ProspectOS Terms of Service

ProspectOS is a trading name of PROSPECTOS LTD, a private limited company registered in England and Wales under company number 11491234.

Registered office:

Email: hello@prospectos.co.uk

In these Terms, “ProspectOS”, “we”, “us” and “our” means PROSPECTOS LTD trading as ProspectOS.

© 2026 ProspectOS. All rights reserved. Made for UK estate and lettings agents.

These Terms apply to:

• Visitors to our website.
• Agencies, branches, companies, partnerships, sole traders and other business users who create an account or use the ProspectOS platform.
• Users invited to access an agency account, including owners, directors, managers, negotiators, administrators, marketing users and view only users.
• Any person who uses our tools, calculators, demo forms, patch checkers, downloadable resources, support services, campaign features or related services.

ProspectOS is intended for business use by estate agents, lettings agents, property professionals and related commercial users in the United Kingdom. It is not intended for consumers acting wholly or mainly outside their trade, business, craft or profession.

By using ProspectOS, creating an account, signing an order form, accepting a quote, using the website, booking a demo, purchasing credits or using any part of the platform, you agree to these Terms.

These Terms should be read together with:

• Our Privacy Policy.
• Our Cookie Policy.
• Our Data Processing Schedule in Schedule 1 of these Terms.
• Any signed order form, quote, subscription confirmation, proposal or commercial agreement.
• Any acceptable use, security, product, pricing or support terms we publish or provide to you.
• Any third party terms that apply to connected services, including payment processors, communications providers, mapping providers, printing partners, data providers and Land Registry services.

If there is a conflict between these documents, the following order of priority applies unless expressly stated otherwise:

• A signed written agreement between us and you.
• The order form or quote.
• These Terms.
• The Data Processing Schedule.
• Any help centre, product, pricing, support or website content.

In these Terms:

• “Account” means the ProspectOS account created for your agency, company, branch or business.
• “Agency” means the business, firm, company, partnership, sole trader or organisation that subscribes to ProspectOS.
• “Authorised User” means any person you invite, authorise or allow to use ProspectOS under your Account.
• “Branch” means a physical office, trading location, franchise, team, territory or logical branch set up inside ProspectOS.
• “Campaign” means any direct mail, postcard, letter, automation, journey, workflow, message, follow up or related outreach activity created, triggered, approved or sent through ProspectOS.
• “Credits” means the prepaid or purchased usage units used for certain activities, including campaign sends, letters, postcards, Land Registry lookups, data purchases or other chargeable actions.
• “Customer Data” means data, content, information, assets, text, images, logos, templates, notes, contacts, instructions, property annotations, campaign content, agency information and other material provided, uploaded, entered or generated by you or your Authorised Users.
• “ProspectOS Data” means property intelligence, market data, property status information, listing data, ownership indicators, Land Registry related information, propensity scores, competitor intelligence, data enrichment, analytics, scoring, platform generated insights and other data made available through ProspectOS.
• “Services” means the ProspectOS website, platform, software, modules, data tools, campaign tools, automations, direct mail tools, landlord tools, pipeline tools, Studio, Insights, Account tools, Resources, support, onboarding and related services.
• “Subscription” means the paid access plan for ProspectOS.
• “Website” means the ProspectOS public website and any related pages, tools, forms, calculators, resources or landing pages.

You confirm that:

• You are acting for business purposes.
• You have authority to bind the Agency or business you represent.
• You will use ProspectOS only for lawful business purposes.
• You will ensure all Authorised Users comply with these Terms.
• You are responsible for all activity carried out through your Account.

If you do not have authority to accept these Terms on behalf of an Agency or business, you must not create an Account or use the Services on its behalf.

ProspectOS is a property intelligence and prospecting operating system for UK estate and lettings agents. It is designed to help agents identify, prioritise, contact, track and measure vendor, landlord and property opportunities.

The Services may include:

• A map based property intelligence module.
• Sales automation and campaign journey tools.
• Landlord intelligence and Land Registry related tools.
• Pipeline, prospect, enquiry, valuation and follow up tools.
• Studio tools for A4 letters, A5 postcards, written templates and campaign assets.
• Insights, campaign reporting, postcode performance, ROI dashboards and exports.
• Account management, billing, wallet, users, branches and postcode tools.
• Resources, guides, videos, support content and onboarding materials.
• Add ons such as additional postcodes, additional branches, assistant features, mobile features, WhatsApp features, marketplace features or other optional services where made available.

We may add, remove, improve, rename, replace or change features from time to time.

ProspectOS provides tools, data, workflows and reporting to support prospecting. We do not guarantee:

• That you will win instructions.
• That you will win valuations.
• That a campaign will generate responses.
• That any ROI forecast, calculator or projection will be achieved.
• That any property owner, landlord, vendor, buyer or tenant will respond.
• That a property will sell, let, be withdrawn, reduce in price or change status.
• That any market share, ranking, patch score or opportunity estimate will be complete, final or commercially successful.
• That direct mail, letters, postcards, automations or follow ups will produce a particular outcome.

Any ROI calculator, patch checker, market share checker, blueprint, forecast, score, insight, recommendation or opportunity estimate is illustrative only and depends on factors outside our control, including your market, timing, offer, agency reputation, pricing, follow up, staff performance, campaign quality, local competition and data availability.

To use the platform, you must create an Account or be invited to an existing Account.

You agree to:

• Provide accurate and complete information.
• Keep your Account information up to date.
• Keep login details secure.
• Use strong passwords.
• Not share login credentials.
• Notify us promptly if you suspect unauthorised access.
• Ensure only authorised people access your Account.

We may refuse, suspend or terminate an Account if we reasonably believe information is false, misleading, incomplete, unlawful, risky, abusive or in breach of these Terms.

