Terms & conditions.

1. About these terms

These terms and conditions ("Terms") govern your use of the HabiTrak platform, including the marketing website at habitrak.co.uk, the web application at app.habitrak.co.uk and the HabiTrak applications for iOS (Apple App Store) and Android (Google Play) (together, the "Service").

The Service is provided by Habitrak Software Ltd, a company registered in England & Wales (company number 16518603) ("HabiTrak", "we", "us", "our").

HabiTrak is a business-to-business service for organisations operating UK supported housing. These Terms form an agreement between HabiTrak and the customer organisation that subscribes to the Service (the "Customer") and apply to each person who accesses the Service under that organisation (a "User"). By accessing or using the Service, the Customer and its Users agree to these Terms. Where a separate signed order form or master services agreement exists with a Customer, that agreement takes precedence over these Terms to the extent of any conflict.

2. Accounts, access and security

Access to the Service requires an account. The Customer is responsible for authorising its Users, for the accuracy of account information, and for ensuring its Users keep their login credentials confidential. The Customer and its Users are responsible for all activity carried out under their accounts.

You must notify us promptly at support@habitrak.co.uk if you become aware of any unauthorised access to or use of an account. You are responsible for maintaining the security of the devices you use to access the Service. We strongly advise against jailbreaking or rooting mobile devices, as this can compromise their security and may prevent the apps from functioning correctly.

3. Acceptable use

You agree not to, and not to permit any User or third party to:

• use the Service for any unlawful purpose or in breach of any applicable law, including data protection law;
• upload or process data you are not authorised to process, or use the Service to harass, harm or infringe the rights of any individual;
• attempt to gain unauthorised access to the Service, other accounts, or our systems, or interfere with their security or operation;
• copy, modify, distribute, reverse-engineer, decompile, or attempt to extract the source code of the Service, except to the extent the law permits this and cannot be excluded;
• resell, sublicense or make the Service available to any third party outside the Customer organisation without our written agreement.

4. Intellectual property

All intellectual property rights in the Service — including software, trademarks, database rights, designs and content we provide — remain the property of HabiTrak or its licensors. We grant the Customer and its Users a non-exclusive, non-transferable right to use the Service during the subscription term, solely for the Customer's internal housing-management purposes and subject to these Terms.

The Customer retains all rights in the data it and its Users input into the Service. The Customer grants us the rights necessary to host and process that data in order to provide the Service.

5. Data protection

Our handling of personal data is described in our Privacy Policy. In summary, the Customer is the data controller of resident and operational personal data (including special-category data) held in the Service, and HabiTrak acts as a data processor on the Customer's documented instructions. HabiTrak is the controller of account, prospect and website-visitor data.

Our Data Processing Agreement, published at https://habitrak.co.uk/dpa/, forms part of these Terms and applies whenever we process personal data on the Customer's behalf. Where the Data Processing Agreement conflicts with these Terms in relation to personal data, the Data Processing Agreement prevails.

6. Fees, payment and your free trial

6.1 Who this section applies to. This section applies to the Customer organisation. HabiTrak is sold only to organisations for their business; it is not offered to individuals acting outside their trade or business. The person who accepts these Terms confirms that they do so on behalf of the Customer organisation, for its business.

6.2 Your free trial. Every new organisation gets one free trial of 30 days, starting on the day its HabiTrak account is created. You do not need to give card details to start the trial, and nothing is charged during it. During the trial you have full use of HabiTrak. You can add payment details at any time from inside HabiTrak; doing so early does not shorten your trial — your first payment is taken on day 31. We will remind you in the app, and by email, from 7 days before the trial ends (day 23 onward). The reminder says what you will pay, from when, and how to cancel.

If payment details have not been added by the end of day 30, from day 31 your organisation's account becomes read-only: every user can still sign in, see and export everything already in HabiTrak, but no new records can be created or changed until a paid subscription starts. Ending a trial does not by itself delete anything. If no paid subscription starts, the read-only period and the return-or-deletion steps in section 6.10 and the Data Processing Agreement apply, counted from day 31.

6.3 What you pay. £5 per room per month. There is no set-up fee and no minimum number of rooms. The price that applies to you is the one shown on our website and inside HabiTrak when your paid subscription starts.

6.4 What counts as a room, and who pays for it. A room is a bedroom recorded in HabiTrak, whether or not it is occupied. Each bedroom is billed once. Where a housing provider and a managing agent work together in HabiTrak, the organisation that invited the other pays for every bedroom recorded under that working relationship, however many managing agents a provider invites; bedrooms a provider records itself are the provider's. If a managing agent that pays for a provider's bedrooms stops using HabiTrak, the provider may take over paying for them; otherwise those bedrooms become read-only after the period in 6.9, and nothing is deleted. We will email the provider when the managing agent's payment first fails, so it can take over paying before that happens. If your organisation has no rooms recorded on the billing date, nothing is charged for that month.

6.5 Billing date and how the monthly amount is worked out. You pay monthly in advance. Your billing date is the day your paid subscription starts (day 31 of your trial, or the day you subscribe if that is later) and the same date each month after that. On each billing date we count the rooms under 6.4 on that date and multiply by the price. Rooms added or removed after the billing date change the amount from the next billing date; we do not charge or credit part months. You can see the room count, the next billing date and the amount inside HabiTrak at any time.

