Ping Services Ltd 

Platform Terms of Use & Fair Processing Notice 

Version: 1.0 (Aligned to PSIS-PP-02 v1.3) Last Updated: January 2026 

PART A – PLATFORM TERMS OF USE 

1. Who We Are and What These Terms Do 

These Platform Terms of Use ("Terms") govern your use of Ping Services Ltd’s resident applications, web platforms, and related services (together, the “Platform”). 

Ping Services Ltd (company number 12319160) licenses you to use the Platform and associated services in accordance with these Terms. 

By registering for, accessing, or using the Platform, you agree to be bound by these Terms. 

2. Eligibility and Account Use 

• You must be 18 years or over to accept these Terms and use the Platform. 
• You may only use the Platform for personal, residential, and non-commercial purposes, unless expressly agreed otherwise. 
• You are responsible for maintaining the confidentiality of your login credentials. 

3. Platform Availability and Updates 

• The Platform is provided on an “as-is” and “as-available” basis. 
• We may update, modify, suspend, or withdraw features to improve functionality, address security issues, or comply with legal requirements. 
• You may be required to install updates to continue using the Platform. 

4. Acceptable Use 

You must not upload documents or content containing personal data about others or special category data unless you have a lawful basis and the Platform feature expressly requires it. 

Where the Platform includes social, community, or messaging features, content posted may be visible to other residents or users. You are responsible for any content you post and must not share confidential information, sensitive personal data, or content that is unlawful, offensive, or infringes the rights of others. 

You agree not to: • Use the Platform unlawfully or fraudulently • Attempt to gain unauthorised access to systems or data • Upload malicious code or harmful content • Misuse social, messaging, or community features • Infringe the intellectual property or privacy rights of others 

We may suspend or terminate access if these Terms are breached. 

5. Intellectual Property 

All intellectual property rights in the Platform, software, content, and documentation belong to Ping Services Ltd or its licensors. The Platform is licensed to you, not sold. 

6. Third-Party Services and Hosting Providers The Platform is hosted and supported using third-party infrastructure and service providers. These currently include: • DigitalOcean – primary cloud hosting provider • Amazon Web Services (AWS) – backup, redundancy, and resilience services The Platform may also integrate with or link to other third-party services (for example, delivery, payments, or building systems). Ping Services Ltd is not responsible for the availability, performance, or privacy practices of third-party services, which are governed by their own terms and policies. 

The Platform may integrate with or link to third-party services (e.g. hosting, payments, deliveries, or building systems). We are not responsible for third-party services or their privacy practices. 

7. Limitation of Liability 

Nothing in these Terms limits liability where it would be unlawful to do so. 

To the extent permitted by law: 

• The Platform is provided for residential and informational purposes only 
• We are not liable for indirect or consequential losses 
• We are not responsible for service interruptions outside our reasonable control 

8. Suspension and Termination 

Your right to use the Platform may end if: 

• You breach these Terms 
• You cease to be authorised by the relevant property operator 
• We withdraw or discontinue the Platform 

On termination, you must stop using the Platform and delete it from your devices. 

9. Changes to These Terms 

We may update these Terms to reflect legal, technical, or operational changes. Updates will be communicated via the Platform and apply upon continued use. 

10. Governing Law 

These Terms are governed by the laws of England and Wales, and disputes are subject to the exclusive jurisdiction of the English courts. 

PART B – FAIR PROCESSING NOTICE (PRIVACY SUMMARY) 

This Fair Processing Notice explains how personal data is processed when you use the Platform. It should be read alongside the Ping Services Privacy Policy (PSIS-PP-02), which provides full details. 

11. Who Is Responsible for Your Data 

Depending on the service: 

• Building owners, managing agents, or operators are the Data Controller 
• Ping Services Ltd acts as a Data Processor 

Ping Services processes personal data in accordance with UK GDPR and the Data Protection Act 2018. 

12. What Personal Data Is Processed 

The Platform may process: 

• Name, contact details, and apartment/unit reference 
• Account and profile information 
• Platform usage and device data 
• Parcel management and access records 
• Communications, requests, and bookings 
• Images, signatures, and CCTV footage (where applicable) 

13. How and Why Your Data Is Used 

Personal data is processed to: 

• Create and manage your account 
• Deliver resident and building services 
• Enable secure parcel collection 
• Operate social and communication features 
• Maintain platform security and performance 
• Investigate incidents or disputes 
• Meet legal and regulatory obligations 

14. Lawful Bases for Processing 

We rely on one or more of the following: 

• Contractual necessity – to provide services 
• Legitimate interests – platform operation and security 
• Legal obligations – safety and compliance 
• Consent – where required (e.g. marketing, cookies, CCTV awareness) 

15. Data Sharing

Personal data may be shared with: • Building owners, managing agents, or operators • IT, hosting, and infrastructure providers • Security, audit, or investigation partners • Delivery and courier providers (for parcel verification) • Third-party service providers whose services may be accessed or booked through the Platform’s services marketplace Where residents choose to book or engage with third-party services via the Platform, relevant personal data (such as name, contact details, apartment reference, and booking details) may be shared with the selected provider solely to facilitate the requested service. Those third-party providers act as independent data controllers, and their services are governed by their own terms and privacy policies. Ping Services Ltd is not responsible for the operation, delivery, or data handling practices of third-party services beyond facilitating the booking or introduction. • Payment service providers, including Stripe, to process payments, refunds, and transaction-related communications. Payment service providers act as independent data controllers for payment processing activities and process personal and financial data in accordance with their own terms and privacy policies. 

16. Data Retention 

Personal data is retained only for as long as necessary, including: 

• Account data: for the duration of your relationship 
• Parcel records: typically for the duration of your relationship 
• CCTV footage: typically up to 30 days unless required for investigation 

17. Your Rights 

You have rights to: 

• Access your personal data 
• Request correction or deletion 
• Restrict or object to processing 
• Withdraw consent 
• Request data portability 
• Lodge a complaint with the ICO 

Requests may be directed to your building operator or to Ping Services for assistance. 

18. Contact Details 

Ping Services Ltd Email: [email protected] Data Protection Officer: [email protected] 

19. Further Information 

Full details of how personal data is processed are set out in the Ping Services Privacy Policy (PSIS-PP-02), available within the Platform or on request.