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Terms of service

Last updated 26 Sept 2026

1. Who we are

HostSorted is provided by Pro Photo Guy Ltd, trading as Property Photo Guy. Registered in England and Wales, company number 17433897. Registered office: 20 Wenlock Road, London, England, N1 7GU. Email [email protected].

In these terms, "we", "us" and "our" mean Pro Photo Guy Ltd, and "you" means the person or business using HostSorted. By creating an account you agree to these terms.

2. What HostSorted does

HostSorted is an online tool that helps holiday let and short-term let hosts in the UK keep track of safety and compliance checks, store certificates and receive reminders before things are due.

3. Not legal advice

HostSorted is a reminder and record-keeping tool. The guides and guidance in the app are general information about the rules in England, Scotland, Wales and Northern Ireland, may not cover your circumstances and can change. You remain responsible for meeting your legal obligations as a host. Check the official guidance we link to, or take professional advice, where you need to.

4. Your account

  • Give us accurate details and keep your password secure. You're responsible for activity on your account.
  • You're responsible for the accuracy of the dates, details and documents you enter. Reminders are only as good as the dates they're based on.
  • You must be 18 or over to create an account.

5. Free plan and free trial

New accounts get a 14-day free trial covering up to 10 properties (50 for agency accounts). After the trial, you can keep using HostSorted free for 1 property. To track more, choose a paid plan. We don't ask for card details for the trial or the free plan.

6. Paid plans and payment

  • Paid plans are billed monthly in advance, in pounds sterling, through our payment provider Stripe. Current prices are shown on our pricing page.
  • Your plan renews automatically each month until you cancel.
  • If we change our prices, we'll email you at least 30 days before the new price applies to you, and you can cancel before then.
  • If a payment fails, we'll let you know and may limit your account until it's paid.
  • Agency plan: billed per property each month, with the minimum number of properties shown on our pricing page. The number you're billed for follows the number of properties in your account: when you add or remove properties, we update your subscription and the difference is charged or credited, pro rata, on your next invoice.

6a. Teams and owner access

  • The person who opens an account (the account holder) can invite other people as admins, managers, viewers or owners. The account holder is responsible for who they invite, what access they give, and for removing access when it's no longer needed.
  • Everyone invited to an account can see that account's records and documents to the extent their role allows. Owners only see the properties the account holder assigns to them.
  • If you add information about other people, such as property owners' names and email addresses, you confirm you're allowed to share it with us for this purpose. For that information, you're the data controller and we process it on your behalf, only to provide HostSorted.
  • Invited users need their own login and must accept these terms. Being part of someone else's account is free for them.

6b. Guests, cleaners and contractors

  • If you use the guest register, cleaner links or contractor booking requests, you're the data controller for the guest, cleaner and contractor details you collect or add, and we process them on your behalf. You're responsible for telling them how their details are used and for using the register only for its legal purpose.
  • Cleaner schedule links work without a login. Only share them with the person they're for, and create a new link if one is shared by mistake.
  • Money records and the free calculators are for record-keeping and estimates only. They are not tax or financial advice.

6c. Data processing terms

When you add personal information about other people to HostSorted (for example guests, cleaners, contractors, team members and property owners), you're the controller of that information and we're your processor. These terms form the data processing agreement between us under UK GDPR, and we will:

  • only process that information to provide HostSorted to you and as you instruct us through the service, unless the law requires otherwise (in which case we'll tell you first, if we're allowed to);
  • make sure anyone who can access it is bound to keep it confidential;
  • keep it secure, including encryption in transit, restricted access, and encryption of passport details and addresses in the guest register;
  • only use the suppliers listed in our privacy notice to help provide the service (our sub-processors), under written terms that protect the information in the same way, and tell you before we add or replace one, so you can object;
  • help you respond to people who ask to see, correct or delete their information, and with any data protection impact assessments or questions from the ICO about the service;
  • tell you without undue delay, and within 72 hours, if we become aware of a personal data breach affecting your information;
  • delete that information when you delete it, or when you close your account (from our backups within 14 days), unless the law requires us to keep it; you can export your records before you close your account;
  • give you the information you reasonably need to show that these obligations are being met.

You confirm that you have a lawful basis for the information you add, that you'll tell the people concerned how it's used (for example in your own privacy notice or booking terms), and that you'll only ask us to process it lawfully. The types of information we process, why, and for how long are set out in our privacy notice.

7. Promotion codes

We sometimes offer promotion codes, for example a free first year for Property Photo Guy photography clients. Codes are one per customer, have no cash value and can't be exchanged. When a free or discounted period ends, your plan continues at the normal price unless you cancel before then.

8. Cancelling

  • You can cancel any time from the billing page. Your plan stays active until the end of the period you've paid for, then your account moves to the free plan.
  • If you're a consumer, you can cancel within 14 days of your first payment and get a refund, less a proportionate amount for the time you've already used.
  • Otherwise, we don't refund part-months, except where the law requires us to.

9. Your content

The records and documents you add stay yours. You give us permission to store and process them only so we can provide HostSorted to you. Don't upload anything unlawful, or anything you don't have the right to share. You can export your records or delete your account at any time from your account page.

If you publish a guest safety page or house guide, anyone with its link or QR code can read it. You're responsible for what you put on it and for keeping it accurate. Don't include anything you wouldn't want a stranger to see, such as key safe or alarm codes, and create a new link if you think it has been shared too widely.

10. Fair use

Don't misuse HostSorted. That includes trying to access other people's accounts or data, interfering with the service, uploading malicious files, or using it to send spam. We may suspend or close accounts that break these terms.

11. Availability and reminders

We work hard to keep HostSorted running and to send reminders reliably, but we can't promise the service will always be available or that emails won't be delayed or filtered. Don't rely on reminders as your only record: check your dashboard regularly. We may change or improve features over time.

12. Our liability

  • We're not liable for fines, penalties, prosecutions, refused insurance claims or other losses that result from missed obligations, inaccurate information you've entered, or reliance on general guidance in the app.
  • We're not liable for loss of profits, business or bookings, or for indirect losses.
  • Our total liability to you is limited to the greater of the fees you paid us in the 12 months before the claim and £100.
  • Nothing in these terms limits liability that the law doesn't allow us to limit, including for death or personal injury caused by negligence, or for fraud. If you're a consumer, nothing here affects your statutory rights.

13. Changes to these terms

We may update these terms. If a change is significant, we'll email you before it takes effect. Continuing to use HostSorted after that means you accept the updated terms.

14. Law

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

15. Contact

Questions or complaints: [email protected].

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