Terms of Service

In these terms:

• "Content" means the documents, dates, reference numbers, notes and other information you upload or enter into the service;
• "Subscription" means a paid plan (Standard, Portfolio, or paid extras) billed monthly in advance;
• "Renewal pack" means the per-property summary PDF the service can generate from your Content;
• "Licensing authority" means the Scottish local authority responsible for short-term let licensing in the area where a property is located.

QuayMark is a private record-keeping and reminder tool for hosts who operate short-term lets in Scotland. It lets you store licences, certificates and insurance documents in one place, see the status of each property's paperwork, receive email reminders before documents expire, and export a renewal pack.

QuayMark does not give legal, tax, insurance or regulatory advice; does not file anything with a council or other body; does not verify the authenticity of any document you upload; and does not communicate with licensing authorities, letting platforms or insurers on your behalf.

Every reminder, status badge, dashboard warning and renewal pack is generated automatically from the dates and documents you enter. They are provided as a convenience to help you stay organised. They are not a statement, confirmation or guarantee that any licence, certificate or other document is valid, complete, genuine, correctly filed or accepted by a council, letting platform or insurer.

Short-term let licensing in Scotland carries real penalties for non-compliance, including fines. The rules are complex and can change. You must independently check the current requirements with your licensing authority, letting platform, insurer or legal adviser. Do not rely on QuayMark as your only source of compliance information, and do not treat a green "compliant" badge as evidence of legal compliance.

You must be at least 18 years old and provide accurate account information. You are responsible for keeping your login credentials secure and for all activity under your account.

You are solely responsible for the accuracy, completeness and currency of your Content, including:

• licence reference numbers and expiry dates;
• certificate and insurance renewal dates;
• whether a property has gas appliances and therefore needs a gas safety record;
• which documents are required for each property and council area; and
• uploading the correct, current files.

If you enter the wrong date, upload the wrong certificate, or fail to upload a required document, the service may show an inaccurate status. We are not responsible for inaccuracies that originate in your Content.

Paid plans are billed monthly in advance through our payment processor. Prices are shown on the site at the time you subscribe and include any applicable taxes. You can cancel at any time from the Plan & billing page in Settings using the "Cancel subscription" button. Cancellation takes two clicks and takes effect without you having to contact us, call anyone, or answer retention questions.

Your 14-day cancellation right. If you are a consumer in the UK, the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 give you 14 calendar days from the day your Subscription starts to cancel it and receive a refund. If you cancel inside that window we end the Subscription immediately and refund the payment you made in full — we do not deduct a pro-rata amount for the days you used, even though the regulations would allow us to, because the service begins straight away at your request. Refunds are returned to the original payment method, normally within 14 days and usually much sooner.

You can exercise this right using the cancellation button in Settings, or by emailing us using the contact details below — a clear statement that you are cancelling is enough, and you do not have to give a reason.

After the 14 days. Cancelling stops the Subscription from renewing. You keep full access until the end of the month you have already paid for, and we do not refund part-months unless the law requires it or we have failed to provide the service. If you downgrade your plan, properties beyond your new allowance become read-only rather than being deleted, so you can choose which records to keep or which upgrades to make.

Failed payments. If a renewal payment fails we will retry it and email you. If payment ultimately fails, your Subscription ends and your account moves to the free allowance at the end of the paid period. Your Content is not deleted as a result.

Nothing in these terms limits your statutory rights as a consumer, including your rights under the Consumer Rights Act 2015.

You may use QuayMark only for your own legitimate short-term let properties and compliance records. You may not:

• attempt to access, copy or interfere with another user's account or data;
• upload unlawful, fraudulent, forged, defamatory or malicious material;
• reverse-engineer, scrape or overload the service;
• misrepresent the renewal pack or any other output as an official council, licensing authority or insurer document; or
• resell access to the service without our written permission.

We may suspend or terminate your account if you breach these terms or use the service unlawfully. Where reasonably possible we will warn you first and give you a chance to export your data.

Your Content remains yours. We do not claim ownership of your certificates, licences or other files. You grant us only the limited, non-exclusive permission needed to store, display and process your Content so the service can function, and to produce the exports you request.

The QuayMark name, logo, design, code and other service materials belong to us or our licensors. You may not copy or reuse them without permission.

How we collect, use, retain and delete personal data — and how you can export or erase yours — is set out in our Privacy Notice, which forms part of these terms.

Nothing in these terms excludes or limits our liability where it would be unlawful to do so, including for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or under any liability that cannot be excluded or limited by law.

Subject to that, you use QuayMark at your own risk and we will not be liable to you, whether in contract, delict (including negligence), breach of statutory duty or otherwise, for any:

• fines, penalties, enforcement action or criminal sanctions arising from operating a short-term let without a valid licence or certificate, or from any inaccurate, incomplete or out-of-date Content;
• loss of income, bookings, profits, goodwill or reputation;
• loss or corruption of data where you have not exported it;
• costs of bringing a licence, certificate or insurance back into compliance, or of re-applying for any of them; or
• any indirect or consequential loss, including any loss arising from a reminder that was not sent, was sent late, or was filtered, delayed or blocked by your email provider or device.

Cap. Subject to the first paragraph of this section, our total aggregate liability to you for all claims relating to the service in any 12-month period will not exceed the total amount you actually paid us for the service in the 12 months immediately before the event giving rise to the claim, or £100, whichever is greater. If you have only ever used the free tier, our total liability is limited to £100.

This section survives termination of your account and applies even if we were advised of the possibility of the loss.

You agree to indemnify us against claims, losses and expenses (including reasonable legal costs) arising from Content you upload that is unlawful, forged or infringes another person's rights, or from your breach of the acceptable-use rules in section 6.

The service is provided "as is" and "as available". We take reasonable technical and organisational steps to keep it running and your data safe, but we do not warrant that it will be uninterrupted, error-free or that data will never be lost. We may change, suspend or withdraw features with reasonable notice where the change is material and adverse to paying users.

We are not responsible for delays or failures caused by events outside our reasonable control (for example failures of email delivery networks, hosting providers, payment processors, or internet infrastructure).

We may update these terms from time to time. We will post the revised terms on this page with a new effective date and, if a change materially reduces your rights, we will make reasonable efforts to notify you in advance by email. Continued use of the service after the changes take effect means you accept the updated terms; if you do not accept them, you can cancel your Subscription and delete your account.

If any part of these terms is found to be unenforceable, the rest continues to apply. These terms are between you and us — nobody else has any right to enforce them. If we do not enforce a right straight away, that does not mean we have given it up. You may not transfer your account to anyone else without our permission; we may transfer our rights and obligations to another organisation provided this does not reduce your rights.

These terms are governed by the laws of Scotland, and any dispute will be subject to the exclusive jurisdiction of the Scottish courts, except that if you are a consumer living elsewhere in the UK you may also bring proceedings in your home nation's courts.

Questions about these terms, or notice of cancellation under your 14-day right: hello@quaymark.co.uk

QuayMark is record-keeping software, not legal advice. Always confirm licensing requirements with your licensing authority.