Legal

1. Introduction

SortX ("we", "our", or "us") is committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our property maintenance management platform.

We are a UK-based company and fully comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all applicable data protection legislation.

2. Data Controller

SortX is the data controller for the personal data processed through our platform. If you have any questions about this policy or our data practices, please contact our Data Protection Officer at dpo@sortx.app.

3. Information We Collect

We collect and process the following categories of personal data:

• Account Information: Name, email address, phone number, and organisation details when you register for our service.
• Property Data: Property addresses, tenant information, and landlord details necessary for managing repairs.
• Communication Data: Messages, call recordings (where consent is provided), and correspondence through our platform including WhatsApp, SMS, and web chat.
• Repair Records: Details of maintenance requests, contractor assignments, quotes, invoices, and work completion records.
• Usage Data: Information about how you interact with our platform, including log data and analytics.

4. Legal Basis for Processing

We process your personal data under the following legal bases:

• Contract: Processing necessary to perform our contract with you or to take steps at your request before entering into a contract.
• Legitimate Interests: Processing necessary for our legitimate business interests, such as improving our services and preventing fraud.
• Legal Obligation: Processing necessary to comply with legal requirements, including housing regulations and financial reporting.
• Consent: Where you have given explicit consent for specific processing activities, such as marketing communications.

5. How We Use Your Data

We use your personal data to:

• Provide and maintain our property maintenance management services
• Process and manage repair requests and contractor assignments
• Communicate with tenants, landlords, and contractors
• Generate reports and analytics for your organisation
• Ensure compliance with housing regulations and safety requirements
• Improve our platform and develop new features
• Prevent fraud and ensure security of our services

6. Data Sharing

We may share your personal data with:

• Contractors: When assigning repair work, we share necessary property and contact details.
• Service Providers: Third-party providers who help us deliver our services (e.g., cloud hosting, communication platforms).
• Legal Authorities: Where required by law or to protect our legal rights.

We ensure all third parties provide adequate data protection safeguards and only process data according to our instructions.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Repair records are typically retained for 6 years in accordance with UK housing regulations and limitation periods.

8. Your Rights

Under UK GDPR, you have the following rights:

• Right of Access: Request a copy of your personal data.
• Right to Rectification: Request correction of inaccurate data.
• Right to Erasure: Request deletion of your data in certain circumstances.
• Right to Restrict Processing: Request limitation of how we use your data.
• Right to Data Portability: Receive your data in a structured, machine-readable format.
• Right to Object: Object to processing based on legitimate interests.
• Rights Related to Automated Decision-Making: Request human review of automated decisions.

To exercise any of these rights, please contact our Data Protection Officer at dpo@sortx.app.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes encryption, access controls, and regular security assessments.

10. International Transfers

Where we transfer personal data outside the UK, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the Information Commissioner's Office (ICO) or transfers to countries with adequate data protection laws.

11. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by email or through our platform. We encourage you to review this policy periodically.

1. Introduction

These Terms of Service ("Terms") govern your use of the SortX property maintenance management platform ("Service") provided by SortX ("we", "our", or "us"). By accessing or using our Service, you agree to be bound by these Terms.

Please read these Terms carefully before using our Service. If you do not agree to these Terms, you must not use our Service.

2. Service Description

SortX provides a property maintenance management platform for letting agencies, property managers, and landlords. Our Service includes:

• Repair request intake and management
• Contractor assignment and work order management
• Omnichannel communication (WhatsApp, SMS, voice, web chat)
• AI-powered customer service and workflow automation
• Compliance tracking and reporting
• Invoice and payment management

3. Account Registration

To use our Service, you must register for an account and provide accurate, complete, and current information. You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorised access or use

We reserve the right to suspend or terminate accounts that violate these Terms or for any other reason at our discretion.

4. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any regulations
• Upload or transmit viruses, malware, or other harmful code
• Attempt to gain unauthorised access to our systems or other users' accounts
• Interfere with or disrupt the Service or its infrastructure
• Use the Service to send spam or unsolicited communications
• Reverse engineer, decompile, or disassemble any part of the Service
• Resell or redistribute the Service without our written consent

5. Fees and Payment

Certain features of our Service require payment. By subscribing to a paid plan, you agree to:

• Pay all applicable fees as described in your subscription plan
• Provide valid payment information and keep it up to date
• Authorise us to charge your payment method for recurring fees

Fees are non-refundable except where required by law or as expressly stated in these Terms. We may change our fees upon 30 days' notice.

6. Intellectual Property

All intellectual property rights in the Service, including software, design, and content, belong to SortX or our licensors. You are granted a limited, non-exclusive, non-transferable licence to use the Service for your internal business purposes during your subscription period.

You retain ownership of any data you upload to the Service. By uploading data, you grant us a licence to use, store, and process that data to provide the Service.

7. Data Protection

We process personal data in accordance with our Privacy Policy and applicable data protection laws, including UK GDPR. Where we process personal data on your behalf, we act as a data processor and you remain the data controller. A Data Processing Agreement is available upon request.

8. Service Availability

We strive to maintain high availability of our Service but do not guarantee uninterrupted access. We may temporarily suspend the Service for maintenance, updates, or security reasons. We will provide reasonable notice of planned maintenance where possible.

9. Limitation of Liability

To the maximum extent permitted by law:

• Our total liability for any claims arising from the Service shall not exceed the fees you paid in the 12 months preceding the claim.
• We shall not be liable for any indirect, incidental, special, consequential, or punitive damages.
• We are not liable for any losses arising from your use of third-party services or integrations.

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

10. Indemnification

You agree to indemnify and hold harmless SortX, its officers, directors, employees, and agents from any claims, damages, or expenses arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights.

11. Termination

Either party may terminate the subscription by providing 30 days' written notice. We may terminate or suspend your access immediately if you breach these Terms. Upon termination:

• Your right to use the Service will cease immediately
• You may request export of your data within 30 days of termination
• We will delete your data in accordance with our data retention policy

12. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes by email or through the Service at least 30 days before they take effect. Continued use of the Service after changes become effective constitutes acceptance of the revised Terms.

13. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

14. Contact

For any questions about these Terms, please contact us at legal@sortx.app.