Terms & Conditions

Last updated: July 2026

These Terms and Conditions ("Terms") govern your use of the miProgram software and related services provided by Mobile Inventory Program Limited ("miProgram", "we", "our", or "us").

By signing up for, accessing, or using miProgram, you ("the Client", "you", or "your") agree to be bound by these Terms. If you do not agree, you must not use the Service.

1. About miProgram

miProgram is a cloud-based property reporting and management platform that enables users to create, manage, and store property inventory, check-in, check-out, mid-term, and block management reports via a mobile application and online dashboard (the "Service").

2. Definitions

  • "Reports" means inventory reports, schedules of condition, check-in reports, check-out reports, mid-tenancy (mid-term) reports, block management reports, and other finished documents generated by the Service and delivered to you as a completed report.
  • "Documents" means Reports together with any associated files, photographs, and media created or stored within the Service.
  • "Derived Data" has the meaning given in clause 7.2.
  • "Subscription Plan" means a property-count based plan as described in clause 3.
  • "Pay-Per-Document" or "PPD" means the legacy per-document billing model described in clause 4.
  • "Hosting Fee" means the document storage charge described in clause 4.3.

3. Subscriptions and Contract Term

3.1 Subscription Plans

Clients may access miProgram through a Subscription Plan based on the number of properties under management, or (for existing legacy clients only) through the legacy Pay-Per-Document plan described in clause 4. The Pay-Per-Document plan is no longer offered to new clients.

Subscription Plans are tiered by the number of properties under management, from the entry tier up to 5,000 properties, with bespoke pricing available above 5,000 properties. Current tiers and prices are set out on our pricing page at https://www.miprogram.co.uk/pricing. All prices are exclusive of VAT (see clause 5.1).

3.2 Billing Frequency

Subscription Plans may be paid monthly or, where offered, annually in advance. Where an annual option is taken, it is billed as a single advance payment for the twelve (12) month period. Annual pricing, where offered, is shown on the pricing page.

3.3 Subscription Level Assessment

Subscription levels are determined by the number of properties a Client manages, not necessarily the number of properties initially added to the system. This allows miProgram to allocate the appropriate system capacity and data storage.

3.4 Automatic Tier Adjustment

If the number of properties under management increases beyond the limit of your current tier, your Subscription Plan will be automatically adjusted to the tier that corresponds to your actual number of properties under management, and the applicable price for that higher tier will apply from the point of adjustment.

  • We will notify you when a tier adjustment is applied.
  • Where you pay annually in advance and a tier adjustment occurs mid-term, the difference between your current tier and the new tier will be charged on a pro-rata basis for the remainder of your annual term, and your renewal will be at the adjusted tier price.
  • Where you pay monthly, the adjusted price will apply from your next billing date.

By accepting these Terms you consent to automatic tier adjustments and to the corresponding change in price, subject to the notification above.

3.5 Minimum Contract Term

All new Subscription Plans are subject to a minimum term of twelve (12) months from the activation date. At the end of this minimum term, the subscription will automatically renew on a monthly rolling basis unless cancelled in writing with 30 days' notice.

Cancellation during the minimum term does not relieve the Client of the obligation to pay the fees due for the remainder of that minimum term.

4. Pay-Per-Document (Legacy)

Legacy Pay-Per-Document clients are billed per Document created. This plan is closed to new clients.

4.1 Per-Document Charges

PPD clients are invoiced in arrears at the end of each calendar month for Documents created during that month, at the per-document rates applicable to their account. All per-document rates are exclusive of VAT.

4.2 Free Hosting Period

Documents created on a PPD account are hosted at no additional charge for twelve (12) months from the date of creation of each Document.

4.3 Document Hosting Fee

After the twelve (12) month free hosting period, continued storage and access to each such Document requires payment of a Hosting Fee of 3.75 pence (£0.0375) per Document per month, plus VAT, for each Document older than twelve (12) months that remains stored on the Service.

  • The Hosting Fee is calculated monthly on the number of Documents on your account that are older than twelve (12) months and is invoiced monthly in arrears.
  • The Hosting Fee covers secure hosting of the Documents and continued platform access to view, send, and receive them.
  • You may avoid or reduce the Hosting Fee by exporting and then deleting Documents you no longer wish to store (see clause 4.4). It is your responsibility to export any Documents you wish to retain before deleting them.
  • We will make available tools and/or notifications to help you identify Documents that are subject to, or approaching, the Hosting Fee.

4.4 Deletion of Aged Documents

Where a Hosting Fee is due and remains unpaid, or where you elect not to continue hosting aged Documents, we reserve the right to remove the affected Documents from the Service in accordance with clause 8. It is your responsibility to export or back up any Documents before they are removed. We accept no liability for loss arising from the removal of Documents for which a Hosting Fee has not been paid.