Your Account may allow different user roles and permissions. These may include administrator, branch administrator, standard user, edit user, view only user or other roles.

You are responsible for:

• Choosing appropriate user roles.
• Managing who can access the Account.
• Removing users who no longer need access.
• Ensuring users are trained and authorised.
• Ensuring users only access information they are permitted to access.
• All actions taken by Authorised Users.

An administrator or branch administrator may have access to billing, users, branches, wallet, postcodes, campaigns, automations, sends, data exports, settings and other sensitive features. You must manage those permissions carefully.

ProspectOS may allow your Agency to create or manage multiple Branches.

A Branch may have its own:

• Users.
• Postcode access.
• Wallet or usage view.
• Campaigns.
• Automations.
• Templates.
• Pipeline records.
• Reports.
• Settings.

Unless we agree otherwise, you are responsible for ensuring Branches are set up correctly and that users only access Branches they are allowed to work with.

Postcodes and postcode districts are central to the Services.

Your plan, order form or Account settings may define:

• How many postcodes are included.
• Which postcodes or postcode districts your Branch can access.
• Whether additional postcode slots can be purchased.
• Whether postcodes are assigned per Branch.
• Whether postcode slots can be changed, removed or reallocated.

Unless we state otherwise:

• Postcode slots are allocated per Branch.
• Postcode slots are not pooled across Branches.
• Removing a postcode from one Branch does not automatically give another Branch access to it.
• Access to properties, campaigns, automations and reports may be restricted to the active postcodes assigned to the relevant Branch.

If a postcode is removed, deactivated or no longer included in your plan, related data and campaign functionality may no longer be visible or available for that postcode.

We may refuse or restrict postcode access where needed for data licensing, commercial, technical, legal or compliance reasons.

Access to the paid platform requires an active Subscription unless we provide free access, trial access, demo access or evaluation access in writing.

Your Subscription may be based on:

• A monthly, quarterly, annual or fixed term commitment.
• The number of included postcodes.
• The number of Branches.
• Optional add ons.
• Usage of credits, campaign sends, data lookups or other chargeable features.
• Any custom commercial terms agreed in writing.

The price, term, features and allowances are those stated in your order form, proposal, quote, subscription confirmation or pricing page at the time you subscribe, unless we agree otherwise in writing.

Your initial Subscription term will be stated in your order form, quote or subscription confirmation.

Unless your order form says otherwise:

• Your Subscription begins on the earlier of the date you are given platform access or the start date stated in your order form.
• Subscription fees are payable in advance.
• You must pay for the full initial commitment.
• You cannot cancel part way through the initial commitment without paying any remaining fees, unless we have materially breached these Terms and failed to fix the breach after reasonable written notice.

At the end of the initial commitment, the Subscription will renew as stated in your order form or subscription confirmation.

If no renewal period is stated, the Subscription will renew on a rolling monthly basis.

You must give at least 30 days written notice before the renewal date if you do not want the Subscription to renew.

We may change pricing from time to time.

Where pricing changes affect an existing Subscription, we will give reasonable notice before the change applies, unless the change is caused by tax, law, payment processing charges, data provider charges, postage charges, print charges, Land Registry charges, third party provider charges or another cost outside our reasonable control.

Pricing changes will not normally affect fees already paid for the current Subscription term, unless your order form states otherwise.

You agree to pay all fees, charges and taxes that apply to your Subscription, credits, add ons, usage, data lookups, postage, printing, Land Registry purchases and other chargeable services.

Payment may be taken by card, Direct Debit, bank transfer, invoice, payment processor or another method we approve.

You authorise us and our payment processors to charge your selected payment method for:

• Subscription fees.
• Renewal fees.
• Credit purchases.
• Add ons.
• Usage charges.
• Failed payment retries.
• VAT and other applicable taxes.

All prices are exclusive of VAT unless stated otherwise.

If payment fails, is reversed, is disputed, is unpaid or becomes overdue, we may:

• Retry the payment.
• Contact you to update payment details.
• Restrict access to billing, wallet, campaigns, automations, sends or other features.
• Pause campaigns or automations.
• Suspend the Account.
• Charge interest and reasonable recovery costs where permitted by law.
• Terminate the Subscription if payment remains overdue.

You remain responsible for fees incurred before suspension or termination.

ProspectOS may use wallet balances or Credits for chargeable actions.

Credits may be used for:

• A4 letters.
• A5 postcards.
• Campaign sends.
• Automation sends.
• Land Registry lookups.
• Data lookups.
• Other chargeable actions we make available.

Unless stated otherwise in your Account, pricing page or order form:

• Credits are prepaid usage units.
• Credits are not electronic money.
• Credits do not earn interest.
• Credits do not expire.
• Unused Credits are refundable, provided they have not already been committed to, queued for, processed for, or used against a chargeable action.
• Credits cannot be transferred outside your Account, resold or exchanged with another customer.
• Credits may be deducted when an action is confirmed, queued, approved, processed or dispatched.
• If a campaign is approved, queued, processed, printed or dispatched, the relevant Credits may be treated as used, even if the recipient does not respond.
• A4 letters and A5 postcards may each use one campaign Credit unless stated otherwise in the platform, pricing page or order form.
• Separate Credit types may apply to campaign sends, Land Registry lookups, data lookups or other services.

We may correct wallet balances where there has been an error, misuse, failed payment, refund, chargeback or system issue.

Credit value and fulfilment cost changes

The value, purchasing power or usage rate of Credits may be adjusted where our external fulfilment costs change. This includes, but is not limited to, changes in Royal Mail postage prices, print costs, paper costs, envelope costs, data supplier fees, Land Registry fees, payment processing charges, taxes, regulatory charges or other third party costs outside our reasonable control.

