Terms of service

What Kivilo is

Kivilo helps property agents, landlords and tenants record a property's condition, agree and sign condition reports, manage repairs and supporting documents, and carry out client checks. We provide the tools. We are not a party to any tenancy, we do not act as anyone's agent, and we never hold or move deposits or rent. Nothing in Kivilo is legal, financial or compliance advice.

Your account

You sign in with a code sent to your email address. Keep access to that address secure, because whoever can read it can sign in as you, and you are responsible for what is done in your account. You must be at least 18. Agents must hold the registration or licence the law requires for the work they do in Kivilo.

Reports and signatures

A condition report records what the people preparing it saw and wrote. The agent or other person who prepares a report is responsible for its accuracy. When a report is sent for signature its content is frozen, and each signature is recorded with a fingerprint of that content, the signer and the time. You agree that signing in Kivilo is your electronic signature and is as valid as signing on paper. Updates after signing are made as dated addenda, never by changing the signed report.

Client checks (CEA due diligence)

Kivilo helps estate agents meet the customer due diligence rules of the Council for Estate Agencies. It collects a client's particulars, screens them against the United Nations Security Council Consolidated List, the First Schedule of the Terrorism (Suppression of Financing) Act and a politically exposed persons database, and keeps a record of the agent's decisions.

The agent and their agency remain responsible for their legal obligations, including verifying identity, deciding whether a possible match is the client, assessing risk, keeping records, and reporting suspicious transactions to the authorities. Kivilo does not report to the authorities on anyone's behalf. Screening sources can be incomplete or out of date, and name matching can miss a listed person or flag someone who is not. Review every result yourself.

When you use client checks for your clients, we process their particulars on your behalf and only to provide the check. You must have a lawful basis to collect them, tell your clients how their data is used, and not use Kivilo to tell anyone that they have been screened or reported.

Your content and data

You keep ownership of the photos, notes, documents and other content you add. You give us permission to store, process and display it as needed to run Kivilo for you and the people you share it with. You must have the right to upload what you add, including other people's personal data, and have given any notice or obtained any consent the law requires for it.

Plans and payment

The Free plan includes up to 5 active properties and 3 client checks per agent. Pro is charged per agent seat each month. Plans bought on our website are paid through Stripe; plans bought in the app are paid through Google Play or the Apple App Store, under their terms. A plan renews until it is cancelled where it was bought, and stays active until the end of the paid period. Fees are not refundable except where the law or the store's policy requires. We will give notice before changing the price of a plan you pay for.

Acceptable use

Do not use Kivilo to break the law, to record or share anyone's personal data without the right to, to mislead anyone about a property's condition, or to harass anyone. Do not try to access accounts, reports or data that are not yours, test or bypass our security, overload the service, or copy it by scraping or reverse engineering.

Availability and changes

We work to keep Kivilo available and your records safe, but it may sometimes be unavailable, and we may change or remove features. The mobile app keeps unsent captures on your device until they upload.

Suspension and ending

You can stop using Kivilo at any time and ask to delete your account. We may suspend or close an account that breaks these terms or puts others at risk. Records shared with other people, and records the law requires us or an agent to keep, can remain after an account ends, as our privacy policy explains.

Liability

Kivilo is provided as it is. To the extent the law allows, we are not liable for indirect or consequential loss, lost profits, or loss arising from the content you or others add, and our total liability to you for any claim is limited to the fees you paid us in the 12 months before it arose. Nothing in these terms limits liability that cannot be limited by law, including for death or personal injury caused by negligence, or for fraud.

Changes to these terms

We may update these terms. We will show the date of the latest version here and tell account holders by email or in the app before a significant change takes effect. Continuing to use Kivilo after that means you accept the updated terms.

Law

These terms are governed by the laws of Singapore, and the courts of Singapore have jurisdiction over any dispute about them.