Terms and Conditions

Welcome to AvaroAI (“we”, “us”, “our”), operated by AvaroAI Ltd.

By accessing or using our services, you agree to comply with and be bound by these Terms and Conditions (“Terms”). If you do not agree with any part of these Terms, then you should not use our services.

Overview

AvaroAI provides a cloud-based software platform for real estate operations management, including contact and listing management, offers, viewings, lettings, inspections, contractor work agreements, payment tracking, alerts, reminders, appointments, forms, reporting, identity verification of contacts, and team collaboration tools.

Our services include a public brochure website, a developer API, a subscribable calendar feed, and integrations with third-party providers, including AI-powered features, publishing to property portals, and subscription payment processing.

Account Creation and Organization Setup

User Accounts

To use our services, you must create an account. You must provide accurate, current, and complete information and maintain the security of your account credentials. You are responsible for all activities that occur under your account.

You must be at least 18 years old and legally capable of entering into a binding contract to create an account. If you are using our services on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms.

Organizations

Each organization operates independently with its own subscription, data, and team members.

Team Membership and Roles

Organizations may add team members with assigned roles:

• Director - Full access to all branches + organization profile, billing, team management, integrations, networking, custom fields, forms.
• Manager - Full access to a branch and all operational features, as well as branch reports.
• Associate - Access to branch’s operational features, including contacts, listings, lettings, inspections, work orders, payments, offers, viewings, alerts, reminders, appointments, and forms.

As the organization owner or a Director, you are responsible for managing team member access and ensuring appropriate role assignments. You are liable for all actions taken by team members within your organization.

Service Usage

Data Accuracy

You agree to provide accurate information when using our services, including contact details, property listing information, billing information, and other data. We are not responsible for issues arising from inaccurate or incomplete information.

Acceptable Use

You agree to use our services only for lawful purposes and in accordance with these Terms. You must not:

• Use the service to store or transmit malicious code, illegal content, or infringing materials
• Attempt to gain unauthorized access to our systems or other users’ accounts
• Interfere with or disrupt the integrity or performance of our services
• Use the service to send unsolicited communications or spam
• Scrape, mine, or harvest data from our platform without authorization
• Misrepresent your identity or affiliation with any person or entity

Lettings and Property Management

AvaroAI is a record-keeping and workflow tool. It helps you record lettings, payments, inspections, contractor work, and alerts, but it does not:

• Collect rent, process payments, or hold client money on your behalf
• Provide accounting, ledgers, or client-money reconciliation
• Generate tenancy agreements or collect e-signatures
• Protect deposits, reference tenants, or carry out right-to-rent checks
• Notify tenants, landlords, contractors, or other third parties, except by sending identity verification links you request

“Work orders” in AvaroAI are work agreements with contractors and are not tenancy agreements. Alerts are reminders for your own team members only.

Some values are calculated for you, such as letting terms from seasonal prices, percentage commission, and overdue payment status. You are responsible for checking these values, for the accuracy of the payment records you keep, and for complying with all laws and regulations that apply to your lettings, property management, and client-money activities.

Identity Verification

You can ask a contact to verify their identity. We email the contact a link to a verification flow run by our identity verification provider. Depending on how the check is set up, the contact may be asked to photograph an identity document, have its chip read, provide proof of address, complete a liveness and face match check, and answer a source of funds questionnaire. Their details are also checked against third-party databases and sanctions and politically exposed persons lists. We store the results and the provider’s report for your organization for 5 years after the result, then delete them from AvaroAI and from the provider. The contact cannot be deleted while a result is kept.

This is a standard check. It does not verify companies, trusts, or their beneficial owners, nor does it collect or verify evidence of source of funds. Depending on your territory, it may or may not make you compliant with anti-money laundering or other laws. You remain responsible for your risk assessment, for deciding whether further checks are needed, for acting on the results, and for keeping the records the law requires, including any you must keep for longer than 5 years.

You are responsible for having a lawful basis to ask the contact to complete the check and for giving them any information the law requires. A verification link expires if it is not used, and the contact may choose not to complete it.

Storage Fair Usage Policy

Your subscription includes storage and bandwidth for files, photos, and other content at no additional charge. This allowance is intended for the ordinary operation of an estate agency or lettings business, such as listing photos, floor plans, tenancy documents, inspection reports, and correspondence relating to properties and contacts you manage.

You must not use the service as general-purpose file storage, backup, or archiving, or to host or distribute content unrelated to your use of the platform. You must not link to or embed content stored on the platform in a way that generates traffic unrelated to your listings and services.

If your organization’s storage or bandwidth use substantially exceeds that of a typical organization with a comparable number of team members, we may contact you to discuss it.