Where possible, we will give reasonable notice before changing Credit usage rates or fulfilment pricing. However, where an external supplier or statutory cost changes with limited notice, we may apply the change sooner.

A change in Credit value or usage rate does not cause Credits to expire and does not remove your right to request a refund for unused Credits. Refunds for unused Credits will be based on the unused monetary value actually paid by you, taking into account any discounts, promotional Credits, bonus Credits, refunds already issued, chargebacks, unpaid amounts and VAT treatment where applicable.

If auto top up is available and enabled, you authorise us to charge your payment method when the wallet or Credit balance reaches the selected threshold.

Spend controls, send caps, approval flows, wallet checks and safety gates are designed to help manage spend. They do not remove your responsibility to monitor usage and ensure campaigns are appropriate.

You are responsible for configuring spend controls correctly.

You may be able to purchase add ons, including:

• Additional postcode slots.
• Additional Branches.
• Additional users where applicable.
• WhatsApp or assistant features.
• Mobile or on the go features.
• Marketplace packs.
• Data packs.
• Template packs.
• Support, onboarding or professional services.

Add ons may have their own fees, terms, usage limits, renewal rules and availability requirements.

Unless agreed otherwise, add ons renew with your Subscription and cannot be cancelled separately during a committed term.

Some add ons may be beta, pre release, limited release or subject to additional confirmation before use.

We may provide trials, demos, sandbox access, previews, beta features or early access features.

Trial, demo and beta access is provided for evaluation only and may be:

• Limited in time.
• Limited in features.
• Limited in data.
• Withdrawn or changed at any time.
• Subject to usage restrictions.
• Provided without warranty or service commitment.

You must not rely on beta features for critical business operations unless we agree otherwise in writing.

We will use reasonable skill and care to keep the Services available.

However, we do not guarantee uninterrupted or error free access. The Services may be unavailable due to:

• Maintenance.
• Updates.
• Security fixes.
• Third party provider issues.
• Data provider issues.
• Payment processor issues.
• Printing partner issues.
• Internet or hosting issues.
• Force majeure events.
• Technical faults or cyber incidents.

We may change, suspend or withdraw any part of the Services where reasonably necessary for security, legal, technical, commercial or operational reasons.

We may provide support by email, chat, phone, help centre, onboarding calls or other channels.

Support contact: hello@prospectos.co.uk

Support availability, response times and support levels may depend on your plan, order form or support agreement.

Unless we agree a specific service level in writing, any support response times are targets only and are not guaranteed.

You are responsible for:

• Your Account and Authorised Users.
• Your Customer Data.
• Your campaign content.
• Your templates, letters, postcards, images, logos, claims and marketing messages.
• Your use of ProspectOS Data.
• Your direct marketing compliance.
• Your data protection compliance.
• Your property industry compliance.
• Your follow up activity.
• Your sales, lettings and valuation practices.
• Your decisions based on data, scores, insights, recommendations or reports.
• Checking campaign previews before approval.
• Ensuring wallet balances and spend controls are appropriate.
• Ensuring contact suppression, do not contact and objection requests are respected.
• Ensuring your use of the Services is lawful.

You must not use ProspectOS as a substitute for legal, compliance, financial, tax, property valuation or professional advice.

You must not use the Services to:

• Break any law or regulation.
• Send unlawful, misleading, aggressive, discriminatory, defamatory, harassing, abusive or offensive communications.
• Send campaigns without a lawful basis.
• Ignore opt outs, suppression requests, objections, complaints or do not contact instructions.
• Misuse personal data.
• Scrape, copy, harvest, resell or republish data except as permitted by these Terms.
• Create a competing product or dataset.
• Reverse engineer, decompile, disassemble or attempt to derive source code.
• Circumvent permissions, paywalls, postcode limits, send controls or security features.
• Upload viruses, malware or harmful code.
• Interfere with the platform or other users.
• Attempt unauthorised access.
• Use automated bots or scripts without our permission.
• Overload the Services.
• Misrepresent your identity, agency, authority or relationship with a property owner, landlord, vendor, tenant, buyer or third party.
• Infringe intellectual property rights.
• Use the Services for fraud, deception or unlawful surveillance.
• Use the Services in a way that damages our reputation or the reputation of our suppliers.

We may suspend or terminate access if we reasonably believe this clause has been breached.

ProspectOS may allow you to create, approve and send letters, postcards and other direct mail.

You are responsible for:

• The accuracy of all campaign content.
• The lawfulness of all campaign content.
• The design, wording, claims, images, branding and offers used.
• Ensuring you have rights to use logos, letterheads, signatures, images and brand assets.
• Checking spelling, grammar, addresses, merge tags and layout.
• Checking that the right template and recipient list has been selected.
• Ensuring campaigns are appropriate for the recipient and property.
• Ensuring campaigns comply with data protection, advertising and direct marketing laws.
• Managing suppression lists, objections and complaints.
• Ensuring your agency is properly identified where required.
• Ensuring the content does not mislead recipients into thinking it is official, regulatory, government or legal correspondence unless that is accurate.

Once a campaign has been approved, queued, processed or dispatched, it may not be possible to cancel it. Credits or charges may still apply.

We are not responsible for delays or failures caused by incorrect addresses, incomplete data, print partner issues, postal delays, recipient absence, returned mail, force majeure events or matters outside our reasonable control.

Automations allow rules to be created so that campaigns, review queues, tasks or other actions are triggered when properties or records match selected criteria.

You are responsible for:

• Choosing appropriate automation rules.
• Reviewing rules before activation.
• Setting spend caps and review requirements.
• Monitoring automation activity.
• Pausing or editing automations where needed.
• Ensuring automations do not trigger unlawful, excessive, inappropriate or unwanted communications.
• Ensuring all automated sends have a lawful basis.

