Terms of use

Arxela Property Management (“Arxela”, “we”, “us” and “our”) is a trading name of Sanderson x Holdings Ltd, a company registered in England and Wales under company number 16576471. Our registered office is 2 Worthington View, Hartford, Northwich, England, CW8 2HF. We are registered with the Information Commissioner’s Office under number ZB617526. You can contact us at hello@arxela.co.uk.

These terms form an agreement between us and the person or organisation using the Arxela website, landlord workspace, tenant portal or another authorised account (“you”). By creating an account, accepting an invitation or using the service, you agree to them. If you use Arxela for a company or other organisation, you confirm that you have authority to bind it.

You must be at least 18 to create an account. Tenant and guarantor information may concern a person under 18, but an account for a minor must only be created and supervised where lawful and appropriate.

Arxela provides software for organising buildings and units, contacts, tenancies, agreement packages, compliance evidence, maintenance, communications, appointments, contractor records, invoices, payment records and related operational information. Features depend on your account role and may change as the service develops.

The current self-managed software is provided without a subscription charge, payment card or property cap. A future full-management service will be optional and paid. We will not enrol you in that service or charge you for it without your express agreement.

Tenant and guarantor access is invitation-based. A landlord or another authorised controller determines which tenancy records and documents are made visible through the portal.

Arxela is property-management software. It is not a solicitor, accountant, tax adviser, surveyor, building inspector, emergency service, deposit scheme, government body or regulated financial service.

Templates, checklists, reminders, status labels, deadlines, self-help content and suggested workflows are operational aids, not legal or professional advice. Laws and official guidance vary by jurisdiction and by the facts of a tenancy. You remain responsible for checking the law that applies, the accuracy and completeness of your records, statutory notices and deadlines, property safety, deposit protection, right-to-rent decisions and any decision affecting a tenant, guarantor, contractor or property.

Arxela must not be used to report an emergency. Where there is immediate danger, contact the appropriate emergency service and follow the emergency arrangements provided for the property.

You must provide complete and accurate information, keep it current, use the correct access route and protect your password and devices. Accounts are personal to the authorised user and must not be shared. Tell us promptly at hello@arxela.co.uk if you suspect unauthorised access.

You are responsible for deciding who to invite, removing access when it is no longer appropriate, and checking that a recipient’s email address and role are correct before documents or messages are made available.

You decide what service data to enter and how it is used. You must have a lawful basis and any required notices, permissions or consents for personal data you add, including information about tenants, guarantors, owners, contractors, occupants and emergency contacts.

You must keep the current landlord, ownership, tenancy and service-mode records accurate. You must review generated or drafted material before using, serving, sharing or relying on it, and obtain professional advice where appropriate. Recording that a task is complete in Arxela does not itself satisfy a legal duty.

If you use Arxela for business purposes, you are responsible for maintaining your own backups or downloaded copies of records you must retain independently. Individual documents can be downloaded from authorised record pages; Arxela does not currently provide an account-wide one-click export.

You must not use Arxela to break the law; discriminate, harass or cause harm; mislead another person; infringe intellectual property, privacy or confidentiality; upload malware or unlawful material; probe or bypass security; access records outside your authority; interfere with the service; scrape or reverse engineer it except where law permits; or use automated traffic that places an unreasonable load on the service.

You must not use Arxela to make a solely automated decision that has a legal or similarly significant effect on a person without establishing that it is lawful, providing required safeguards and meaningful human review, and giving all required information to the person affected.

You and your licensors retain ownership of material you upload or enter. You give us a non-exclusive, worldwide licence to host, copy, process, format, render, transmit and display that material only as needed to provide, secure, support and improve the service in accordance with our Privacy Policy and, where applicable, our data-processing terms.

You confirm that you have the right to provide that material and to instruct us to process it. You remain responsible for its accuracy, legality and retention.

We and our licensors own the Arxela service, software, design, brand, templates and documentation, excluding your material. These terms give you a limited, revocable, non-transferable right to use the service for its intended purpose; they do not transfer our intellectual property to you.

Our Privacy Policy explains when we act as a controller and how we use account, security, website and service data for our own purposes. Where we process tenant, guarantor, contractor or property-management records only on a landlord’s documented instructions, the landlord is normally the controller and Arxela is its processor. Those processor activities are governed by our Data Processing Agreement, which forms part of these Terms.

Each party must protect confidential information it receives and use it only for the service or as required by law. This does not prevent lawful disclosure to professional advisers, service providers or public authorities subject to appropriate safeguards.

Where an AI-assisted feature is made available, it may help organise, summarise or draft information. Its output can be incomplete or wrong and must be reviewed by an authorised person before action is taken. Arxela’s structured legal, financial, compliance and signing records—not an AI output—remain the system of record.

We do not use customer property, tenancy, document, message or maintenance data to train foundation models. We will update the Privacy Policy and our data-processing terms before introducing a provider or use that materially changes how personal data is processed.

Arxela relies on infrastructure, storage, email and security providers and may link to third-party services. Our Privacy Policy identifies current processors. A third party’s own terms may apply when you choose to use its service.

Contractors may receive time-limited or otherwise scoped access to job information when an authorised user tenders or appoints them. You are responsible for selecting and instructing contractors. Arxela does not endorse or guarantee their identity, qualifications, price, availability or work.

We use reasonable care and skill in providing the service, but we cannot promise that it will always be uninterrupted, error-free or suitable for every property or jurisdiction. We may carry out maintenance, correct errors, change features or temporarily restrict access where reasonably necessary for security, integrity, legal compliance or reliability.

We may suspend or end an account where we reasonably believe these terms have been materially breached, the service or another person is at risk, or law requires it. Where practicable, we will explain the reason and allow a reasonable opportunity to correct the issue.

You may ask to close your account by emailing hello@arxela.co.uk. Before closure, download the individual records you need and make arrangements for any invited users who will lose access.

Account closure does not require deletion where we or the relevant landlord must retain information for legal obligations, security, fraud prevention, dispute resolution or legal claims. If Arxela is acting as a processor, deletion or return of service data is governed by the controller’s instructions and our data-processing terms.

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

We are responsible for loss or damage that is a foreseeable result of our breach of these terms or failure to use reasonable care and skill. We are not responsible for loss caused by inaccurate or incomplete information supplied by you or another authorised user, a decision made without appropriate review, failure to follow an official requirement or professional advice, a third-party service outside our control, or events we could not reasonably prevent.

If you use Arxela wholly or mainly for business purposes, we will not be liable for indirect or consequential loss or for loss of profit, revenue, business, anticipated savings or goodwill, except where the law does not allow that exclusion. If you are a consumer, this business-loss exclusion does not apply and your statutory rights are not affected.

We may update these terms for legal, security, operational or product reasons. We will publish the new version and effective date and, where a change materially affects existing users, give reasonable notice through the service or by email. Continued use after the effective date means you accept the updated terms; if you do not accept them, you may stop using the service and ask to close your account.

If a court finds part of these terms unenforceable, the remaining terms continue. A delay in enforcing a right does not waive it. You may not transfer this agreement without our consent; we may transfer it as part of a reorganisation, financing or sale provided this does not reduce your mandatory rights. No other person has a right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999.

These terms are governed by the law of England and Wales. The courts of England and Wales have jurisdiction. If you are a consumer living in Scotland or Northern Ireland, you may also bring proceedings in your local courts and retain any mandatory protections that apply to you.

Questions or complaints can be sent to hello@arxela.co.uk.