Terms of Service

Last updated: 11 February 2026

These terms govern your use of the MainDesk platform. Please read them carefully before using our Service.

1. Introduction

These Terms of Service ("Terms", "Agreement") constitute a legally binding agreement between you ("User", "you", or "your") and MainDesk ("we", "us", "our", or "MainDesk") governing your access to and use of the MainDesk platform, website, and services (collectively, the "Service") operated by MainDesk at maindesk.co.uk.

By accessing, browsing, or using our Service in any manner, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy, which is incorporated by reference. If you do not agree to these Terms, you must not access or use the Service.

These Terms apply to all users of the Service, including but not limited to administrators, staff members, property managers, and any other individuals who access or use the platform. If you are using the Service on behalf of an organisation, you represent and warrant that you have authority to bind that organisation to these Terms.

2. Definitions

For the purposes of these Terms, the following definitions apply:

  • "Service" means the MainDesk platform, including all features, functionality, content, software, applications, websites, and services provided by MainDesk, whether accessed via web browser, mobile application, or other means.
  • "User" means any individual who accesses or uses the Service, including administrators, staff members, and any other authorised personnel.
  • "Organisation" means the company, entity, group, or individual that subscribes to the Service and is responsible for payment and compliance with these Terms.
  • "Account" means the user account created to access the Service, including all associated credentials, settings, and data.
  • "Content" means any data, information, text, images, photographs, documents, files, or other materials uploaded to, created through, or stored in the Service by Users.
  • "Platform" means the MainDesk software, infrastructure, servers, and systems accessible at maindesk.co.uk and related domains.
  • "Subscription" means the paid access plan selected by the Organisation to use the Service.
  • "Subscription Period" means the billing cycle (monthly or annual) for which the Subscription is active.

3. Eligibility

To use the Service, you must meet the following eligibility requirements:

  • •Age requirement: You must be at least 18 years of age. If you are under 18, you may only use the Service with the supervision and consent of a parent or guardian who agrees to these Terms on your behalf.
  • •Authorisation: You must be authorised by your Organisation to use the Service. If you are using the Service on behalf of an Organisation, you represent that you have the authority to bind that Organisation to these Terms.
  • •Legal capacity: You must have the legal capacity to enter into binding agreements in your jurisdiction.
  • •Compliance: You must comply with all applicable laws, regulations, and these Terms when using the Service.
  • •Restrictions: You must not be prohibited from using the Service under applicable laws or have been previously banned from the Service.

We reserve the right to refuse service, terminate accounts, or limit access to the Service at our sole discretion, particularly if you do not meet these eligibility requirements or violate these Terms.

4. Account Registration

To access certain features of the Service, you must create an account. When creating and maintaining your account, you agree to:

Accurate Information

Provide accurate, current, and complete information during registration and keep your account information updated. You must not provide false, misleading, or fraudulent information.

Account Security

You are solely responsible for:

  • Maintaining the confidentiality and security of your login credentials
  • All activities that occur under your account, whether authorised or not
  • Using a strong, unique password and enabling multi-factor authentication if available
  • Notifying us immediately of any unauthorised access or security breach

Account Sharing

You must not share your account credentials with others or allow unauthorised persons to access your account. Each user should have their own account. If you suspect unauthorised access, you must change your password immediately and notify us.

Account Responsibility

You accept full responsibility for all activities, transactions, and content associated with your account. We are not liable for any loss or damage arising from unauthorised use of your account, except where such unauthorised use results from our breach of security obligations.

Important: If you become aware of any unauthorised access to your account, you must notify us immediately at hello@maindesk.co.uk. We will investigate and take appropriate action, but you remain responsible for activities on your account until we are notified.