Safety checks such as postcode entitlement, wallet balance, duplicate send protection, own listing protection, approval workflows and spend caps are controls designed to reduce risk. They do not guarantee compliance and do not remove your responsibility for campaigns.

ProspectOS may include own listing protection, blocked addresses, duplicate send controls, postcode entitlement checks, spend controls, approval workflows, suppression features or other safety controls.

You acknowledge that:

• Safety controls depend on the accuracy of data, settings and identifiers.
• Safety controls may not catch every issue.
• You must configure and monitor safety controls.
• You must not deliberately bypass safety controls.
• You remain responsible for final campaign decisions.

ProspectOS may provide access to Land Registry related data, ownership indicators, title information, landlord matching, correspondence addresses, portfolio indicators or related insights.

You acknowledge that:

• Land Registry data may be purchased or accessed from official or third party sources.
• Land Registry information may be incomplete, delayed, inaccurate, historic or difficult to match.
• Ownership structures can be complex.
• Landlord, owner and portfolio matching may involve confidence scoring, inference or manual review.
• You must check important information before relying on it.
• You must not use Land Registry or ownership data unlawfully.
• You must comply with any licence terms, restrictions or fair use rules that apply to Land Registry data or third party data sources.
• You must not resell, republish or build a separate database from Land Registry or ProspectOS Data unless we expressly permit it in writing.

Land Registry purchases may be non refundable once requested, processed or delivered.

ProspectOS Data may come from a combination of public sources, third party sources, official records, portals, data suppliers, platform activity, customer input, internal analysis and inferred models.

We will use reasonable care in providing the Services, but we do not guarantee that ProspectOS Data is:

• Complete.
• Accurate.
• Current.
• Available at all times.
• Suitable for a specific purpose.
• Error free.
• A complete view of the market.
• A complete view of ownership.
• A complete view of agency activity.
• A complete view of an individual property.

You must independently verify important information before taking commercial, legal, marketing, valuation or compliance action.

The Services may show scores, propensity indicators, rankings, opportunity labels, confidence levels, recommendations, next best actions, ROI estimates, campaign performance indicators or market insights.

These are decision support tools only.

They are not:

• Professional advice.
• Legal advice.
• Financial advice.
• Valuation advice.
• A guarantee of accuracy.
• A guarantee of future behaviour.
• A guarantee of campaign performance.
• A guarantee of instruction likelihood.

You are responsible for decisions made using those tools.

ProspectOS may track campaign activity, QR scans, responses, enquiries, pipeline movement, valuations, won instructions, lost opportunities, revenue estimates and ROI.

You acknowledge that attribution may involve assumptions, time windows, confidence levels, manual input and imperfect data.

We do not guarantee that attribution will be complete, final or accepted by every stakeholder. You are responsible for checking reports before using them for financial, management or investment decisions.

Our Website may include tools such as:

• Patch performance checkers.
• Agency lookup tools.
• Market share tools.
• ROI calculators.
• Prospecting blueprint questionnaires.
• Demo booking flows.
• Lead magnet quizzes.
• Downloadable resources.
• Benchmark tools.

These are for general information and lead qualification only. They may use incomplete, sample, estimated, preliminary or illustrative data.

They do not create a contract unless we expressly confirm that in writing.

You retain ownership of your Customer Data.

You grant us a licence to host, store, copy, process, transmit, display, modify and use Customer Data as necessary to:

• Provide the Services.
• Operate the platform.
• Process campaigns.
• Provide support.
• Maintain security.
• Improve the Services.
• Comply with law.
• Enforce these Terms.
• Produce reports, logs and audit records.
• Create anonymised or aggregated insights.

You confirm that you have all rights, permissions, licences and lawful bases needed to provide Customer Data to us and use it through the Services.

Any content you upload, create, store, publish or send through ProspectOS must:

• Be accurate where it states facts.
• Be genuinely held where it states opinions.
• Comply with applicable law.
• Comply with advertising rules.
• Not infringe third party rights.
• Not be misleading.
• Not be defamatory.
• Not be discriminatory.
• Not be offensive or abusive.
• Not contain unlawful personal data.
• Not contain malware.

We may remove or restrict Customer Data or content if we reasonably believe it breaches these Terms or creates legal, security or reputational risk.

We and our licensors own all intellectual property rights in:

• ProspectOS.
• The platform.
• The Website.
• Software.
• Source code.
• Databases.
• Designs.
• Interfaces.
• Workflows.
• Algorithms.
• Scoring models.
• Reports.
• Documentation.
• ProspectOS Data.
• Branding.
• Templates supplied by us.
• Product names, logos and trade marks.

You are granted a limited, revocable, non exclusive, non transferable licence to use the Services during your active Subscription for your internal business purposes, subject to these Terms.

No rights are transferred to you except those expressly stated.

You may upload logos, letterheads, signatures, images, colours, fonts, content, campaign wording and templates.

You confirm that:

• You own or have permission to use those assets.
• Their use does not infringe third party rights.
• We may use them to provide the Services.
• We may reproduce them in campaign previews, printed materials, templates and related outputs.
• You are responsible for their accuracy and legality.

Where we provide templates, written examples, design assets, campaign examples, marketplace packs or playbooks, they are for general business use within ProspectOS only.

You must review and adapt them before use. We do not guarantee that template wording is suitable for your agency, recipient, market, campaign or legal position.

You must not copy, resell, distribute or use our templates outside ProspectOS unless we give written permission.

Each party may receive confidential information from the other.

Confidential information includes business, technical, commercial, pricing, product, customer, campaign, data, security and financial information that is confidential by nature or marked as confidential.

Each party agrees to:

• Keep confidential information secure.
• Use it only for the purpose of performing or receiving the Services.
• Not disclose it to third parties except as permitted by these Terms.
• Limit access to those who need to know.
• Protect it with reasonable care.

