Terms & Conditions (v6)

1. Who we are and what this is

Smart Certificate Filing (the “service”) is provided by Dawid Joubert (“we”, “us”), a private individual in the United Kingdom, whose correspondence address is 80 Gunnersbury Avenue, Ealing, London, W5 4HA. It is a tool that receives property compliance certificates by web upload or Telegram, classifies them with the help of AI, and — only after explicit human approval — files the results into COHO. By logging in and ticking the boxes you accept these terms; each acceptance is recorded against the version shown above.

The service is provided free of charge and is experimental: features, behaviour and accuracy may change at any time. These terms nonetheless apply as if it were a paid service — they are the entire basis on which it is offered.

2. Business use only

The service is for property professionals. You warrant that you are at least 18, that you accept these terms in the course of a business and not as a consumer, and that you have authority to bind the organisation whose COHO account you connect. If, despite this, you deal as a consumer, nothing in these terms affects your statutory rights.

3. Your COHO account and credentials

You can only use the service with a valid COHO account. Your email and password are checked against COHO each time you log in; the service holds no separate password of its own for you. If you are your organisation's credential holder, an encrypted (sealed) copy of your COHO credentials is retained so the service can read from and write to COHO on your organisation's behalf.

You warrant that the credentials you use are your own, that your agreement with COHO permits this kind of third-party access, and that you have your organisation's authority to grant it. If using the service breaches your COHO terms, that risk is yours. You are responsible for keeping your credentials secure and for everything done under your session, and we may discard stored credentials at any time.

4. We are not COHO

We do not operate COHO and are not its agent, reseller, partner or authorised integrator; this is an unofficial, unendorsed tool. For transparency: Dawid Joubert used to work at COHO and made this tool after departing COHO. COHO has no involvement in or responsibility for this service. Your relationship with COHO is governed by COHO's own terms.

We are not responsible for COHO or Telegram — their availability, behaviour, API changes, data loss, or any action they take against your account arising from your use of this service. Every write to COHO is approved by you first, and you are responsible for what lands in your COHO records; we keep no backup of your COHO data and are not liable for records that are overwritten or corrupted. We may discontinue the COHO integration, or the service, immediately and without notice — including if COHO objects to it.

5. Acceptable use

You agree to upload only documents you have the right to share, and to use the service only for managing your organisation's compliance certificates. You must not attempt unauthorised access, probe or disrupt the service, upload malicious content, access it by automated means or scrape it, reverse engineer it, use it or its outputs to build a competing service or model, resell it, or use it to break any law or any third party's rights. We may refuse, remove or block content or accounts at our discretion.

6. Your content and our licence

You keep ownership of everything you upload. You grant us the licence described in the clauses above: to retain the certificates you upload and data gathered in the process, and to use them for training AI models and AI assistants and for building further functionality or systems. This licence survives termination of these terms and deletion of your account.

Certificates identify properties and the engineers or assessors who issued them, not tenants. Where tenant information does appear in a document or in data gathered around it, we anonymise it and remove personal identifiers before it is used for training and development. We cannot anonymise a document before it is classified: the addresses, names, dates and reference numbers on it are exactly what classification reads, so it is sent to our AI providers as uploaded (see clause 8). You warrant that the documents you upload are lawfully held, that they infringe no one's rights, and that you have a lawful basis to share them — including any personal data inside them.

7. AI outputs and your duty to review

The service reads and classifies documents with AI, and AI gets things wrong: misread names and addresses, wrong certificate types, wrong or fabricated dates and values are an inherent characteristic of the technology, not a defect in the service. Outputs are not guaranteed to be accurate, complete, current or error-free.

It is a condition of using the service that you independently verify every classification, date, address and document match before approving it. Approval is your decision and your responsibility; we do not review outputs, and the service offers no unattended or automatic filing for you to rely on. Third-party AI providers process uploaded content on our behalf as described in clause 8, and we may change providers as described in the Sub-processors section.

8. AI providers, retention and international transfers

To classify a certificate we send its content — the text we extract from it and, for scanned or photographed documents, the page images — together with the address of the property we match it against, to third-party AI providers, including providers of large ('frontier') models. We do this for documents you upload or send us and for certificates we import from your COHO account when you run an audit. This is how the service works and cannot be switched off for an individual document. We send what classification needs and nothing else: never your COHO credentials or your session.

These providers act as our processors under written data-processing terms. They may retain requests and responses: some for a limited period under their own policies, for example to operate their service and to detect abuse; TypeSafe AI publishes no fixed retention period and retains data for as long as necessary to provide its service. Under those terms the providers may not use your content to train their models. We do not hold a zero-data-retention arrangement with every provider.

Some providers host their services outside the United Kingdom, including in the United States. Transfers rely on the providers' data-processing agreements incorporating the EU Standard Contractual Clauses and the UK International Data Transfer Addendum, or another lawful transfer mechanism. The providers are bound to the UK GDPR, the Data Protection Act 2018 and, where it applies, the EU GDPR through those terms.

