Terms of Service — Saltire Systems

1. Definitions

In these Terms of Service:

“Saltire Systems”, “we”, “us”, or “our” means Saltire Systems Ltd, a company registered in Scotland.
“Platform” means the Saltire Systems software-as-a-service application, including the dashboard, APIs, AI agents, and all associated services.
“Agency” means the estate agency business that registers for and uses the Platform.
“Agent” or “you” means any individual who accesses or uses the Platform on behalf of an Agency.
“Munro” means the AI Overseer Agent that operates within the Platform to handle communications, analysis, and automated tasks.
“Third-Party Services” means external services integrated with the Platform, including but not limited to Meta (Facebook/Instagram), Twilio, Rightmove, Zoopla, Stripe, Deepgram, and Cartesia.
“Content” means any data, text, images, documents, or other materials uploaded to, generated by, or transmitted through the Platform.

2. Service Description

Saltire Systems is a software-as-a-service platform designed to support estate agency operations in Scotland. The Platform provides tools for lead management, property listing, buyer management, offer analysis, transaction tracking, communications, portal syndication, document generation, invoicing, and AI-powered assistance.

Saltire Systems is a technology platform, not an estate agency. We do not provide estate agency services, legal advice, financial advice, or property valuations. The Platform is a tool that assists estate agents in managing their business. All decisions regarding property transactions, pricing, marketing, and client communications remain the sole responsibility of the Agency and its Agents.

The Platform requires compliance with all applicable legislation, including the Estate Agents Act 1979, the Property Misdescriptions Act 1991, and the Consumer Protection from Unfair Trading Regulations 2008.

3. Account Registration

To use the Platform, you must register an account and provide accurate, complete, and current information. You represent and warrant that:

You are at least 18 years of age.
You have the authority to bind the Agency to these Terms.
All information provided during registration is true and accurate.
You will maintain the accuracy of your account information.

You are responsible for safeguarding your account credentials, API keys, and any access tokens for connected services. You must notify us immediately at hello@saltire.systems of any unauthorised access to your account.

We reserve the right to refuse registration, suspend, or terminate any account at our sole discretion.

4. Subscription and Billing

Access to the Platform requires a paid subscription. Subscription details:

Billing cycle: Monthly, billed in advance on the date of initial subscription.
Auto-renewal: Subscriptions renew automatically each month unless cancelled in accordance with Section 5.
Pricing: All prices are in pounds sterling (£) and are exclusive of VAT unless otherwise stated. VAT will be added at the prevailing UK rate.
Tier changes: You may upgrade or downgrade your subscription tier at any time. Upgrades take effect immediately; downgrades take effect at the start of the next billing cycle.
Payment: Payment is processed via Stripe. You authorise us to charge your payment method on file for all applicable fees.
Failed payments: If a payment fails, we will attempt to collect payment again. If payment remains outstanding for more than 14 days, we may suspend your access to the Platform.

We reserve the right to change our pricing with 30 days’ written notice. Price changes will take effect at the start of the next billing cycle following the notice period.

5. Cancellation

You may cancel your subscription at any time through the Platform or by contacting us at hello@saltire.systems.

Notice period: Cancellation takes effect at the end of the current billing period. There is no minimum commitment beyond the current month.
No pro-rata refunds: Subscription fees are non-refundable. If you cancel mid-cycle, you will retain access until the end of the paid period.
Data retention: Upon cancellation, your data will be retained for 90 days. During this period, you may request a full data export. After 90 days, your data will be permanently deleted.
Reactivation: If you reactivate within the 90-day retention period, your data will be restored.

6. Third-Party Services and Costs

The Platform integrates with various Third-Party Services. These services are billed separately and directly by the third-party provider, not by Saltire Systems. Your use of these services is subject to the respective third-party terms of service and pricing.

