Terms of service

These terms are the agreement between your business (“you”) and Gallos Group Ltd, a company registered in England and Wales (“we”, “us”), which runs noddzzz. By creating an account, or using noddzzz on behalf of a business, you agree to them. noddzzz is for businesses only, such as letting agencies, property managers and landlords running a business. It isn’t for consumers.

1. What noddzzz does, and what it doesn’t

noddzzz is a record-keeping tool. It helps you keep track of the safety certificates and other documents for the homes you manage, shows what’s in date, due or missing, and can remind you by email once reminders are switched on. It records what you tell it and what you approve; it doesn’t inspect homes, certify anything or check a document unless a person at your agency does.

• It doesn’t inspect, test or certify anything. Certificates are issued by qualified engineers and assessors. Green in noddzzz means a document is on file and its date is in the future, as recorded by you. It doesn’t mean a home is safe or legally compliant.
• The Sleep Soundly Report is a record of the documents held, who checked them and when. It isn’t a certificate of compliance and mustn’t be presented as one.
• It isn’t legal advice. Deadlines, checklists and rules shown in noddzzz (including the landlord database and short-let register information, and the deadline checker) are a guide based on published government information, which can change. You remain responsible for knowing and meeting the rules that apply to you.
• Information from official sources, such as the government EPC register or postcode data, is shown as supplied by that source. We don’t guarantee it’s complete or correct.
• noddzzz doesn’t register homes for you. Landlords and agents still register with the government services themselves.

2. Your responsibilities

• Check that every document is the right one, for the right home, with the right dates, before you record or approve it. Anything sent through an owner upload link only counts once someone in your team approves it, and their name is recorded against it.
• Keep what you enter accurate and up to date. Reminders and colours are only as good as the dates recorded.
• Make sure you’re allowed to put each person’s details and documents into noddzzz (see section 6) and that you tell them how you use their information.
• Keep passwords, join links and upload links safe. Anyone with a home’s upload link can send documents for that home, so send it only to the right person, and make a new link if one is shared by mistake.
• Give each person in your team their own login. You’re responsible for what happens under your account, and for removing people who leave.
• Keep your own copies of anything you must keep by law. noddzzz isn’t a substitute for your legal record-keeping duties.

3. Your account and team

The person who creates the account is an owner and can invite colleagues, change their role and remove them. Removing someone stops them signing in, but their name stays on the records they made, so your history stays accurate.

4. Prices and payment

• Free for 30 days. Your first 30 days from sign-up are free. We’ll email the account owners before the free period ends. Billing only starts once an account owner adds a payment card; you can leave before then and pay nothing.
• Prices are per home per month, with a monthly minimum, as shown on our pricing page or agreed with you in writing. Prices are before VAT, which we add at the current rate.
• Once billing starts, we bill monthly in advance, based on the number of homes in your account. Homes marked as examples aren’t charged.
• We’ll give you at least 30 days’ notice by email before any price change. If you don’t agree, you can leave before it applies.
• If a payment fails and isn’t sorted within 14 days of us telling you, we may pause your account until it is. We won’t delete your data while it’s paused.

5. Your data is yours

Everything you or your owners put into noddzzz belongs to you. You give us permission to store and use it only to run noddzzz for you. You can ask us for a copy at any time. When you close your account we’ll keep your data for 30 days, in case you change your mind, then delete it, except where the law requires us to keep something (such as invoices).

Anonymised area statistics. As an exception to the paragraph above, we may combine information about your homes (such as home type, bedrooms, area, rent, nights booked and nightly rates) with the same information from other customers to produce anonymised, grouped statistics, for example the average weekly rent for two-bedroom homes in an area. We only show, publish or share a figure when it’s built from enough homes and enough agencies that no single home, owner, tenant or agency can be identified from it. These statistics don’t identify you and aren’t personal data. We own them and may use them to improve noddzzz, to show customers how they compare with their area, to publish reports, and to share or sell them to others. Statistics already created stay with us after your account closes. We never share or sell your own records, or anything that names you, your homes or the people connected to them.

6. Personal data

For the information you put into noddzzz about owners, landlords, tenants, engineers and others, you are the controller and we are your processor under UK data protection law. The data processing terms below form part of this agreement. For your own team’s account details, and for visitors to our website, we’re the controller, as set out in our privacy policy.

