DRAFT — for solicitor review; not yet in force.
Property Inspector — Acceptable Use Policy
1. Purpose and scope
1.1 This Acceptable Use Policy (AUP) sets out what you and your Users may and may not do with the Property Inspector service (the Service) provided by MBGW Limited (MBGW). It forms part of the Terms of Service.
1.2 It applies to every workspace under your subscription, to the web office, the subscriber portal, the customer portal, the mobile app, team chat and the API, and to everyone you allow to use them (Users). You are responsible for your Users' compliance.
1.3 The Service is built for property inspection, maintenance and trades businesses to record inspections, manage sites, work orders and teams, and produce reports. Use it for that and related business purposes.
2. Lawful use
2.1 You must use the Service in compliance with all applicable laws, including data protection law, and must not use it to:
- store, process or transmit content that is unlawful, defamatory, obscene, threatening, harassing or discriminatory;
- infringe anyone's intellectual property, privacy or other rights;
- collect or store personal data without a lawful basis, or in breach of what you have told the people concerned;
- enter special category data (for example health, ethnicity, religion) or criminal offence data unless you have a lawful basis and have told us in writing;
- record or publish photographs or notes of individuals in a way that is intrusive or unfair, or that goes beyond what is needed for the inspection or job;
- commit or facilitate fraud, or misrepresent the findings of an inspection.
3. Accounts and access
3.1 Each User must have their own account. Accounts must not be shared, and you must not allow a person to use another person's credentials.
3.2 You must remove Users promptly when they leave your business or no longer need access, and keep the privileges you grant to each User appropriate to their role.
3.3 You must not attempt to access another subscriber's workspace or data, or any part of the Service you are not authorised to use, and must tell us at once if you become aware that you can.
3.4 You must not attempt to bypass, disable or interfere with authentication, access controls, rate limits, workspace isolation or any other security feature of the Service.
4. Security and system integrity
4.1 You must not:
- probe, scan or test the vulnerability of the Service, or attempt to breach its security, without our prior written consent (we will consider reasonable requests for coordinated testing);
- introduce malware, or upload files designed to damage or interfere with the Service or other users;
- overload the Service, for example by automated bulk requests beyond normal use, or by circumventing the API's rate limits;
- reverse engineer, decompile or attempt to derive the source code of the Service or the mobile app, except to the extent the law permits;
- use scripts, bots or scrapers to extract data from the Service other than through the export and API features we provide for that purpose.
4.2 If you discover a security vulnerability, please report it to [TBC: security contact email] and do not disclose it publicly until we have had a reasonable opportunity to address it.
5. The mobile app, devices and location
5.1 The mobile app shows engineers' device locations on your workspace's team map and may attach location to jobs. While a team is marked as en route to a job, the team map also sends the team's current device coordinates and the job's site coordinates to a routing provider to estimate travel time (see the Sub-processor List). You must ensure that your Users know this and that you have a lawful basis to process their location data, and you must configure the Service and your working practices so that location is collected only when appropriate. [TBC: describe any in-app control for when location is collected, once confirmed.]
5.2 Devices used with the app should be protected by a screen lock and kept up to date. Report lost or stolen devices to us so that we can revoke their access.
5.3 You must not use the app while driving or in any way that endangers your Users or others.
6. Customer portal and third parties
6.1 If you invite your own customers to the customer portal, you are responsible for what they can see and for telling them how their data is used. Do not invite people to a workspace who have no business need for access.
6.2 Reports and documents you generate may be shared with your customers and others at your discretion; you are responsible for that sharing and for its accuracy.
7. Integrations
7.1 If you connect Google Workspace, Google Drive, Google Calendar or Microsoft 365 to your workspace, you must have the right to grant the Service access to those accounts, and you are responsible for what happens to data once it is in your own Google or Microsoft services.
7.2 You must not connect accounts you do not control or that belong to another organisation without its authority.
8. Team chat
8.1 Team chat is for work communication between your teams. The rules in section 2 apply to messages and attachments. Messages are stored in the Service as part of your Customer Data and are included in exports.
9. Fair use and capacity
9.1 Storage for photographs, documents and reports is provided for the reasonable needs of a property inspection business. [TBC: whether a storage or photograph quota applies per workspace; none is enforced at present.] We may ask you to reduce usage, or agree additional fees, if a workspace's use is far outside normal levels and affects the Service for others.
10. Prohibited commercial uses
10.1 You must not resell, sublicense, rent or lease the Service, or use it to provide a service bureau or hosted offering to third parties, without our written agreement. Using the Service to carry out inspections for your own clients is permitted and expected.
10.2 You must not use the Service to build or train a competing product, or to benchmark it for publication without our consent.
11. Monitoring and enforcement
11.1 We do not routinely review the content of Customer Data. We do monitor the Service for security, performance and abuse (for example failed sign-ins, rate-limit breaches, unusual traffic), and we may investigate reports of misuse.
11.2 If we reasonably believe this AUP has been breached we may, depending on the seriousness: warn you; require you to remove content or change your use; suspend affected accounts or the workspace; or terminate under the Terms of Service. Where practicable we will tell you first and give you a chance to put things right.
11.3 We may disclose information to law enforcement or regulators where required by law, and will tell you unless prohibited from doing so.
12. Reporting misuse
12.1 To report misuse of the Service, including content you believe is unlawful or infringes your rights, contact [TBC: abuse/support contact email] with enough detail for us to locate the content and understand the complaint.
13. Changes
13.1 We may update this AUP as described in the Terms of Service. Each version is numbered and published with its effective date.