5. Use of the Service

You agree to use the Service only for lawful purposes and in accordance with these Terms. You agree not to:

Prohibited Activities

  • Use the Service for any unlawful purpose or in violation of any applicable laws, regulations, or third-party rights
  • Upload, post, transmit, or share any content that is illegal, harmful, threatening, abusive, harassing, defamatory, obscene, or otherwise objectionable
  • Infringe on intellectual property rights, privacy rights, or other rights of any person or entity
  • Attempt to gain unauthorised access to the Service, other accounts, computer systems, or networks connected to the Service
  • Interfere with or disrupt the Service, servers, or networks, or violate any requirements, procedures, or policies of such networks
  • Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Service
  • Use automated systems, bots, scripts, or other automated means to access the Service without our express written permission
  • Impersonate any person or entity, or misrepresent your affiliation with any person or entity
  • Collect or harvest information about other users without their consent
  • Use the Service to transmit viruses, malware, or other malicious code
  • Engage in any activity that could damage, disable, or impair the Service or interfere with other users' access
  • Use the Service for competitive intelligence, benchmarking, or to build competing products

We reserve the right to investigate violations of these Terms and may involve law enforcement authorities. Violations may result in immediate termination of your account and potential legal action.

6. User Content

The Service allows you to upload, create, store, and manage content. This section governs your rights and responsibilities regarding User Content.

Ownership of Content

You retain all ownership rights to the content you upload or create through the Service ("User Content"). MainDesk does not claim ownership of your User Content. However, by using the Service, you grant MainDesk a non-exclusive, worldwide, royalty-free, sublicensable licence to use, store, process, reproduce, modify, adapt, and display your User Content solely for the purpose of providing, operating, maintaining, and improving the Service.

Your Responsibilities

You are solely responsible for:

  • The accuracy, legality, and appropriateness of all User Content you upload or create
  • Ensuring you have all necessary rights, licences, and permissions to upload and use your Content
  • Not uploading content that violates any laws, regulations, or third-party rights
  • Not uploading content that is harmful, offensive, or violates our acceptable use policies
  • Backing up important Content, as we are not responsible for data loss
  • Complying with data protection laws when processing personal data through the Service

Content Monitoring

While we are not obligated to monitor User Content, we reserve the right to review, edit, remove, or refuse to display any Content that violates these Terms or applicable laws. We may also suspend or terminate accounts that repeatedly violate these Terms.

Content Deletion

You may delete your User Content at any time through the Service. However, deleted Content may remain in backups for a reasonable period. We will permanently delete Content in accordance with our data retention policies and legal obligations.

Third-Party Content: The Service may contain content provided by other users or third parties. We do not endorse, control, or assume responsibility for third-party content. Your interactions with third-party content are at your own risk.

7. AI-Assisted Features

MainDesk may include AI-assisted features that provide drafting assistance, content generation, and other automated capabilities. These features are designed to help you work more efficiently, but they have important limitations:

Nature of AI Features

AI features are provided as tools to assist you, not to replace your judgment. AI-generated content:

  • May contain errors, inaccuracies, or incomplete information
  • Should be reviewed, verified, and edited before use
  • May not always reflect current laws, regulations, or best practices
  • Is generated based on patterns in training data and may not be appropriate for all situations

Your Responsibilities

When using AI features, you must:

  • Review and verify all AI-generated content before using it
  • Ensure AI-generated content is accurate, appropriate, and compliant with applicable laws
  • Take responsibility for all decisions made based on AI-generated content
  • Not rely solely on AI output for critical decisions without human oversight
  • Understand that AI features are provided "as is" without warranties

Limitation of Liability

MainDesk is not responsible for decisions made solely on the basis of AI-generated output. You acknowledge that AI features may produce incorrect, incomplete, or inappropriate content, and you assume all risk associated with using such features. We do not warrant the accuracy, completeness, or suitability of AI-generated content for any particular purpose.

8. Payments & Subscriptions

Access to the Service requires a paid subscription. This section governs payment terms, billing, and subscription management.

Subscription Plans

We offer various subscription plans with different features and pricing. Subscription fees are:

  • Billed in advance on a monthly or annual basis, as selected
  • Charged automatically at the beginning of each billing cycle
  • Non-refundable except as required by law or at our sole discretion
  • Subject to applicable taxes, which will be added to the invoice

Payment Terms

By subscribing, you agree to:

  • Pay all fees associated with your subscription plan
  • Provide accurate and complete payment information
  • Authorise us to charge your designated payment method
  • Keep your payment information current and valid
  • Pay any applicable taxes or fees

Price Changes

We reserve the right to change subscription prices at any time. We will provide at least 30 days' notice of price increases. Price changes will apply to your next billing cycle. If you do not agree to a price increase, you may cancel your subscription before the change takes effect.