Confidentiality obligations do not apply to information that:

• Is public through no breach of these Terms.
• Was already lawfully known.
• Is received lawfully from a third party.
• Is independently developed without using confidential information.
• Must be disclosed by law, court or regulator.

Each party must comply with applicable data protection laws, including the UK GDPR and Data Protection Act 2018.

The parties acknowledge that:

• You may be an independent controller for personal data you collect, upload, select, approve or use for campaigns.
• We may act as processor where we process Customer Personal Data on your documented instructions.
• We may act as independent controller for our own business, account, billing, security, analytics, support, Website, product improvement and compliance data.
• We may act as independent controller or data provider in relation to certain ProspectOS Data where we determine purposes and means of processing.

The exact controller and processor position may depend on the data type and processing activity.

Where we act as processor for you, the Data Processing Schedule in Schedule 1 applies.

You are responsible for ensuring you have an appropriate lawful basis for all personal data you use through ProspectOS.

You are responsible for complying with all laws and rules that apply to your marketing and prospecting activity, including where applicable:

• UK GDPR.
• Data Protection Act 2018.
• Privacy and Electronic Communications Regulations.
• Advertising rules.
• Consumer protection rules.
• Estate agency rules.
• Lettings agency rules.
• Property industry rules.
• Any rules or guidance relating to direct marketing, suppression, objections, opt outs and complaints.

You must ensure that:

• You have a lawful basis for using personal data.
• You respect objections to direct marketing.
• You maintain appropriate suppression lists.
• You do not contact people who should not be contacted.
• You include required sender information where applicable.
• Your campaigns are fair, lawful and transparent.
• Your claims are accurate and not misleading.
• Your users are trained in direct marketing compliance.

We are not responsible for your decision to contact any person or property.

ProspectOS may allow exports, downloads, reports or CSV files.

You are responsible for:

• Keeping exports secure.
• Limiting access to exports.
• Using exports lawfully.
• Deleting exports when no longer needed.
• Preventing unauthorised sharing.
• Ensuring exports are not uploaded into unlawful systems or campaigns.
• Respecting data provider restrictions.

We may restrict exports for security, legal, commercial, data licensing or compliance reasons.

We will use reasonable technical and organisational measures designed to protect the Services and data we process.

You are responsible for:

• Keeping user credentials secure.
• Using appropriate devices, networks and browsers.
• Managing user permissions.
• Removing users who leave your business.
• Protecting downloaded data.
• Notifying us promptly of suspected security incidents.
• Ensuring your own systems are secure.

No system is completely secure. We do not guarantee that unauthorised access, data loss, cyber incidents or security failures will never occur.

We may create backups and retain logs for operational, security, legal and compliance purposes.

You are responsible for keeping your own copies of important Customer Data, exports, campaign records and reports.

After termination, we may delete or restrict access to Customer Data in accordance with our retention policies, Privacy Policy, legal obligations and data provider requirements.

The Services may rely on or integrate with third party services, including:

• Payment processors.
• Hosting providers.
• Data suppliers.
• Mapping providers.
• Printing and postage partners.
• Email providers.
• SMS or communications providers.
• CRM providers.
• WhatsApp or messaging providers.
• Analytics providers.
• Land Registry data providers.
• Authentication providers.

We are not responsible for third party services except to the extent required by law. Third party services may be subject to their own terms, fees, restrictions, outages and data practices.

We may change third party providers at any time.

Where integrations are available, you are responsible for:

• Enabling integrations.
• Granting permissions.
• Ensuring you have authority to connect third party systems.
• Checking data flows.
• Maintaining third party accounts.
• Paying third party charges.
• Ensuring integration use is lawful.

We do not guarantee that any integration will remain available permanently.

We may suspend access to all or part of the Services if:

• Fees are overdue.
• A payment fails or is disputed.
• We reasonably believe there has been a breach of these Terms.
• We reasonably believe your use creates legal, security, data protection, reputational or operational risk.
• You misuse data.
• You send or attempt to send unlawful or harmful campaigns.
• We are required to do so by law, court, regulator, data provider or third party provider.
• Suspension is needed to protect the Services, us, you, other customers or third parties.

We will try to give notice where reasonable, but we may suspend immediately where needed.

You may terminate your Subscription at the end of your current Subscription term by giving the required notice stated in your order form or these Terms.

Unless agreed otherwise, cancellation takes effect at the end of the paid term. You remain responsible for all fees, usage, add ons and charges incurred before the cancellation takes effect.

You may terminate if we materially breach these Terms and fail to remedy the breach within 30 days of receiving written notice.

We may terminate or close your Account if:

• You materially breach these Terms.
• You fail to pay fees when due.
• You misuse data or the Services.
• You become insolvent or unable to pay debts.
• You cease trading.
• Continuing to provide the Services would breach law or third party terms.
• A data provider, payment provider, hosting provider, print provider or other key supplier requires termination or makes service provision commercially or legally impractical.
• We discontinue the Services or relevant part of the Services.

On termination:

• Your right to use the Services ends.
• We may disable access to your Account.
• Automations may stop.
• Campaigns may stop unless already approved, queued, processed, printed or dispatched.
• Outstanding fees become payable immediately.
• Unused Credits do not expire because of termination.
• You may request a refund for unused Credits, provided those Credits have not already been committed to, queued for, processed for, or used against a chargeable action.
• Refunds may be reduced to account for unpaid fees, chargebacks, discounts, promotional Credits, bonus Credits, refunds already issued, payment processing issues, VAT treatment and any other amounts lawfully due.
• We may delete or retain Customer Data in accordance with our retention policies, Privacy Policy, legal obligations and data provider requirements.