Third-party services and their typical costs include:

Meta (Facebook/Instagram) Ads: Lead generation campaigns and social media posting. You set your own advertising budget and pay Meta directly. Saltire Systems is not responsible for ad spend, Meta policy changes, account restrictions, or campaign performance.
Twilio (SMS & Voice): SMS messaging and phone calls. Pay-as-you-go billing directly with Twilio. Typical costs: approximately 2–4p per SMS and approximately 1p per minute for voice calls. Rates are set by Twilio and may vary.
Rightmove: Property portal syndication. You contract directly with Rightmove for branch listing access. Subscription fees are set by Rightmove and vary by agreement.
Zoopla: Property portal syndication. You contract directly with Zoopla for branch listing access. Subscription fees are set by Zoopla and vary by agreement.
Deepgram (Speech-to-Text): If using AI voice call features, you provide your own Deepgram API key. Usage is billed directly by Deepgram.
Cartesia / ElevenLabs (Text-to-Speech): If using AI voice call features, you provide your own TTS API key. Usage is billed directly by the provider.
Stripe (Payment Processing): If using the invoicing feature to collect payments from clients, standard Stripe processing fees apply (currently 1.4% + 20p per UK card transaction). Fees are deducted by Stripe from each transaction.

Saltire Systems has no control over the pricing, availability, or performance of Third-Party Services. We are not liable for any costs, losses, or damages arising from your use of, or inability to use, Third-Party Services. It is your responsibility to review and agree to the terms and pricing of each Third-Party Service before connecting it to the Platform.

7. Data Ownership

You retain ownership of all data you upload to, create within, or transmit through the Platform, including but not limited to lead records, listing details, buyer information, documents, photographs, and communications (“Your Data”).

By using the Platform, you grant Saltire Systems a non-exclusive, worldwide licence to process, store, and transmit Your Data solely for the purpose of providing and improving the Platform. This licence terminates when your account is deleted.

Upon cancellation or termination, you may request a complete export of Your Data within 90 days. We will provide Your Data in standard formats (CSV, JSON, and ZIP archive for files). After the 90-day retention period, Your Data will be permanently and irrecoverably deleted.

8. AI-Generated Content

The Platform uses artificial intelligence (powered by Anthropic’s Claude) to generate property descriptions, communications, offer analyses, document drafts, social media posts, and other content. While we strive for accuracy and quality:

AI output is a draft. All AI-generated content should be reviewed and approved by a qualified human agent before publication, distribution, or reliance.
No guarantee of accuracy. AI-generated content may contain errors, omissions, or inaccuracies. Saltire Systems makes no warranty regarding the accuracy, completeness, or fitness for purpose of AI-generated content.
Your responsibility. You are solely responsible for reviewing, editing, and approving all content before it is published, sent to clients, or used in any commercial or legal context.
Regulatory compliance. You are responsible for ensuring that all content published through the Platform complies with the Property Misdescriptions Act 1991, Consumer Protection from Unfair Trading Regulations 2008, and any other applicable legislation.

Saltire Systems shall not be liable for any loss, damage, claim, or liability arising from the use of, or reliance on, AI-generated content.

9. Limitation of Liability

To the maximum extent permitted by applicable law:

Aggregate liability cap: The total aggregate liability of Saltire Systems under or in connection with these Terms, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall not exceed the total subscription fees paid by you in the 12 months immediately preceding the event giving rise to the claim.
Excluded losses: Saltire Systems shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to: loss of profits, loss of revenue, loss of business, loss of data, loss of goodwill, business interruption, or anticipated savings, regardless of whether such damages were foreseeable or whether we were advised of the possibility of such damages.
No warranty: The Platform is provided “as is” and “as available” without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
Force majeure: We shall not be liable for any delay or failure to perform our obligations where such delay or failure results from circumstances beyond our reasonable control, including but not limited to acts of God, pandemic, government action, internet outages, third-party service failures, or cyber attacks.

Nothing in these Terms excludes or limits liability for: (a) fraud or fraudulent misrepresentation; (b) death or personal injury caused by negligence; (c) any breach of the obligations implied by section 12 of the Sale of Goods Act 1979; or (d) any other liability that cannot be excluded or limited by applicable law.

10. Indemnification

You agree to indemnify, defend, and hold harmless Saltire Systems Ltd, its directors, officers, employees, and agents from and against any and all claims, demands, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising out of or in connection with:

Your use of the Platform or any Content published through the Platform.
Any breach of these Terms by you or any Agent on your account.
Any third-party claim arising from your estate agency operations conducted through the Platform.
Any violation of applicable law or regulation by you or your Agency.
Any negligence, wilful misconduct, or misrepresentation by you or your Agency.
Any dispute between you and a seller, buyer, solicitor, or other party in a property transaction.

This indemnification obligation survives the termination of your account and these Terms.