Content travels over encrypted connections and is not sent to any provider until a document is submitted through one of your organisation's routes or an audit is run. Our current providers are listed in the Sub-processors section below.

9. No advice; your compliance duties stay yours

The service provides no legal, safety, regulatory or compliance advice. You remain solely responsible for your obligations as a landlord, agent or manager — including under the Housing Act 2004, HMO licensing conditions, and gas and electrical safety regulations — and for maintaining your own compliance records and deadlines. Reliance on this tool is never a defence to any of those duties.

10. Availability, support and your records

The service is provided “as is” and “as available”, with no service levels, no uptime commitment and no support obligation. We may change, suspend or withdraw all or part of it at any time without notice or compensation, and have no obligation to provide it at all.

The service is not your system of record. Keep your own copies of your certificates and registers: we have no obligation to retain, export, migrate or return your data, and may delete it without notice.

11. Warranty disclaimer

To the fullest extent permitted by law, all implied terms, conditions and warranties — including satisfactory quality, fitness for purpose, accuracy, non-infringement and uninterrupted or error-free operation — are excluded.

12. Liability

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be excluded or limited under the law of England and Wales.

Subject to that, we are not liable for: loss of profit, revenue, business, opportunity, goodwill, anticipated savings or data; losses from missed or expired compliance deadlines, incorrect expiry dates, or enforcement action by any authority; fines or penalties imposed on you or your organisation; claims against you by tenants, landlords or clients; or any indirect or consequential loss — including where a certificate was misread, misfiled or not filed at all.

Our total aggregate liability arising out of or in connection with the service, however arising, is capped at £100. These limits reflect that the service is provided free of charge to business users, that the same result is achievable by entering certificates into COHO manually, and that insuring your compliance risk is your responsibility, not ours.

13. Your indemnity

You will indemnify us against claims, losses, fines and costs (including legal costs) arising from your use of the service, your breach of these terms, content you upload (including personal data uploaded without a lawful basis), your use of COHO credentials, your reliance on outputs, or claims by your tenants, clients or regulators.

14. Data protection

For the filing function we process the personal data in your uploads on your behalf as your processor: you are the controller of your certificates and the personal data in them (typically engineer and assessor details), and we process them — including through the AI providers described in clause 8, who act as our sub-processors — to operate the service. For the training and development uses you licence in clause 6, we act as an independent controller, and tenant information is anonymised with personal identifiers removed as described there. All processing is subject to the UK GDPR and the Data Protection Act 2018 and, where it applies, the EU GDPR. Processing by AI providers may involve transfers outside the UK and the EEA under the safeguards described in clause 8. We apply appropriate technical and organisational measures: encryption in transit, encrypted storage of credentials, access limited to the organisation that uploaded a document, and separation of the process that reads untrusted documents from the one that holds decryption keys. To exercise data protection rights, contact us at the address above.

15. Suspension and ending the agreement

We may suspend or terminate your access at any time, for any reason or none, without notice and without liability. You may stop using the service at any time. Clauses which by their nature should survive — including the content licence, liability, indemnity and non-reliance clauses — survive termination.

16. Changes to these terms

These terms are version-stamped (currently v6). When the wording changes the version changes, and you will be asked to accept the new version at your next log-in; using the service after accepting means the new version applies. If you do not accept a new version, your remedy is to stop using the service.

17. General

We own the service — its software, models, prompts, classification logic and branding — and all aggregate data derived from operating it. You get a limited, revocable, non-exclusive, non-transferable licence to use it for your organisation's internal business purposes only.

These terms are the entire agreement between us about the service, and you confirm you rely on no statement made outside them; liability for non-fraudulent misrepresentation is excluded. If part of these terms turns out to be unenforceable, that part is severed (in whole or in part) and the rest stands. Not enforcing a term is not a waiver of it. We may assign these terms; you may not without our written consent. No one other than you and us has rights under these terms — the Contracts (Rights of Third Parties) Act 1999 does not apply. We are not liable for failure caused by events outside our reasonable control, including outages of third-party APIs, AI providers, COHO or Telegram.

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Contact: Dawid Joubert, 80 Gunnersbury Avenue, Ealing, London, W5 4HA.

Sub-processors

The third-party providers that process your content for us, and why:

OpenAI — document text and page-image classification, address adjudication · United States · limited period under OpenAI's API data policies; not used for training.

Google (Gemini) — page-image classification (fallback tier) · United States / global · limited period under Google's paid API terms; not used for training.

TypeSafe AI (Jev) — probabilistic validation of the classification (result, type, address, date) · United States · no fixed published period; retained as long as necessary for the service; not used for training.

COHO — the property-management system you connect · United Kingdom · per your own COHO agreement.

We will publish changes to this list here at least 14 days before a new provider processes your content, and update the version of these terms.