Terms and conditions
Two things are covered here. Part one is the website: what you may do with estateproof.co.uk, the free tools and the live demo. Part two is the software: the terms on which we supply EstateProof to an organisation that buys it. How we handle personal data is set out in the privacy notice, and how the product handles your records is on the security, data and AI page.
Last reviewed 26 September 2026.
Who you are dealing with
EstateProof is a trading name of Brown Consult Ltd, registered in England and Wales, company number 14117138. Registered office: The Old Police Station, West Square, Maldon, Essex CM9 5AL. We work from 71-75 Shelton Street, Covent Garden, London WC2H 9JQ. Reach us at info@estateproof.co.uk or on 020 4558 7729.
Where these terms say we or us, that means Brown Consult Ltd. Where they say you, that means you as a visitor to this website, or the organisation named on the order, depending on which part you are reading.
Part one: using this website
The free tools give you an estimate, not advice
The compliance check, the calculators and the guides are there to help you think about your estate. They work from the figures you type in and from general assumptions about schools and similar buildings. They are not a survey, not a risk assessment and not legal or professional advice, and nothing on this site creates a professional relationship between us. Decisions about your buildings should be taken on your own records and, where the law requires it, on the advice of a competent person.
The demo runs on a made-up estate
Every school, contractor, certificate and work order in the live demo is invented. The dates move with the calendar so the demo always reads as a live estate, but none of it describes a real organisation or a real building.
What you may do with the content
The text, guides, checklists, screenshots, code and design on this site belong to us or to whoever licensed them to us. Read them, print them and use the checklists in your own estate as much as you like. Do not republish them as your own, resell them, or use them to build a competing product. If you want to quote or reference something, a link back is enough.
Availability
We keep the site up and the demo working, but we do not promise either will be available without interruption, and we may change or withdraw any part of it. Links to other people's websites are there for convenience; what is on them is their responsibility, not ours.
Part two: the software contract
Part two applies once an organisation orders EstateProof. The contract between us is made up of the written quote or order form we send you, these terms, and the data processing agreement that comes with them. Where the order form and these terms disagree, the order form wins. Nothing said in a sales conversation forms part of the contract unless it is written into the order.
What we supply
The package on your order
Silver, Gold or Platinum, as named on your order form and described on the pricing page on the day you ordered. Unlimited users. AI features included rather than metered. If we change what a package contains, your contract keeps what you bought for the rest of its term.
Set-up and training
Where your order includes the Launch Credit, that covers set-up, importing the data you give us, a live launch session, the recorded training library and the administrator's guide. It has no expiry date. Extra training sessions are charged at the published rate.
Support
Support is by email to info@estateproof.co.uk during UK working hours, and is included. We aim to answer within one working day and to be quicker than that on anything that stops your team working.
Changes and updates
We improve the software continuously and updates arrive without you having to do anything. We will not remove a feature you rely on without telling you first.
Your data stays yours, and it stays where it is
EstateProof runs inside your own Microsoft 365 tenant. Your work orders, inspections, photos, certificates, board papers and the records of your staff and contractors are written to SharePoint lists and libraries that you own, in a tenant you control, under licences you already pay Microsoft for. We do not hold a copy.
That means you are the data controller for those records and we act as a processor only for the limited data that passes through the service. The sub-processors involved are listed on the security, data and AI page, and a data processing agreement forms part of your contract.
It also means the usual worry about getting your data back does not arise. There is nothing to export and nothing to ask us for. When the contract ends, we withdraw our access and your records carry on sitting where they always were.
How long the contract runs
A year at a time
The contract runs for twelve months from the start date on your order, unless the order says something different.
Sixty days' notice, and no automatic rollover
We will write to you before the end of each year. If you want to carry on, you tell us. If you do nothing, the contract ends on its last day. You are never renewed into another year by silence, and you will not find a thirty-six month tie-in in the small print because there isn't one. If you want to leave part-way through a renewal discussion, sixty days' written notice is all we ask.
Ending it early for a reason
Either of us may end the contract immediately in writing if the other seriously breaches it and does not put it right within thirty days of being asked, or becomes insolvent. If we end it because you have not paid, fees already invoiced remain payable. If you end it because we are in breach, we refund the unused part of the year.
Fees and payment
Fees are per site per year, exclusive of VAT, at the published rate for your package and your band. The band is set by the number of sites on the contract, and every site is charged at that band's rate. Prices are published; they are the same whether you negotiate or not.
We invoice annually in advance. Payment is due within thirty days of the invoice date. If you add sites during the year, we invoice the balance of that year pro rata and the band is recalculated from the new total. Sites removed during the year are credited at the next renewal rather than refunded mid-year.
We may change the published prices for a renewal year, and we will tell you before you decide whether to renew. The price you agreed does not change during a year that has already started. On late payment we may charge interest and recovery costs under the Late Payment of Commercial Debts (Interest) Act 1998, and we may suspend the service after giving you fourteen days' written warning.
What each of us is responsible for
The duty stays with you
This is the important one. EstateProof records what has been done, shows what is due and chases what is late. It does not discharge a statutory duty. Fire risk assessments, legionella control, asbestos management, electrical testing, lifting equipment examination and everything else on the register remain the responsibility of the duty holder in your organisation, and must be carried out by people competent to do them. A green row on a screen is a record of evidence you supplied. It is not a certificate, and it is not a defence.
The AI drafts, a person decides
Where the software reads an email or a photograph and drafts a work order, a priority or a location, that is a draft for one of your team to check and accept. It is designed to be corrected. No job is dispatched, no priority set and no record closed without a person in your organisation doing it.
Your side of the set-up
You need current Microsoft 365 licences for your users, and an administrator who can grant the consent the apps need. You are responsible for who in your organisation has access, for removing people who leave, and for the accuracy of the data you put in or ask us to import.
Our side
We will supply the service with reasonable skill and care, keep it secure, and not use your records for anything except running the service for you. We do not train AI models on your data.
Liability
Neither of us excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded.
Beyond that, neither of us is liable to the other for loss of profit, loss of business, loss of anticipated savings, loss of goodwill, or any indirect or consequential loss, however it arises. Our total liability to you in any twelve-month period is limited to the fees you paid us in that period.
We are not liable for a failure caused by something outside our reasonable control, including a failure of Microsoft 365 or of your own network, nor for data you or your people entered incorrectly, nor for a decision taken about your buildings on the strength of a record in the system rather than on competent advice. Because your data is in your own tenant, backup and retention of it follow your own Microsoft 365 settings and are your responsibility.
The rest
Intellectual property
We own the software, the design and everything we bring to the contract. You own your data and your records. You get the right to use the software for as long as the contract runs, for your own organisation's estate, and nothing more.
Confidentiality
Neither of us passes on the other's confidential information, during the contract or after it.
Talking about the work
We will not use your name, logo or a case study in our marketing without asking you first.
Changes to these terms
We may update this page. A change takes effect for an existing contract at its next renewal, not in the middle of a year you have already paid for, unless the law requires otherwise.
Law
These terms and any dispute about them are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. Nobody who is not a party to the contract has any right to enforce it.
Questions
Anything on this page that is not clear, ask us: info@estateproof.co.uk or 020 4558 7729.