Clauses intended to survive termination will continue, including payment, confidentiality, intellectual property, data protection, limitations of liability and governing law.

Unless required by law or expressly agreed in writing:

• Subscription fees are non refundable once the relevant Subscription term has started.
• Setup fees are non refundable once setup work has started.
• Onboarding fees are non refundable once onboarding work has started.
• Credits are refundable where they are unused and have not already been committed to, queued for, processed for, or used against a chargeable action.
• Land Registry purchases are non refundable once requested, processed or delivered.
• Campaign charges are non refundable once approved, queued, printed, processed or dispatched.
• Add on fees are non refundable once the relevant add on period has started.

Where you request a refund for unused Credits, the refund will be calculated by reference to the unused monetary value actually paid by you for those Credits, taking into account any discounts, promotional Credits, bonus Credits, refunds already issued, chargebacks, unpaid amounts and VAT treatment where applicable.

Promotional Credits, bonus Credits, free Credits, goodwill Credits or Credits issued without payment may have no cash refund value unless we expressly agree otherwise in writing.

If we agree to a refund, we may deduct payment processing fees, usage, discounts, unpaid amounts, chargebacks and reasonable costs where permitted by law.

We warrant that we will provide the Services with reasonable skill and care.

Except as expressly stated in these Terms, the Services are provided without any warranty that they will:

• Meet your specific requirements.
• Be uninterrupted.
• Be error free.
• Produce commercial results.
• Be compatible with every system.
• Contain complete or perfect data.
• Prevent every compliance issue.
• Be available in every postcode.
• Be suitable for every campaign or prospecting strategy.

All implied warranties, conditions and terms are excluded to the fullest extent permitted by law.

Nothing in these Terms excludes or limits liability for:

• Death or personal injury caused by negligence.
• Fraud or fraudulent misrepresentation.
• Any liability that cannot be excluded or limited under applicable law.

Subject to the above, we will not be liable for:

• Loss of profits.
• Loss of sales.
• Loss of revenue.
• Loss of business.
• Loss of goodwill.
• Loss of anticipated savings.
• Loss of opportunity.
• Loss of data, except where caused by our breach and not otherwise recoverable from backups.
• Wasted management time.
• Business interruption.
• Indirect or consequential loss.
• Failed campaigns.
• Unwon instructions.
• Unbooked valuations.
• Poor campaign performance.
• Data inaccuracies from third party sources.
• Postal delays.
• Printing issues outside our reasonable control.
• Third party service failures.
• Your breach of law or these Terms.

Subject to the exclusions above, our total aggregate liability arising out of or in connection with these Terms, the Services, the Website, any Subscription, any campaign, any data, any credits or any add ons will not exceed the greater of:

• The total fees paid by you to us for the Services in the 12 months before the event giving rise to the claim.
• £1,000.

You agree to indemnify us against losses, damages, costs, claims, fines, penalties and expenses arising from:

• Your breach of these Terms.
• Your unlawful use of the Services.
• Your Customer Data.
• Your campaign content.
• Your direct marketing activity.
• Your misuse of personal data.
• Your infringement of third party rights.
• Your Authorised Users.
• Your failure to comply with data protection, PECR, advertising, property or other applicable laws.
• Claims from recipients of your campaigns, property owners, landlords, vendors, tenants, buyers, competitors or third parties arising from your use of the Services.

We may update these Terms from time to time.

We will take reasonable steps to notify you of material changes. Continued use of the Services after changes take effect means you accept the updated Terms.

If a change materially reduces your rights or materially increases your obligations during a committed Subscription term, and you object within 14 days of notice, we will discuss the concern in good faith. If we cannot resolve it, you may terminate at the end of the then current paid term unless the change is required by law, security, data provider terms, third party provider terms or regulatory requirements.

We may modify, improve, replace, remove, rename or discontinue features.

We will try to avoid materially reducing the core functionality of a paid Subscription during its term, but we may make changes where needed for:

• Legal compliance.
• Security.
• Data provider requirements.
• Technical improvements.
• Product development.
• Commercial viability.
• Third party provider changes.
• User experience.
• Performance.
• Fraud prevention.

We may send notices by email, in platform message, Account notification, Website notice or post.

You must send formal legal notices to:

hello@prospectos.co.uk

Postal address:

Notices are deemed received:

• If sent by email, at the time of sending unless a bounceback is received.
• If sent by post, two business days after posting by first class post within the UK.
• If shown in platform, when displayed or when you next access the Account.

You may not assign, transfer or subcontract your rights or obligations under these Terms without our prior written consent.

We may assign, transfer, subcontract or novate our rights or obligations to a group company, successor, purchaser, investor, acquirer or service provider, provided this does not materially reduce your rights under these Terms.

We are not liable for delay or failure caused by events outside our reasonable control, including:

• Internet failures.
• Hosting failures.
• Cyber attacks.
• Third party provider outages.
• Postal disruption.
• Printer disruption.
• Payment provider issues.
• Data provider issues.
• Government action.
• Regulatory change.
• War.
• Terrorism.
• Fire.
• Flood.
• Pandemic.
• Industrial action.
• Power failure.
• Natural disaster.

If any part of these Terms is found to be invalid, unlawful or unenforceable, the remaining parts will continue in force. The invalid part will be treated as modified to the minimum extent necessary to make it valid, lawful and enforceable.

If we do not enforce a right immediately, this does not mean we waive it. A waiver must be in writing.

These Terms, together with the documents referred to in them, form the entire agreement between you and us relating to the Services, unless we sign a separate written agreement.

You acknowledge that you have not relied on any statement, promise, representation or assurance that is not set out in these Terms or a signed written agreement.

Nothing in these Terms creates a partnership, joint venture, employment relationship, franchise or agency relationship between you and us.

