Terms & Conditions

Last updated: October 2025
 

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, midterm, and block management reports via a mobile application and online dashboard.
 

2. Subscriptions and Contract Term

2.1 Subscription Plans

Clients may access miProgram through a subscription plan based on the number of properties under management or through a legacy pay-per-document plan (no longer offered to new clients).

2.2 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.

If the number of properties under management increases beyond the agreed subscription level, the client’s subscription will be reviewed and adjusted accordingly.

2.3 Minimum Contract Term

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

3. Pay-Per-Document 

Legacy pay-per-document clients are billed per document created.

3.1 Continued Hosting of Documentation

Clients operating on a legacy Pay-Per-Document basis who have not actively used the miProgram platform for a period of 90 days will be deemed inactive.

Following this period of inactivity, continued access to previously created reports and documents will require a data storage subscription. This subscription covers the secure hosting of data and limited platform functionality, including the ability to view, send, and receive documents.

A reduced monthly fee applies for this service. Clients should contact miProgram for current pricing and applicable rates.

4. Payment and Billing

4.1 Payment Terms

• Subscription fees are billed monthly in advance or annually where agreed.

• Pay-per-document clients 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 (bank transfer, Direct Debit, or card).

4.2 Non-Payment and Account Suspension

If payment is not received by the due date:

1. Reminder notices will be sent.

2. Accounts may be temporarily blocked or suspended until payment is made.

3. If payment remains outstanding for 90 days, the client’s account and all associated data will be permanently deleted from our systems (see section 7).

4.3 Pricing Adjustments

miProgram reserves the right to review and adjust subscription or document pricing 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.

5. Use of the Service

5.1 Authorised Users

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

5.2 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.

6. Data Ownership

All data, reports, and documents created within miProgram remain the property of the Client.
By using the Service, you grant Mobile Inventory Program Limited permission to store, process, and transmit your data solely for the purpose of providing and maintaining the Service.

miProgram will never sell, share, or disclose client data to third parties except:

• Where required by law; or

• Where necessary to provide the Service (e.g., through secure hosting on AWS).

7. Data Retention and Deletion

7.1 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.

7.2 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 will be deleted permanently from our systems and backups.

7.3 Pay-Per-Document Accounts

Documents on legacy pay-per-document accounts are hosted for 12 months from the creation date.
After this period, continued access or hosting will require full re-invoicing.

7.4 Data Export

It is the Client’s responsibility to export or back up any data before cancellation, termination, or deletion.

8. Compliance and Best Practice

8.1 Best Practice Compliance
Users of miProgram are expected to adhere to the best practice guidelines as 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.

8.2 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.

8.3 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.

9. 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).

10. 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 Section 7.

11. 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.

12. Privacy and Data Protection

Mobile Inventory Program Limited complies with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.
Please refer to our Privacy Policy for detailed information on how we collect, use, and protect your data.

13. 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.

14. 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.