6.6 How you pay. Payment is by card, taken automatically on each billing date by our payment provider, Stripe. When you add a card you agree that we may charge it each month, for the amount worked out under 6.5, until you cancel. We will email your billing contact a confirmation of the price, the date of your first payment and how to cancel. Card details are entered on Stripe's own page; HabiTrak never sees or stores your full card number. You can change your card, download invoices and cancel online from the billing page linked inside HabiTrak.

6.7 VAT. HabiTrak is not currently registered for VAT, so no VAT is charged and the price in 6.3 is the full amount you pay. If we have to register for VAT, we will give you at least 30 days' notice by email before we first add VAT to an invoice, and you may cancel under 6.10 before then. Until that notice period ends, the amount you pay does not change.

6.8 Invoices and records. Every payment produces an invoice or receipt, emailed to your billing contact and available from the billing page. We keep billing and payment records for 6 years after the end of the financial year they relate to, because UK tax law requires it, even after your account closes. These records hold your organisation's account and payment details, not residents' records.

6.9 If a payment fails. If a payment fails, we will try to take it again automatically over the next 21 days and will email your billing contact; if your bank blocks further attempts, we will ask you to update your card. While we are retrying, nothing changes — you keep full use of HabiTrak, and an in-app notice shows how to update your card or confirm the payment with your bank. If the payment is still unpaid when the retries end, your account becomes read-only (as in 6.2) until the amount due is paid; paying it restores full access immediately. We never lock your users out of records you may need to show a regulator, and we do not delete anything because a payment failed.

6.10 Cancelling. You can cancel at any time from the billing page. Cancellation takes effect at the end of the month you have already paid for, and you keep full use until then. After that your account becomes read-only for 90 days so you can export your records; after that period your data is returned or deleted as set out in the Data Processing Agreement. You can re-subscribe during the read-only period and carry on where you left off. Before the read-only period ends, export anything you must keep — for example safeguarding records you keep for 7 years. Once it ends we delete your data as set out in the Data Processing Agreement and cannot restore it.

6.11 Refunds. Payments are not refundable, in whole or in part, except: where we have charged you in error (we will correct it); where you cancel because you object to a new sub-processor (Data Processing Agreement clause 6); where we end the subscription (section 8); or where the law requires a refund. Removing rooms or cancelling part-way through a month does not create a refund; it changes what you pay from the next billing date.

6.12 Price changes. The price per room that applied when your paid subscription started stays your price for as long as your subscription continues. We may change the price for new customers; that change does not apply to you. VAT is not part of that price and is added only as set out in 6.7.

6.13 Signed agreements. Where HabiTrak and a Customer sign a separate order form or master services agreement, its commercial terms take precedence over this section for that Customer.

6.14 Billing questions. For a question about an invoice, a payment or your billing date, email billing@habitrak.co.uk. For anything else, see Contact us below.

7. Service availability, updates and changes

We aim to make the Service available and reliable to a reasonable standard, but we do not guarantee that it will be uninterrupted or error-free. The Service depends on an active internet connection; we are not responsible for issues arising from your connectivity, device, data allowance, or third-party network charges (including roaming charges).

We may update, improve or modify the Service from time to time, including releasing new versions of the apps; you may need to install updates to keep using them. We may also change these Terms; price changes follow section 6.

8. Suspension and termination

The Customer may cancel as set out in section 6.10. We may end the subscription on at least 30 days' written notice; if we do, the read-only period in section 6.10 still applies so you can export your records, and we refund any fees you have paid for days after the subscription ends. We may suspend or restrict access to the Service where reasonably necessary to protect the Service or other users, to address a security risk, or where these Terms or an order form are materially breached. Non-payment is handled as set out in section 6.9: access becomes read-only; it is not suspended.

On termination, the rights granted to you under these Terms end, you must stop using the Service, and (for the apps) you should delete them from your devices. Return or deletion of personal data on termination is handled in accordance with the Data Processing Agreement and our Privacy Policy.

9. Third-party app stores

The HabiTrak apps are made available through third-party app stores, each of which has its own terms that apply to your download and use of the apps from that store:

• Apple App Store — Apple Media Services Terms
• Google Play — Terms of Service

These store terms are between you and the relevant store provider, and HabiTrak is not responsible for them.

10. Disclaimers and liability

The Service is provided on a reasonable-efforts basis. To the fullest extent permitted by law, we exclude implied warranties not expressly set out in these Terms. We rely in part on information provided by Customers and Users and are not responsible for decisions made in reliance on data that the Customer or its Users have input.

Nothing in these Terms limits or excludes either party's liability where it cannot lawfully be limited or excluded — including for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation. Subject to that, our total liability arising out of or in connection with the Service in any 12-month period is limited to the total fees paid or payable by the Customer for the Service in the 12 months before the event giving rise to the claim, or, where a signed order form specifies a different limit, the limit set out in that order form. We are not liable for indirect or consequential loss, or for loss of profits, revenue, goodwill or anticipated savings.

11. Governing law

These Terms, and any dispute or claim arising out of or in connection with them, are governed by the laws of England & Wales, and the courts of England & Wales have exclusive jurisdiction.

12. Changes to these terms

We may update these Terms from time to time. We will post the updated Terms on this page and revise the effective date. Where changes are material, we will give reasonable notice to Customers. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

These Terms are effective from 10 October 2026.

Contact us

If you have any questions about these Terms, please contact us at support@habitrak.co.uk.