Late Payments & Suspension

If payment fails or is overdue:

  • We may suspend your access to the Service until payment is received
  • We may charge interest on overdue amounts at the rate of 8% per annum above the Bank of England base rate
  • We may engage collection agencies or take legal action to recover amounts owed
  • You remain responsible for all fees incurred during the suspension period

Refunds

Subscription fees are generally non-refundable. However, we may provide refunds:

  • As required by applicable consumer protection laws (e.g., 14-day cooling-off period for consumers)
  • At our sole discretion in exceptional circumstances
  • For unused portions of annual subscriptions if cancelled within 30 days of purchase

Cancellation

You may cancel your subscription at any time through your account settings or by contacting us. Cancellation takes effect at the end of your current billing period. You will continue to have access until the period ends, but fees already paid are non-refundable unless required by law.

9. Service Availability

We strive to provide a reliable and available Service, but we cannot guarantee uninterrupted access:

Uptime Target

We aim for 99.9% uptime, but we do not guarantee uninterrupted, error-free, or secure service. The Service may be unavailable due to maintenance, updates, technical issues, or circumstances beyond our control.

Scheduled Maintenance

We may perform scheduled maintenance with reasonable advance notice. We will endeavour to schedule maintenance during low-usage periods and provide notice through the platform or email when possible.

Service Modifications

We reserve the right to modify, suspend, or discontinue any part of the Service at any time, with or without notice. We may add, remove, or modify features, functionality, or content. We are not liable for any loss or inconvenience resulting from such changes.

Force Majeure

We are not liable for service interruptions caused by circumstances beyond our reasonable control, including natural disasters, war, terrorism, internet failures, government actions, or other force majeure events.

10. Intellectual Property

The Service, including all software, code, design, graphics, text, logos, trademarks, and other content (except your User Content), is owned by MainDesk or its licensors and is protected by copyright, trademark, and other intellectual property laws.

Our Rights

MainDesk retains all rights, title, and interest in and to the Service, including all intellectual property rights. The Service is licensed, not sold, to you.

Limited Licence

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable licence to:

  • Access and use the Service for your internal business purposes
  • Use the Service in accordance with these Terms and applicable laws

This licence does not include the right to sublicense, resell, or redistribute the Service.

Prohibited Activities

You may not:

  • Copy, modify, adapt, or create derivative works of the Service
  • Reverse engineer, decompile, or disassemble the Service
  • Remove, alter, or obscure any copyright, trademark, or proprietary notices
  • Use MainDesk's trademarks, logos, or branding without our written permission
  • Resell, sublicense, or redistribute the Service to third parties
  • Use the Service to build competing products or services

11. Data Protection

We process your personal data in accordance with our Privacy Policy and in compliance with UK GDPR and the Data Protection Act 2018. Please review our Privacy Policy to understand how we collect, use, store, and protect your data.

When you process personal data (including tenant data) through the Service, you act as a data controller and are responsible for:

  • Ensuring you have appropriate legal basis for processing personal data
  • Obtaining necessary consents where required
  • Complying with all applicable data protection laws
  • Responding to data subject requests
  • Maintaining appropriate security measures

We act as a data processor when processing personal data on your behalf and will process such data only in accordance with your instructions and these Terms.

12. Termination

Either party may terminate access to the Service under the circumstances described below:

Termination by MainDesk

We may suspend or terminate your access to the Service immediately, without notice, if:

  • You breach these Terms or our Privacy Policy
  • You use the Service for illegal purposes or in violation of applicable laws
  • You fail to pay subscription fees when due
  • You engage in fraudulent, abusive, or harmful activity
  • We reasonably believe termination is necessary to protect our rights, property, or safety, or that of our users
  • You become insolvent, enter bankruptcy, or cease to operate

Termination by You

You may cancel your subscription and terminate your account at any time through your account settings or by contacting us at hello@maindesk.co.uk. Cancellation takes effect at the end of your current billing period, unless you request immediate termination.

