Terms of Use

1. About this portal

The SOS Property Maintenance Portal ("the Portal") is an internal tool provided by SOS Property for authorised staff, hotel management, welfare officers, and administrators to manage property maintenance, compliance records, certificates, and welfare reporting across SOS Property hotels. It is not intended for use by the general public.

2. Who may use it

Access is restricted to individuals who have been issued an account by an administrator, or who have registered and been approved for a role relevant to their employment or engagement with SOS Property. Accounts are personal and must not be shared. You are responsible for all activity carried out under your account.

3. Acceptable use

When using the Portal you agree to:

• Use the Portal only for legitimate work purposes connected to your role
• Keep your login credentials confidential and report suspected unauthorised access immediately
• Enter accurate, honest information when raising defects, uploading certificates, or completing compliance and welfare records
• Only access data relating to hotels or records you are authorised to view
• Comply with all applicable data protection law when handling personal data through the Portal

4. Prohibited conduct

You must not:

• Attempt to gain access to accounts, hotels, or data you are not authorised to access
• Upload unlawful, offensive, or irrelevant content, including in photos, notes, or file attachments
• Attempt to probe, scan, disrupt, or overload the Portal or its underlying infrastructure
• Circumvent or attempt to circumvent authentication, rate limiting, or other security controls
• Use the Portal to send unsolicited communications or for any purpose unrelated to SOS Property business
• Copy, resell, sublicense, or make the Portal available to any third party outside SOS Property

5. Accounts and suspension

Administrators may suspend, restrict, or delete accounts that breach this policy, are inactive, or are no longer required for the individual's role, at their discretion and without prior notice where reasonably necessary (for example, to protect the security of the Portal or other users' data).

6. Intellectual property

The Portal, including its design, software, and underlying systems, is the property of SOS Property or its licensors. Records you create (defects, notes, uploaded certificates, reports) remain part of SOS Property's operational records and are retained in accordance with the Privacy Notice.

7. Availability and reliability

The Portal is provided on an "as available" basis. While we take reasonable steps to keep it secure and operational, we do not guarantee uninterrupted access and are not liable for losses arising from downtime, maintenance, or factors outside our reasonable control. Always follow your organisation's standard procedures for urgent safety issues rather than relying solely on the Portal.

8. Changes to these terms

We may update these terms from time to time to reflect changes to the Portal or legal requirements. Continued use of the Portal after an update constitutes acceptance of the revised terms.

9. Governing law

These terms are governed by the laws of England and Wales.

10. Contact

Questions about these terms should be directed to your line manager or an administrator.