11. Intellectual Property

The Platform, including its source code, design, architecture, AI models, algorithms, documentation, and branding, is the exclusive intellectual property of Saltire Systems Ltd and is protected by copyright, trademark, and other intellectual property laws.

Your subscription grants you a limited, non-exclusive, non-transferable, revocable licence to access and use the Platform for your internal estate agency business purposes only. You may not:

Copy, modify, distribute, or create derivative works of the Platform.
Reverse engineer, decompile, or disassemble any part of the Platform.
Sublicense, sell, resell, or transfer your access to the Platform.
Use the Platform to develop a competing product or service.
Remove or alter any proprietary notices or labels on the Platform.

12. Acceptable Use

You agree not to use the Platform to:

Conduct any illegal activity or facilitate any unlawful purpose.
Send unsolicited communications (spam) or misrepresent your identity.
Upload or transmit malicious software, viruses, or harmful code.
Attempt to gain unauthorised access to the Platform, other user accounts, or any connected systems.
Scrape, harvest, or extract data from the Platform by automated means beyond the provided APIs.
Interfere with or disrupt the Platform or its infrastructure.
Publish false, misleading, or defamatory content through the Platform.
Use the Platform in a manner that infringes the rights of any third party.

We reserve the right to investigate and take appropriate action against any use that we reasonably believe violates these Terms, including suspension or termination of your account without refund.

13. Suspension and Termination

We may suspend or restrict your access to the Platform immediately and without prior notice if:

You breach any material provision of these Terms.
Payment is overdue for more than 14 days.
We reasonably believe your account poses a security risk.
Required to do so by law, regulation, or court order.

We may terminate your account immediately for serious breach, including but not limited to: fraudulent activity, use of the Platform for illegal purposes, or any activity that brings Saltire Systems into disrepute.

Upon termination for breach, no refund of subscription fees will be provided. The data retention and export provisions of Section 5 shall apply.

14. Data Protection

Both parties agree to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data controller: The Agency is the data controller in respect of all personal data relating to its clients (sellers, buyers, solicitors, and other contacts).
Data processor: Saltire Systems acts as a data processor, processing personal data only on the Agency’s instructions and solely for the purpose of providing the Platform.
Processing: We process personal data in accordance with our Privacy Policy. We implement appropriate technical and organisational measures to ensure the security of personal data.
Sub-processors: We may engage sub-processors (including cloud hosting providers, AI service providers, and email delivery services) to assist in providing the Platform. A list of sub-processors is available upon request.
Data subject requests: We will assist the Agency in responding to data subject access requests, erasure requests, and other rights under UK GDPR, to the extent technically feasible.
Data breach: We will notify the Agency without undue delay upon becoming aware of a personal data breach affecting the Agency’s data.

15. Confidentiality

Each party agrees to keep confidential all non-public business information received from the other party in connection with these Terms (“Confidential Information”). Confidential Information does not include information that: (a) is or becomes publicly available through no fault of the receiving party; (b) was already known to the receiving party; (c) is independently developed by the receiving party; or (d) is required to be disclosed by law.

This confidentiality obligation survives termination of these Terms for a period of two years.

16. Service Level

We will use commercially reasonable efforts to maintain the availability and performance of the Platform. However:

No guaranteed uptime: We do not provide a Service Level Agreement (SLA) with guaranteed uptime percentages.
Planned maintenance: We will endeavour to provide reasonable advance notice of planned maintenance that may affect availability.
Third-party dependencies: The Platform depends on third-party infrastructure (cloud hosting, APIs, AI services). We are not liable for outages or performance issues caused by third-party service providers.

We will make reasonable efforts to resolve service issues promptly, but do not guarantee specific response or resolution times.

17. Amendments

We may update these Terms from time to time. For material changes, we will provide at least 30 days’ written notice via email to the address associated with your account.

Continued use of the Platform after the effective date of any changes constitutes your acceptance of the updated Terms. If you do not agree to the updated Terms, you must cancel your subscription before the effective date.

Non-material changes (such as typographical corrections or clarifications) may be made without prior notice.

18. Governing Law

These Terms are governed by and construed in accordance with the laws of Scotland. Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the Scottish courts.

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

These Terms constitute the entire agreement between you and Saltire Systems with respect to the use of the Platform and supersede all prior agreements, representations, and understandings.

Contact

For questions about these Terms, contact us at:

Saltire Systems Ltd
Email: hello@saltire.systems
Website: saltire.systems

Last updated: 2026-02-20