In such circumstances, if you do not reduce your usage or reach an agreement with us, or if your usage threatens the stability or security of the service, we may restrict uploads or take action under Account Suspension and Termination.

Service Availability

We strive to maintain high availability of our platform but do not guarantee uninterrupted access. We may perform scheduled maintenance, updates, or experience unexpected downtime. We are not liable for any loss or damage resulting from service interruptions.

Subscription and Billing

Subscription Plans

We offer a monthly subscription that includes a credit allowance.

Subscription pricing is available on our website and may change with notice. Price changes will not affect your current billing period but will apply upon renewal.

Credits

Credits are consumed when using AI-powered features, including the AI Assistant, file analysis, semantic matching, and AI-assisted operations, and when starting identity verifications. The subscription includes a monthly allowance.

Additional one-time credit packs and automatic top-ups can be purchased if you hit the allowance and wish to continue using these features before the end of your current billing cycle.

Identity Verification Charges

Each identity verification uses credits when the check is started, before the link is sent to the contact. The credits are not returned if the check is declined, expires, or is not completed by the contact.

Payment Processing

Payments are processed securely via our payment partner, Stripe. You agree to provide accurate payment information and authorize recurring monthly charges for your selected subscription plan.

By subscribing, you authorize us to charge your payment method on a recurring basis until your organization is closed. Subscription fees are billed in advance on a monthly basis.

While automatic top-up is enabled, you also authorize us to charge your organization’s saved payment method for the chosen top-up amount whenever your credits fall to the top-up threshold, without asking the cardholder to approve each charge. This authorization lasts until you disable automatic top-up or close your organization.

We do not store full credit card numbers. All payment data is handled in accordance with PCI DSS standards via Stripe.

Billing and Receipts

You will receive receipts for all charges via email. It is your responsibility to maintain current billing information and email address.

Taxes

Subscription and other prices are exclusive of applicable taxes. You are responsible for any taxes, levies, or duties imposed by governmental authorities.

Late Payment and Failed Charges

If payment fails, we will attempt to process payment using your stored payment method. Continued failure to pay may result in suspension or termination of your account.

Refunds

Subscription fees and credit packs are non-refundable. Credits used for identity verifications are not returned. If you remove seats during a billing period, the unused portion of those seats’ fees is credited against your next invoice rather than refunded, and the credits included with those seats for the rest of the period are removed, up to your remaining credit balance.

Payment Disputes

We take genuine payment disputes seriously. However, disputes should always be a last resort. You agree to contact our support team and allow reasonable time for a response before filing any dispute or chargeback.

Data Ownership and Processing

Your Data

You retain all ownership rights to the data you input into our platform, including contacts, property listings, lettings, payment records, inspections, contracts, alerts, forms, photos, files, reminders, appointments, viewings, and other content. We do not claim ownership of your data.

Where your data includes personal information about other people, such as buyers, tenants, landlords, contractors, or their representatives, you are responsible for having a lawful basis to collect it, store it in AvaroAI, and share it through the features you choose to use.

Data Processing

We process your data solely to provide and improve our services. Our data processing practices are detailed in our Privacy Policy, which forms part of this agreement.

Third-Party Integrations

Our services integrate with third-party providers for enhanced functionality.

By using our services, you authorize us to share relevant data with these providers as necessary to deliver the requested functionality. Each provider operates under their own terms and privacy policies.

Data Retention and Deletion

Data associated with expired or deleted organizations is automatically purged according to our retention schedule. Upon account closure, your data will be deleted within 90 days, subject to legal and regulatory retention requirements.

You may request data export or deletion by contacting our support team.

Integrations

Third-party platforms

If you use any of our third-party integrations, you authorize us to send the relevant data to them on your behalf. You are responsible for ensuring that you have the right to publish such information and that all data complies with third-party terms of service.

We are not liable for issues arising from third-party service interruptions, rejections, or errors.

Property Portals

AvaroAI can publish sales and rental listings to property portals. To use these integrations, a Manager must connect your organization’s account with the credentials supplied by the portal.

You are responsible for your agreement with each portal, for keeping your credentials valid, and for the accuracy and lawfulness of everything you publish, including visible custom fields that are added to portal descriptions.

Listings are sent to a portal only when you publish or re-publish them. Changes made in AvaroAI, including closing or cancelling a listing, are not sent to a portal automatically. You are responsible for re-publishing changes and for removing listings from portals when they should no longer be advertised. Portals may reject listings under their own rules.

Public Website, Developer API, and Calendar Feed

Listings you mark for publication may appear on your organization’s public AvaroAI website and through the developer API. Your developer API keys and personal calendar feed URL give access to your data. Treat them as confidential and share them only with trusted parties. You are responsible for any access made using them.