4.5 Migration to Subscription

We may offer PPD clients the option to move to a Subscription Plan. Nothing in these Terms obliges us to continue offering the PPD model, and we may give notice to migrate remaining PPD clients to a Subscription Plan in accordance with clause 5.4 and clause 14.

5. Fees, Payment and Billing

5.1 VAT

All fees, prices, and rates quoted for the Service — including subscription fees, per-document rates, Hosting Fees, and any optional add-ons — are exclusive of VAT, which will be charged in addition at the prevailing rate.

5.2 Payment Terms

  • Subscription fees are billed monthly or annually in advance.
  • Pay-Per-Document charges and Hosting Fees are invoiced in arrears at the end of each calendar month.
  • Payment is due by the date stated on the invoice, via approved payment methods (Direct Debit, card, or bank transfer where agreed).

5.3 Payment Methods, Direct Debit and Card Authority

Where you pay by Direct Debit or card, you authorise us (and our payment processors) to collect all sums due under these Terms automatically on or after the due date, including recurring subscription fees, per-document charges, Hosting Fees, tier adjustments, and any agreed add-ons.

  • You are responsible for maintaining a valid and active payment mandate or card on file.
  • Where an automated payment fails, we may re-attempt collection and/or apply the non-payment provisions in clause 5.5.

5.4 Optional Add-Ons

Optional add-ons (for example, additional users, custom branding, or onboarding and training) are charged at the rates shown on our pricing page or as otherwise agreed in writing, and are billed in addition to your Subscription Plan or PPD charges.

5.5 Non-Payment and Account Suspension

If payment is not received by the due date:

  • Reminder notices will be sent.
  • Accounts may be temporarily blocked or suspended until payment is made.
  • If payment remains outstanding for 90 days, the Client's account and all associated data may be permanently deleted from our systems (see clause 8).

5.6 Pricing Adjustments

miProgram reserves the right to review and adjust subscription fees, per-document rates, and Hosting Fees periodically to reflect changes in business costs, inflation, or service improvements. Clients will be notified at least 30 days in advance of any pricing changes.

6. Use of the Service

6.1 Authorised Users

You are responsible for maintaining the security of your account and ensuring only authorised personnel access the system. You are responsible for any actions taken under your account credentials.

6.2 Acceptable Use

You agree not to:

  • use the Service for unlawful purposes;
  • copy, modify, distribute, or reproduce any part of the platform;
  • attempt to access system areas without authorisation; or
  • interfere with, disrupt, or harm the performance of the Service or its data.

7. Data Ownership and Use

7.1 Reports and Documents

All Reports generated by the Service and delivered to you as a completed report remain your property. You may use, distribute, share, and rely on the Reports for your own business, tenancy management, and legal or regulatory purposes without restriction.

7.2 Derived Data

All structured data, records, fields, values, metadata, statistics, insights, aggregations, models, algorithms, and other data or intellectual property created from, derived from, or based on the underlying data captured or processed by the Service ("Derived Data") is and shall remain the exclusive property of Mobile Inventory Program Limited. For the avoidance of doubt, Derived Data includes the structured database records that underlie the Reports, aggregated and anonymised datasets, benchmarking data, and machine learning models trained on such data.

7.3 Licence to miProgram

By using the Service, you grant Mobile Inventory Program Limited a perpetual, worldwide, royalty-free, irrevocable, sub-licensable licence to store, process, transmit, aggregate, anonymise, analyse, use, disclose, license, and commercially exploit the Derived Data, including for the following purposes:

  • providing, operating, maintaining, and improving the Service;
  • producing aggregated and anonymised analytics, benchmarks, statistics, insights, market reports, and industry publications;
  • training, developing, and improving artificial intelligence, machine learning, and analytical models;
  • creating, licensing, and supplying data products to third parties, including in the insurance, financial services, retail, property, and analytics sectors;
  • combining Derived Data with third-party datasets; and
  • any other lawful commercial purpose.

7.4 Anonymisation

Where miProgram uses Derived Data for purposes beyond providing the Service to you, such use shall be on an aggregated and anonymised basis and shall not identify any individual property, tenant, or other identifiable individual, save where explicitly permitted by law or with appropriate consent.

7.5 Client Warranties

You warrant and represent that:

(a) you have all necessary rights, permissions, consents, and lawful bases to upload data to the Service, including any personal data of tenants, occupants, or other third parties;

(b) you have provided or will provide to any relevant data subjects, including tenants, all necessary information, notices, and disclosures required by applicable data protection law relating to the processing of their personal data by the Service and by miProgram; and

(c) your use of the Service and the upload of any data does not and will not breach any applicable law, contract, or rights of any third party.

7.6 Indemnity

You indemnify Mobile Inventory Program Limited against all losses, claims, damages, liabilities, costs, and expenses (including reasonable legal fees) arising out of or in connection with any breach of the warranties in clause 7.5.