You must not represent that you act on behalf of ProspectOS unless we expressly authorise it in writing.

Unless expressly stated, no person other than you and us has rights to enforce these Terms under the Contracts Rights of Third Parties Act 1999.

These Terms and any dispute or claim arising from them are governed by the laws of England and Wales.

The courts of England and Wales have exclusive jurisdiction, except that we may bring proceedings in any jurisdiction where needed to protect our intellectual property, confidential information, data, systems or unpaid fees.

This Schedule applies where we process Customer Personal Data as processor on your behalf.

1. Definitions

• “Customer Personal Data” means personal data contained in Customer Data that we process as processor on your behalf.
• “Data Protection Laws” means all applicable data protection and privacy laws in the United Kingdom, including UK GDPR, Data Protection Act 2018 and PECR where applicable.
• “Controller”, “processor”, “personal data”, “personal data breach”, “processing”, “data subject” and “supervisory authority” have the meanings given in applicable Data Protection Laws.

2. Roles

For Customer Personal Data processed on your documented instructions:

• You are the controller.
• We are the processor.
• You determine the purposes and means of processing.
• We process the Customer Personal Data only to provide the Services and as otherwise permitted by these Terms.

For personal data we process for our own business purposes, including billing, account management, security, analytics, support, fraud prevention, service improvement and legal compliance, we act as independent controller.

For certain ProspectOS Data, property intelligence, data sourcing, enrichment, scoring and platform level data processing, we may act as independent controller, processor, separate controller or data provider depending on the processing activity.

3. Your obligations

You must ensure that:

• You have a lawful basis for all Customer Personal Data you provide to us or use through the Services.
• You give required transparency information to data subjects.
• Your instructions comply with Data Protection Laws.
• You do not instruct us to process personal data unlawfully.
• You maintain appropriate suppression lists and objection records.
• You respond to data subject rights requests where required.
• Your users are authorised to access Customer Personal Data.
• Customer Personal Data is accurate and limited to what is necessary.

4. Our processing instructions

We will process Customer Personal Data only:

• To provide the Services.
• In accordance with these Terms.
• In accordance with your documented instructions.
• As required by law.
• As necessary to protect the security and integrity of the Services.
• As otherwise agreed in writing.

If we believe an instruction breaches Data Protection Laws, we will inform you unless prohibited by law.

5. Subject matter and duration

The subject matter of processing is the provision of the ProspectOS Services.

The duration of processing is the period during which we provide the Services and any additional period needed for deletion, return, backup, audit, legal compliance or dispute handling.

6. Nature and purpose of processing

The nature and purpose of processing may include:

• Hosting and storing Customer Personal Data.
• Account and user management.
• Branch and permission management.
• Campaign creation, review, approval and dispatch.
• Template and content handling.
• CRM style pipeline management.
• Notes, tasks, valuations, enquiries and follow ups.
• Reporting and attribution.
• Support and troubleshooting.
• Security monitoring.
• Data exports.
• Audit logs.
• System administration.

7. Types of personal data

Customer Personal Data may include:

• Names.
• Email addresses.
• Telephone numbers.
• Job titles.
• Agency details.
• User login and activity data.
• Property related contact information.
• Landlord or vendor related information.
• Correspondence addresses.
• Campaign recipient information.
• Notes entered by users.
• Enquiry information.
• Valuation or instruction information.
• Communication preferences.
• IP address, device and session information.
• Any other personal data uploaded, entered or used by you or your users.

8. Categories of data subject

Data subjects may include:

• Your Authorised Users.
• Agency staff.
• Prospects.
• Vendors.
• Landlords.
• Buyers.
• Tenants.
• Applicants.
• Homeowners.
• Property owners.
• Business contacts.
• Recipients of campaigns.
• Support contacts.
• Other people whose personal data is included in Customer Data.

9. Special category data

You must not upload or use special category data or criminal offence data in ProspectOS unless:

• It is strictly necessary.
• You have a lawful basis and condition for processing.
• You have completed any required assessment.
• You have notified us in writing.
• We have agreed in writing.

10. Confidentiality

We will ensure that people authorised to process Customer Personal Data are subject to confidentiality obligations.

11. Security measures

We will implement appropriate technical and organisational measures designed to protect Customer Personal Data against unauthorised or unlawful processing, accidental loss, destruction or damage.

These measures may include, where appropriate:

• Access controls.
• Authentication controls.
• Encryption in transit.
• Role based permissions.
• Logging and monitoring.
• Backups.
• Secure hosting.
• Staff confidentiality.
• Supplier due diligence.
• Incident response processes.
• Vulnerability management.
• Data segregation controls.

12. Sub processors

You authorise us to appoint sub processors to provide the Services.

Sub processors may include hosting providers, database providers, email providers, payment providers, analytics providers, support tools, printing partners, data providers, communications providers and other technical suppliers.

We will ensure sub processors are subject to written terms that provide appropriate data protection obligations.

We remain responsible for sub processor processing to the extent required by Data Protection Laws.

We will provide information about sub processors on request or through our Website, Privacy Policy, security page or support channel.

13. International transfers

We will not transfer Customer Personal Data outside the United Kingdom or to a country not considered adequate unless appropriate safeguards are in place, such as:

• UK International Data Transfer Agreement.
• UK Addendum to EU standard contractual clauses.
• Adequacy regulations.
• Another lawful transfer mechanism.

14. Data subject rights

Taking into account the nature of processing, we will provide reasonable assistance to help you respond to data subject rights requests where required by Data Protection Laws.

You are responsible for handling requests where you are controller.

If we receive a request relating to Customer Personal Data for which you are controller, we may refer the request to you unless law requires otherwise.

15. Personal data breaches

If we become aware of a personal data breach affecting Customer Personal Data processed by us as processor, we will notify you without undue delay.

