Terms of Service

Version 2026-09-15 · Northvale Technologies Ltd, trading as FixDocket

These are the terms on which you use FixDocket. They are a contract between your organisation and us. By creating an account you accept them on behalf of the organisation you go on to name, and you confirm you are entitled to do that. Please read them; they are short, and there is nothing in them we would rather you did not notice.

1. Who we are

FixDocket is operated by Northvale Technologies Ltd, a company registered in England and Wales, number 17453725, whose registered office is 277 Great Clowes Street, Salford M7 2HE. "We" and "us" mean that company. "You" means the organisation that holds the account, and the people you let use it.

2. What FixDocket is

A service for managing repairs to property you manage: tenants report a fault through a code or a link, your team triages it and assigns a contractor, the contractor updates the job and submits an invoice, you sign it off, and the whole history is kept as a record. It is a workflow and a record. It is not a property-management system, an accounting system, or a means of paying anyone: no money passes through FixDocket between you, your landlords and your contractors.

3. Your account

• FixDocket is for businesses that manage property in the United Kingdom. It is not offered to consumers.
• The person who creates the account must be entitled to bind the organisation they name. If you are not, do not create it.
• You are responsible for everyone who signs in under your organisation, including colleagues you invite, and for keeping their sign-in details private. Tell us straight away if you think an account has been used without permission.
• Tenants, contractors and landlords do not have accounts. They act through links you issue. You are responsible for who you give a link to; we are responsible for the link doing only what it says.
• Keep your organisation's details, and the email address we reach you on, accurate.

4. The free allowance

A new organisation can run its first 10 repairs to completion without paying. There is no time limit and no payment card is taken. Beyond that number, tenants can still report and everything you have recorded stays visible, but your team cannot triage, assign, annotate or sign off further repairs until you subscribe. Nothing is charged automatically and no repair is deleted when the allowance runs out. The published allowance may change for organisations that sign up later; the one that applies to you is the one shown when you created your account, or any different figure we have agreed with you in writing.

5. Subscribing and paying

• The subscription is £49 a month for your organisation, covering every building, every flat and every member of your team, unless we have agreed a different figure with you in writing. Prices are in pounds sterling. Where VAT applies it is shown before you subscribe.
• Payment is by Direct Debit, collected monthly in advance by our payment provider, GoCardless. The Direct Debit Guarantee applies. You authorise the mandate on GoCardless's own pages; your bank details never reach us.
• We may change the published price with at least thirty days' notice by email to your organisation. If you do not want to pay the new price, cancel before it takes effect and nothing more is collected.
• If a collection fails, GoCardless retries it. If it keeps failing, or the mandate is cancelled, your subscription lapses: everything stays readable and your free allowance still applies, but repairs beyond it become read-only for your team until you subscribe again.
• Fees for a month that has started are not refunded.

6. Cancelling

You can cancel at any time by cancelling the Direct Debit with your bank or with GoCardless, or by emailing us. Cancellation takes effect at the end of the month already paid for. After that, your records stay readable in the console and through the links you have issued; nothing is deleted because you stopped paying. You can ask us for a copy of your data, and you can delete any or all of it yourself at any time.

7. What you must not do

• Use FixDocket for anything unlawful, or to store content that is unlawful, abusive or infringes someone else's rights.
• Collect or store more personal data about tenants, contractors or landlords than the repair needs.
• Try to reach another customer's data, probe or overload the service, upload malicious files, or scrape it.
• Resell FixDocket, or run more than one organisation's business through one account, unless we have agreed it.
• Share staff sign-in details, or give a job link to somebody it was not issued for.

If you break these terms we may suspend the account, with notice where that is practicable, and end the contract if the breach is serious or not put right within fourteen days of our asking.

8. Your data, and who is responsible for it

The repair records, photos, names and contact details in your account are yours. You decide what is collected and how long it is kept: in data-protection terms you are the controller and we are the processor, acting on your instructions. The Data Processing Agreement is part of these terms and sets out what that means. You are responsible for telling tenants, contractors and landlords how their information is used; the notice on the report form and the privacy notice it links to are provided to help with that, and you should check they fit your own practices.

9. The record

Every event in a repair's history is added to it and none can be edited or removed afterwards, by you or by us: a correction is a new entry and the old one stays. What can be deleted is a complete record, for a job, a flat or a building, by an authorised member of your team, in line with your own retention policy. FixDocket keeps the history faithfully; whether a particular record is sufficient for a particular dispute, tribunal or audit is a matter for you and your advisers, and we do not warrant it.

10. Availability and support

• We aim to keep FixDocket available at all times, and we will tell you in advance about planned maintenance where we can. We do not promise uninterrupted service.
• The database is backed up daily and backups are kept for seven days.
• Support is by email. We reply to every message, usually within one working day.
• We may change and improve FixDocket. We will not remove a capability you rely on without notice.

11. Ownership

We own FixDocket: the software, its design and its name. You own your data, and you give us permission to store and process it only as far as running the service for you requires. If you send us suggestions we may use them without owing you anything.

12. Liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.
• Subject to that, our total liability to you under or in connection with these terms in any twelve-month period is limited to the fees you paid us in that period, or £100 if you have paid none.
• We are not liable for loss of profit, loss of business, or any indirect or consequential loss.
• FixDocket records what people put into it. We are not responsible for the accuracy of a report, a photo, an invoice or a decision, for the work of any contractor, or for the outcome of any dispute in which a record is used.

13. Changes to these terms

We may change these terms. We will email your organisation at least thirty days before a change takes effect, and the version date at the top of this page will move. If a change is materially worse for you, you can cancel before it takes effect. Continuing to use FixDocket after that date means you accept the new terms.

14. Ending the contract

• You can end it at any time by cancelling, as in section 6, and deleting your data or asking us to.
• We can end it for a serious or unremedied breach, as in section 7, or on ninety days' notice if we withdraw FixDocket altogether, in which case we will give you the means to take a copy of your data first.
• When the contract ends, we delete your data within thirty days unless you have asked us to keep it readable, or the law requires us to keep it longer.

15. General

• These terms, the Data Processing Agreement and the price shown when you subscribe are the whole agreement between us. Anything else agreed must be in writing.
• Notices to you go to the email address on your organisation's account. Notices to us go to the address below.
• If any part of these terms is found unenforceable, the rest still applies.
• You may not transfer the contract to somebody else without our consent. We may transfer it to a successor business that takes on our obligations.
• These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Contact

Northvale Technologies Ltd, trading as FixDocket, 277 Great Clowes Street, Salford M7 2HE. Or reply to any email we have sent you.