7.7 Confidentiality of Reports

Mobile Inventory Program Limited will not sell, share, or disclose the Reports themselves to third parties except:

  • where required by law;
  • where necessary to provide the Service (for example, through secure hosting on AWS or equivalent infrastructure providers acting as our sub-processors); or
  • where you expressly consent.

For the avoidance of doubt, this clause 7.7 does not restrict miProgram's use of Derived Data under clauses 7.2 and 7.3.

7.8 Effect of Termination on Data Rights

On termination of your account or subscription:

(a) Reports will be made available to you for download for a period of 30 days, after which they may be deleted (see clause 8);

(b) miProgram's rights to use Derived Data under this clause 7 shall survive termination indefinitely, including the right to retain and continue to use aggregated and anonymised Derived Data.

7.9 Data Protection Roles

The parties acknowledge that, in providing the Service, Mobile Inventory Program Limited acts as a data processor in respect of personal data uploaded by you, and as an independent data controller in respect of its use of Derived Data for the purposes set out in clause 7.3. The parties' respective data protection obligations are set out in our Data Processing Policy.

8. Data Retention and Deletion

8.1 Subscription Accounts

If a Client cancels their subscription or fails to renew, data will remain stored for 30 days from the date of cancellation. After this period, data may be permanently deleted and cannot be recovered.

8.2 Non-Payment Accounts

If payment remains outstanding for 90 days after the due date:

  • the Client's account will be terminated; and
  • all associated data may be deleted permanently from our systems and backups.

8.3 Pay-Per-Document Documents

Documents on legacy Pay-Per-Document accounts are hosted free of charge for twelve (12) months from the creation date. After this period, continued hosting and access requires payment of the Hosting Fee set out in clause 4.3. Where the Hosting Fee is not paid, the affected Documents may be removed from the Service.

8.4 Data Export

It is the Client's responsibility to export or back up any data before cancellation, termination, deletion, or the removal of aged Documents.

8.5 Inactive and Legacy Accounts

We reserve the right to delete data associated with accounts that have been inactive for 12 months or more, or where no current subscription, hosting arrangement, or service agreement is in place. We are under no obligation to retain, store, or maintain access to data indefinitely. Clients are solely responsible for ensuring they have exported or backed up any required data prior to account inactivity or lapse of agreement. We accept no liability for any loss arising from the deletion of data on inactive or legacy accounts.

8.6 Third-Party Created Data

Where data has been created or uploaded by a third party on behalf of a Client, we are under no obligation to store, host, or retain such data unless a valid hosting agreement and associated Hosting Fee has been established with us directly. In the absence of such an agreement, third-party data may be deleted without notice, and we accept no liability for any loss or inability to access such data.

9. Compliance and Best Practice

9.1 Best Practice Compliance

Users of miProgram are expected to adhere to the best practice guidelines outlined by industry bodies including, but not limited to, the Association of Residential Letting Agents (ARLA), The Property Ombudsman, and any Tenancy Deposit Scheme providers. These guidelines include ensuring that a finalised copy of any agreed inventory report is issued to the tenant and/or other relevant parties as required.

9.2 User Responsibility for Data and Distribution

It remains the sole responsibility of the user to distribute finalised documents in accordance with such best practice and regulatory requirements. miProgram provides tools to facilitate document creation and sharing but does not automatically fulfil or guarantee compliance with these distribution obligations.

9.3 Data Loss and Liability

While all reasonable measures are taken to ensure data integrity and system reliability, miProgram shall not be held responsible or liable for any cost, loss, or damage arising from data loss, system failure, human error, or deliberate deletion by a user or third party. Users are strongly advised to download and securely store copies of all completed and finalised reports for their own records.

10. Service Availability and Support

We aim to provide a reliable and consistent service. However, we cannot guarantee uninterrupted access due to maintenance, updates, or unforeseen events.

Support is provided during published business hours via the designated miProgram contact channels (email, support form, or phone).

11. Termination

miProgram reserves the right to suspend or terminate access if:

  • payments remain overdue beyond 90 days;
  • the Client breaches these Terms; or
  • the Service is misused or used unlawfully.

Data will be deleted according to the timeframes in clause 8.

12. Liability

To the maximum extent permitted by law:

  • miProgram shall not be liable for indirect, consequential, or incidental damages (including loss of profit or data).
  • Our total liability for any claim shall not exceed the total amount paid by the Client in the 12 months prior to the incident.

13. Privacy and Data Protection

Mobile Inventory Program Limited complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Our processing of personal data on your behalf, and our use of Derived Data, are governed by our Data Processing Policy and Privacy Policy, which form part of these Terms. Please refer to those policies for detailed information on how we collect, use, and protect data.

14. Changes to These Terms

We may revise these Terms periodically to reflect legal, operational, or business changes. Clients will be notified of material updates at least 30 days in advance, and continued use of the Service constitutes acceptance of the new Terms.

15. Governing Law

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

By using miProgram, you acknowledge that you have read, understood, and agree to these Terms and Conditions.