Our notification will include available information reasonably required to help you meet your obligations, where known and where appropriate.

You are responsible for assessing whether notification to the ICO or data subjects is required where you are controller.

16. Assistance

Taking into account the nature of processing and information available to us, we will provide reasonable assistance with your obligations relating to:

• Security.
• Breach notification.
• Data protection impact assessments.
• Prior consultation with a supervisory authority.
• Data subject rights.

We may charge reasonable fees for assistance where the request is excessive, complex, repetitive or outside standard support.

17. Deletion or return

At the end of the Services, we will delete or return Customer Personal Data processed as processor, unless retention is required or permitted by law, backup processes, dispute handling, audit, fraud prevention, regulatory obligations, data provider obligations or legitimate business record keeping.

18. Audit

We will make available information reasonably necessary to demonstrate compliance with this Schedule.

Audits must be:

• Reasonable.
• Limited to processor obligations.
• Subject to confidentiality.
• Carried out during business hours.
• Conducted no more than once per year unless required by a regulator or following a serious incident.
• Not disruptive to our business, security or other customers.

We may satisfy audit requests through security summaries, certifications, questionnaires, policies or third party reports where appropriate.

19. Liability under this Schedule

Liability under this Schedule is subject to the limitations and exclusions of liability in the main Terms.

You must use ProspectOS responsibly, lawfully and professionally.

You must not:

• Use the Services for unlawful direct marketing.
• Use the Services to harass or target vulnerable people.
• Use the Services to mislead recipients.
• Send content that impersonates regulators, courts, government bodies or official notices.
• Hide your agency identity in campaigns where identification is required.
• Use data to discriminate unlawfully.
• Upload unlawful or excessive personal data.
• Attempt to access another agency’s data.
• Attempt to bypass postcode restrictions.
• Resell ProspectOS Data.
• Build or train a competing product from ProspectOS Data.
• Copy the platform design, workflows, database or scoring logic.
• Use the Services in a way that could harm ProspectOS, other customers, recipients or third parties.

We may investigate suspected breaches and take action including warnings, suspension, campaign blocking, data export restrictions, termination and reporting to authorities where appropriate.

1. Campaign approval

You are responsible for approving campaigns before dispatch.

Approval may occur when:

• A user clicks send.
• A user approves a review queue item.
• An automation is set to automatic mode.
• A user confirms a campaign action through an assistant, mobile feature, WhatsApp feature or other interface.
• A user authorises a batch send.

2. Credit deduction

Credits may be deducted when:

• A campaign is confirmed.
• A recipient is queued.
• A send is approved.
• A campaign is processed.
• A file is generated.
• A print order is submitted.
• A Land Registry lookup is requested.
• A data lookup is requested.

3. Credit expiry

Credits do not expire.

4. Credit refunds

Unused Credits are refundable, provided they have not already been committed to, queued for, processed for, or used against a chargeable action.

Refunds for unused Credits will be calculated by reference to the unused monetary value actually paid by you, taking into account any discounts, promotional Credits, bonus Credits, refunds already issued, chargebacks, unpaid amounts and VAT treatment where applicable.

Promotional Credits, bonus Credits, free Credits, goodwill Credits or Credits issued without payment may have no cash refund value unless we expressly agree otherwise in writing.

5. Fulfilment cost changes

The value, purchasing power or usage rate of Credits may be adjusted where external fulfilment costs change. This includes, but is not limited to, changes in Royal Mail postage prices, print costs, paper costs, envelope costs, data supplier fees, Land Registry fees, payment processing charges, taxes, regulatory charges or other third party costs outside our reasonable control.

Where possible, we will give reasonable notice before changing Credit usage rates or fulfilment pricing. However, where an external supplier or statutory cost changes with limited notice, we may apply the change sooner.

6. Cancellations

A campaign may not be cancellable after it has been approved, queued, processed, printed or dispatched.

7. Returned mail

Returned, delayed or undelivered mail does not automatically entitle you to a refund or Credit return unless the issue was caused by our material breach or we agree otherwise.

8. Recipient selection

You are responsible for selecting recipients and ensuring they may lawfully be contacted.

9. Suppression

You must maintain and apply suppression records, objection records, do not contact records and complaint records where required.

10. Campaign records

We may keep campaign records, send history, approval records, audit logs, cost snapshots and attribution data for operational, audit, billing, reporting and compliance purposes.

These Website Use Terms apply to visitors using the ProspectOS public Website.

1. Website content

Website content is provided for general information only. It is not legal, financial, commercial, valuation, estate agency, lettings, tax or compliance advice.

2. Website availability

We do not guarantee that the Website will always be available or uninterrupted.

3. Website tools

Website tools, including calculators, patch checkers, market share tools and blueprint forms, are illustrative and may be incomplete or estimated.

4. Website intellectual property

All Website content, design, copy, visuals, branding, graphics, code, structure and materials belong to us or our licensors.

You may view and use the Website for internal business evaluation only. You must not copy, scrape, reproduce, resell or republish Website content without permission.

5. Links

The Website may contain links to third party websites. We are not responsible for third party websites.

6. Website misuse

You must not misuse the Website, introduce malware, attempt unauthorised access, scrape content, overload systems or interfere with security.

Support email: hello@prospectos.co.uk

Billing email: hello@prospectos.co.uk

Legal notices email: hello@prospectos.co.uk

Privacy and data protection email: hello@prospectos.co.uk

Postal address:

Company number: 11491234

Registered in: England and Wales

Trading name: ProspectOS

For complaints, account queries, billing queries, data protection queries or legal notices, please contact hello@prospectos.co.uk.

© 2026 ProspectOS. All rights reserved. Made for UK estate and lettings agents.