Effect of Termination

Upon termination:

  • Your right to access and use the Service will immediately cease
  • You must stop using the Service and delete any downloaded materials
  • We may delete or suspend your account and User Content
  • You remain responsible for all fees incurred before termination
  • We may retain your data in accordance with our Privacy Policy and legal obligations
  • Provisions that by their nature should survive termination will remain in effect

Data Export

Before termination, you may export your data using available export features. We recommend exporting important data regularly, as we may delete accounts and data after a reasonable retention period following termination.

13. Limitation of Liability

To the maximum extent permitted by applicable law, the following limitations apply:

Exclusion of Certain Damages

MainDesk shall not be liable for any:

  • Indirect, incidental, special, consequential, or punitive damages
  • Loss of profits, revenue, data, business opportunities, or goodwill
  • Loss or corruption of data or content
  • Costs of procurement of substitute services
  • Business interruption or loss of anticipated savings

Limitation of Total Liability

Our total liability to you for all claims arising from or related to the Service shall not exceed the total amount of fees you have paid to us in the 12 months preceding the claim, or £100 (whichever is greater).

Exceptions

Nothing in these Terms excludes or limits our liability for:

  • Death or personal injury caused by our negligence
  • Fraud or fraudulent misrepresentation
  • Any liability that cannot be excluded or limited by applicable law
  • Breach of data protection obligations where such breach cannot be limited by law

Service Provided "As Is"

The Service is provided "as is" and "as available" without warranties of any kind, either express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or secure.

14. Indemnity

You agree to indemnify, defend, and hold harmless MainDesk, its officers, directors, employees, agents, and affiliates from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising from or related to:

  • Your use or misuse of the Service
  • Your violation of these Terms or any applicable laws
  • Your User Content, including any claims that it infringes on third-party rights
  • Your breach of any representations or warranties in these Terms
  • Any unauthorised access to or use of your account
  • Your violation of any third-party rights, including intellectual property or privacy rights

We reserve the right to assume exclusive defence and control of any matter subject to indemnification by you, at your expense. You agree to cooperate with our defence of such claims.

15. Force Majeure

We shall not be liable for any failure or delay in performance of our obligations under these Terms due to circumstances beyond our reasonable control, including but not limited to:

  • Natural disasters, fires, floods, earthquakes, or other acts of God
  • War, terrorism, civil unrest, or acts of government
  • Labour disputes, strikes, or work stoppages
  • Internet failures, telecommunications failures, or network outages
  • Cyberattacks, security breaches, or data breaches by third parties
  • Pandemics, epidemics, or public health emergencies
  • Changes in laws or regulations that affect our ability to provide the Service

If a force majeure event continues for more than 30 days, either party may terminate these Terms by providing written notice to the other party.

16. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales, without regard to its conflict of law provisions.

Any disputes, claims, or controversies arising out of or relating to these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales. You agree to submit to the personal jurisdiction of such courts and waive any objection to venue in such courts.

If you are a consumer resident in the UK, you may also have rights under consumer protection laws, and nothing in these Terms affects those rights.

17. Changes to Terms

We reserve the right to modify these Terms at any time. We may update these Terms to reflect:

  • Changes in our Service or business practices
  • Legal or regulatory requirements
  • Feedback from users
  • Clarifications or corrections

Notification of Changes

We will notify you of material changes by:

  • Posting the updated Terms on this page with a new "Last updated" date
  • Sending an email notification to registered users (for significant changes)
  • Displaying a notice on the platform when you next log in

Your continued use of the Service after changes become effective constitutes acceptance of the updated Terms. If you do not agree to the changes, you must stop using the Service and may cancel your subscription in accordance with Section 8.

We encourage you to review these Terms periodically to stay informed about any updates.

18. Contact

If you have any questions, concerns, or requests regarding these Terms, please contact us:

MainDesk

Email: hello@maindesk.co.uk

Website: maindesk.co.uk

For legal or compliance enquiries, please include "Legal Enquiry" in your subject line to ensure your message is handled promptly.

Alternative Dispute Resolution

If you are a consumer and have a complaint that we cannot resolve, you may be able to refer it to an alternative dispute resolution provider. For more information, visit the European Commission's Online Dispute Resolution platform or contact your local consumer protection authority.

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