Support is by email, at the address under Contact. Our support staff cannot open your records unless your administrator grants support access, and the Privacy Notice sets out how that works. The one exception is a new account before anyone in your organisation has signed in for the first time: we may check its set-up then, under the same kind of grant, and it appears in the same support log.
Intellectual Property
We, and those who license to us, own SynkroTech: its software, design and documentation. While this agreement lasts, you and your users may use it for your organisation's business. That right cannot be transferred.
You own your data. You allow us to use it only to provide SynkroTech to you, as these terms set out. If you send us suggestions, we may use them without any duty to you.
Confidentiality
Each of us keeps the other's confidential information confidential and uses it only for this agreement. This does not cover information that is public through no fault of the one who received it, that they already held or developed on their own, or that the law requires them to disclose, in which case they tell the other first where the law allows. This continues after the agreement ends.
Limitation of Liability
- Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited or excluded by law.
- Neither of us is liable for loss of profit, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss.
- Subject to the first point, each party's total liability under or in connection with this agreement, in each 12-month period, is limited to the fees you paid in the 12 months before the event giving rise to the claim. This does not limit your duty to pay the fees.
Suspension and Ending the Agreement
- Suspension. We may suspend your account for unpaid fees as set out above, for a breach of Acceptable Use that puts the service or other people at risk, or where the law requires it. A suspension stops your staff signing in and stops scheduled work running. It deletes nothing, and we lift it once the reason is resolved.
- Ending at renewal. Either of us may end this agreement at a renewal date, by written notice as set out under Renewal.
- Ending for breach. Either of us may end this agreement straight away by written notice if the other commits a serious breach and, where it can be put right, does not put it right within 30 days of being asked to, or if the other becomes insolvent.
- When it ends. Your access ends, fees due up to the end remain payable, and the sections on data processing, leaving, confidentiality and liability continue.
Leaving: Your Data
While your account is open, your registers can be exported to Excel, PDF or Word from the screens that show them. Before an account is closed, we take a complete export of your organisation's records and give it to you; an account is not closed without one.
After closing, your data is kept for 90 days, read-only and out of reach of your users, so that you can ask for anything you still need. After those 90 days we delete it, unless the law requires us to keep it. Copies in our encrypted backups are removed as the backups expire.
Changes to These Terms
We may change these terms. We tell your administrators by email at least 30 days before a change takes effect, and this page shows the version in force. If you do not accept a change, you may end this agreement before the change takes effect. A change the law requires may take effect sooner, and we tell you as soon as we can.
General
- These terms, the Privacy Notice and your written quote are the whole agreement between us about SynkroTech.
- Neither of us may transfer this agreement without the other's written consent, which will not be unreasonably refused.
- Neither of us is liable for a delay or failure caused by events beyond our reasonable control.
- If any part of these terms cannot be enforced, the rest still applies. Not enforcing a right straight away does not give it up.
- Nobody other than you and us has any right to enforce these terms.
Governing Law
These terms, and any dispute about them, are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
Contact
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