Customer portal terms and conditions

Effective Date: [Insert Date]

These Terms and Conditions ("Terms") govern your use of the Customer Portal ("Portal") provided by Oxford University Estates Services. By accessing or using the Portal, you agree to be bound by these Terms.

In these Terms, the expressions “we”, “us” and “our” are a reference to Oxford University Estates Services which is part of Oxford University.

We, or our licensors, remain the owners of the Portal at all times.

If you do not agree with these Terms, do not use the Portal. If you continue to use the Portal, you will be deemed to have accepted these Terms.

1. Eligibility

The Portal is available to current tenants involved in a residential tenancy managed by Oxford University Estates Services. You must be at least 18 years old to use the Portal.

2. Portal Access and Use

In order to be able to access the information offered on this Portal, you will need to register as a user and may need to use a specific user ID, email address and / or other login information, such as a password (“Login Information”).
Access to the Portal is granted to you as a registered user on providing evidence that you meet the eligibility criteria set out under section 1 above.
You must not disclose your Login Information to any other person or otherwise allow any other person to access the Portal using your Login Information.
You are responsible for maintaining the confidentiality of your Login Information.
You agree to notify us immediately of any unauthorised access or breach of security.
You must not access or use the Portal for any purpose that is prohibited by these Terms.

3. Services Available via the Portal and Linked Sites

The Portal may provide access to:

Tenancy documents (e.g. tenancy agreements, deposit certificates).
Payment history and rent statements.
Maintenance request submissions and tracking.
Contact with our property management team.
Updates regarding your tenancy or property.

We reserve the right to modify or discontinue any part of the Portal services at any time.

The Portal may contain links to other websites (“Linked Sites”). We are not responsible for the accuracy, security or content of those Linked Sites.

Our links to the Linked Sites should not be construed as an endorsement or approval of the content referred to or contained on those Linked Sites, unless and to the extent stipulated to the contrary.

4. Your Responsibilities, Restrictions and Acceptable Use

You agree to:

Provide accurate, current, and complete information when registering for and using the Portal.
Use the Portal only for lawful purposes (please see further restrictions below).
Not attempt to gain unauthorised access to any part of the Portal or systems.

You must:

not use the Portal in any unlawful manner, for any unlawful purpose, or in any manner inconsistent with these Terms, or act fraudulently or maliciously, for example, by hacking into or inserting malicious code, such as viruses, or harmful data, into the Portal or any operating system;
not infringe our intellectual property rights or the intellectual property rights or privacy rights any third party in relation to your use of the Portal, including by the submission of any material;
not transmit any material that is defamatory, offensive or otherwise objectionable in relation to your use of the Portal;
not use the Portal in a way that could damage, disable, overburden, impair or compromise our systems or security or interfere with, or breach the rights of, other users; and
not collect or harvest any information or data from the Portal or our systems (other than in accordance with these Terms).

Except as expressly set out in these Terms or as permitted by law (which is incapable of exclusion), you shall not:

attempt to copy, modify, duplicate, create derivative works from, frame, mirror, republish, download, display, transmit, or distribute all or any portion of the Portal in any form or media or by any means; or
attempt to de-compile, reverse compile, disassemble, reverse engineer or otherwise reduce to human-perceivable form all or any part of the Portal;
access all or any part of the Portal to build a product or service which competes with the Portal;
license, sell, rent, lease, transfer, assign, distribute, display, disclose, or otherwise commercially exploit the Portal or any information, products or services obtained from any part of this Portal or otherwise make the same available to any third party; or
attempt to obtain, or assist third parties in obtaining, access to the Portal or any information, products or services obtained from any part of this Portal, other than as permitted under these Terms.

5. Data Protection and Privacy

Your personal data will be processed in accordance with our Privacy Policy, which complies with applicable data protection laws such as the General Data Protection Regulation (GDPR).

By using the Portal, you consent to such processing and warrant that all data provided by you is accurate.

6. Intellectual Property

You acknowledge that all intellectual property rights in the Portal anywhere in the world (including all content, trademarks, logos, and software on the Portal) are the property of Oxford University Estates Services or our licensors, and that you have no rights in, or to, the Portal or any information, products or services obtained from any part of this Portal, other than the right to use them in accordance with these Terms. You may not reproduce, distribute, or exploit any content of, or obtained from, the Portal without our prior written consent.

7. Availability and Support and Security

We aim to provide continuous access to the Portal but we do not guarantee that the Portal or any content on it will always be available or uninterrupted.

Support for the Portal is available during normal business hours by contacting [support email / phone number].

No data transmission over the Internet can be guaranteed as totally secure. Whilst we take steps to protect information you provide, we cannot ensure the security of any information which you transmit to us. Accordingly, any information which you transmit to us is transmitted at your own risk.

8. Termination of Access

We reserve the right to suspend or terminate your access to the Portal if you breach these Terms, provide false information, or misuse the system.

9. Limitation of Liability

To the fullest extent permitted by law, we shall not be liable for any loss or damage arising from your use of, or inability to use, the Portal, your use of, or reliance on, information contained on or accessed through the Portal or any unauthorised access to your account. To the extent permitted by law, any condition or warranty which would otherwise be implied into these Terms is hereby excluded.

We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors or for fraud or fraudulent misrepresentation.

10. Changes to Terms

We may update these Terms from time to time. You will be notified of any material changes. Continued use of the Portal after changes have been made constitutes acceptance of the revised Terms.

11. Governing Law

These Terms shall be governed by and construed in accordance with the laws of England and Wales, and any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

12. Contact Us

If you have any questions or concerns about these Terms, please contact us at:

Oxford University Estates Services
The Malthouse
Tidmarsh Lane
Oxford
OX1 1NQ

Email: residential-lettings@admin.ox.ac.uk
Phone: 01865 280942