Networking

If you enable networking, records you mark as shared can be seen by fellow connected AvaroAI organizations. You are responsible for deciding which records to share. We are not responsible for how connected organizations use shared information.

AI-Powered Features

Our AI features use third-party models for the AI Assistant, file analysis, semantic matching, research, content generation, spreadsheet imports, and form completion. The AI Assistant can create, update, and analyze records on your instruction, including lettings, payments, inspections, work orders, alerts, and forms. Some changes, such as changes to payments, require your approval before they are applied.

Files submitted to AI features are sent to OpenAI, which retains them for at least 30 days and often deletes them shortly after that. This applies even when a file is only usable in AvaroAI for a shorter period.

You understand and agree that AI-generated content and AI-performed actions may be incomplete or inaccurate, and that you are responsible for reviewing them before use or approval.

Intellectual Property

All content, including text, images, logos, software, and documentation on our platform is the property of AvaroAI or its licensors and is protected by copyright and other intellectual property laws.

You may not use, reproduce, distribute, modify, or create derivative works from any content without our written consent, except as necessary for your authorized use of the services.

You grant us a limited license to use, store, and display content you upload to our platform solely for the purpose of providing our services to you.

Limitation of Liability

To the fullest extent permitted by law, AvaroAI is not liable for any direct, indirect, incidental, consequential, or punitive damages arising from your use of our services, including but not limited to:

• Loss of data or content.
• Service interruptions or unavailability.
• Errors or inaccuracies in AI-generated content or AI-performed actions.
• Errors in calculated values, such as letting terms, commission, or overdue status.
• Missed, late, or incorrect alerts and reminders.
• Identity verification results, including checks that fail to detect fraud or wrongly decline a genuine person.
• Integration failures with third-party services, including property portals.
• Unauthorized access to your account resulting from your failure to maintain credential security.
• Decisions made based on information stored or processed through our platform.

Our total liability is limited to the amount you paid for the service in the 90 days preceding the event giving rise to liability.

Nothing in these Terms excludes or limits our liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded or limited by law.

Indemnification

You agree to indemnify, defend, and hold harmless AvaroAI Ltd., its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including reasonable attorneys’ fees) arising from:

• Your use of our services.
• Your violation of these Terms.
• Your violation of any rights of another party.
• Content you upload or transmit through our services.
• Actions taken by team members within your organization.

Account Suspension and Termination

By You

A Director may close an organization from its settings. Closing an organization ends its subscription immediately, without access for the rest of the current billing period. Organization deletion is permanent and results in the loss of its associated data.

By Us

We reserve the right to suspend or terminate your access to our services at any time if:

• You violate these Terms.
• Your account has been inactive for an extended period.
• Your payment method fails repeatedly.
• We are required to do so by law.
• We determine that continued service provision poses a security or legal risk.

Upon termination, you will lose access to your account and all data. We are not obligated to provide refunds for early termination due to Terms violations.

Effect of Termination

Upon termination or expiration of your subscription:

• Your access to the platform will be revoked.
• Your organization data will be scheduled for deletion according to our retention policy.
• Any pending AI work or scheduled integrations will be cancelled.
• Listings already published to property portals may remain on those portals, so you should remove them before closing your organization.
• You remain liable for any outstanding fees or charges.

Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption in transit (SSL/TLS)
• Encryption at rest for sensitive data
• Role-based access controls
• Regular security assessments
• Secure password hashing

However, no system is completely secure. You acknowledge that you provide data at your own risk, and we cannot guarantee absolute security.

Privacy and Data Protection

Our collection, use, and protection of your personal information is governed by our separate Privacy Policy.

We comply with applicable data protection regulations, including the UK GDPR and Data Protection Act 2018.

Modifications to Terms

We may update or modify these Terms at any time. We will notify you of material changes via email or through the platform.

Your continued use of our services after changes constitutes acceptance of the modified Terms. If you do not agree to the changes, you must discontinue use of our services.

Compliance and Legal Process

Should we be served with a subpoena, warrant, or other legal action related to you, your organization, your data, or this agreement, you agree to reimburse our actual costs and reasonable attorneys’ fees incurred as a result of our compliance with such legal process.

You shall indemnify, defend, and hold us harmless against all claims, including but not limited to any third-party claims arising from your use of our services.

Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of Ireland, without regard to conflict of law principles.

Any disputes arising from or relating to these Terms or our services shall be subject to the exclusive jurisdiction of the courts of the Ireland.

Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will remain in full force and effect.

Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and AvaroAI regarding the use of our services and supersede any prior agreements or understandings.