7. Fair use

Don’t use noddzzz to break the law, to upload anything harmful (such as viruses), to try to get into other customers’ data, to overload or copy the service, or to send documents you have no right to share. We may suspend access if we reasonably believe this is happening, and we’ll tell you why.

8. Keeping noddzzz running

We work hard to keep noddzzz available and your data safe, and we back it up. But it’s provided as is, and it may sometimes be unavailable, for example during maintenance or if a supplier fails. Reminders may not arrive (for instance if an email is blocked), so don’t rely on them as your only way of tracking dates. We may improve and change noddzzz over time; we won’t remove a main feature you pay for without telling you first.

9. Responsibility if things go wrong

• We’re not responsible for fines, penalties, claims, lost rent, lost bookings or other losses that come from a certificate being missing, wrong, out of date or not renewed, from a home not being registered, or from relying on noddzzz instead of checking the documents and rules yourself.
• We’re not responsible for indirect losses, or for lost profit, business or goodwill.
• Otherwise, our total responsibility to you in any 12 months is limited to the fees you paid us in those 12 months.
• Nothing in these terms limits responsibility for death or personal injury caused by negligence, for fraud, or for anything else the law doesn’t allow us to limit.
• If someone brings a claim against us because of documents or information you put into noddzzz without the right to do so, you’ll cover our reasonable costs of dealing with it.

10. Ending

You can close your account at any time by emailing us. Once billing has started, it ends at the end of the month you’ve paid for, and there’s no refund for part months. We can end this agreement with 30 days’ notice, or straight away if you seriously break these terms. Sections 5, 6 and 9 continue after it ends.

11. Changes to these terms

We may update these terms. We’ll email account owners at least 30 days before a change that affects you, unless it’s needed sooner by law. Continuing to use noddzzz after that means you accept the new terms.

12. The law

These terms are governed by the law of England and Wales, and the courts of England and Wales deal with any dispute. Please talk to us first at hello@usenodd.co.uk; most things can be sorted quickly.

Data processing terms

These apply where we process personal data on your behalf (section 6), and meet the requirements of Article 28 of the UK GDPR.

1. What, why and how long. We process names, contact details, property details and documents (such as safety certificates, which may name owners, engineers and occupiers) about owners, landlords, tenants, engineers and your contacts, only to provide noddzzz to you, for as long as you have an account and 30 days after.
2. Your instructions. We only process this data on your documented instructions, which are these terms and how you use noddzzz, unless the law requires otherwise, in which case we’ll tell you if we can. Your instructions include allowing us to anonymise property information to create the area statistics described in section 5. Once anonymised, that information is no longer personal data and these data processing terms stop applying to it.
3. Confidentiality. Anyone at our end who can access it is bound to keep it confidential.
4. Security. We use appropriate measures, including encrypted connections, hashed passwords, separation between customers’ data, access limited to people who need it, and backups.
5. Suppliers. You agree to us using these suppliers (sub-processors), each bound by data protection terms at least as protective as these. We’ll tell you before adding or replacing one, and you can object.
   • Vercel Inc.: Hosts the website and app (USA and worldwide edge network)
   • Neon Inc. (Databricks): Database, including uploaded documents (Cloud region chosen by us)
   • GitHub Inc. (Microsoft): Stores our source code (no customer data) (USA)
   • Resend Inc.: Will send reminder and account emails, once email is switched on (not yet) (USA and EU)
   • Anthropic PBC: Will read uploaded certificates to suggest the type and dates, once switched on (not yet) (USA)
6. International transfers. Where data leaves the UK, we rely on UK adequacy regulations, the UK International Data Transfer Agreement or Addendum, or another lawful safeguard.
7. Helping you. We’ll help you respond to people exercising their data rights, and with security, breach notification and impact assessments, as far as is reasonable given what we do.
8. Breaches. We’ll tell you without undue delay, and within 48 hours of becoming aware, of a personal data breach affecting your data, with the information we have.
9. At the end. We’ll delete or return your data, at your choice, within 30 days of your account closing, unless the law requires us to keep it.
10. Checks. We’ll give you the information you reasonably need to show these terms are being met, and allow reasonable audits with notice.