Sign | Pay | Manage
LEGAL AGREEMENT & USER GUIDELINES

TERMS AND CONDITIONS

Last Updated: October 2026

Binding Agreement Summary

These Terms and Conditions constitute a legally binding agreement between you and PropertyDox Pvt Ltd governing your use of the PropertyDox platform and services.

01

1. ACCEPTANCE OF TERMS

By accessing or using the PropertyDox website (www.propertydox.com) and its associated property management software, applications, and services (collectively, the "Platform"), you agree to be bound by these Terms and Conditions ("Terms"). These Terms constitute a legally binding agreement between you (whether an individual or entity) and PropertyDox Pvt Ltd ("PropertyDox," "we," "us," or "our"). If you do not agree to these Terms, you must not use the Platform.

02

2. DESCRIPTION OF SERVICES

PropertyDox is a B2B Software-as-a-Service (SaaS) platform designed to facilitate property management operations. The Platform provides tools for property owners, property managers, tenants, and third-party vendors (contractors) to manage property portfolios, execute digital agreements, conduct visual audits, assign maintenance tasks, and process communications.

Platform Role Clarification: PropertyDox provides the software infrastructure only and does not act as a real estate broker, property manager, legal advisor, or financial institution.
03

3. USER ACCOUNTS AND REGISTRATION

3.1.
To use the Platform, you must register for an account. You agree to provide accurate, current, and complete information during the registration process and to update such information to keep it accurate.
3.2.
You are responsible for safeguarding your login credentials. PropertyDox is not liable for any loss or damage arising from your failure to protect your account information.
3.3.
Role-Based Access: The Platform utilizes role-based access controls (e.g., Owner, Tenant, Manager, Vendor). You must only access the data and features explicitly permitted for your assigned role.
04

4. PAYMENTS, SUBSCRIPTIONS, AND GATEWAYS

4.1.
Platform Subscriptions: Access to certain features of the Platform requires a paid subscription (e.g., Pro, Business). Subscription fees are billed in advance on a recurring basis as outlined in your selected plan.
4.2.
Payment Processing: PropertyDox integrates with third-party payment gateways (including iPay) to facilitate transactions between users, such as utility payments, rent, and condominium management fees.
4.3.
Single and Recurring Transactions: By setting up payment methods on the Platform, you authorize PropertyDox and its third-party payment processors to charge your designated bank account or credit/debit card for one-time payments or automated recurring subscriptions (such as monthly condominium management fees).
4.4.
Failed Payments: If an automated recurring payment fails due to insufficient funds or expired card details, the system will issue a notification for manual payment. Failure to settle outstanding Platform subscription fees may result in the suspension or termination of your account.
4.5.
Transaction Liability: PropertyDox is not responsible for any disputes over rent, utility bills, maintenance costs, or management fees between owners, tenants, and management companies. All financial disputes must be resolved directly between the involved parties.
05

5. USER CONDUCT AND RESPONSIBILITIES

5.1.
You agree to use the Platform in compliance with all applicable local, national, and international laws and regulations.
5.2.
You must not upload, store, or transmit any illegal, harmful, or malicious content, including malware or viruses.
5.3.
When utilizing the visual audit or document archive features, you must ensure you have the legal right to capture and upload such images, documents, and data.
06

6. DATA PRIVACY AND SECURITY

6.1.
Your use of the Platform is also governed by our Privacy Policy, which outlines how we collect, use, and protect your personal and financial data.
6.2.
PropertyDox employs industry-standard AES-256 encryption and high-availability hosting to protect data. However, no internet transmission is entirely secure, and you utilize the Platform at your own risk.
07

7. INTELLECTUAL PROPERTY RIGHTS

7.1.
All intellectual property rights in the Platform, including but not limited to the software architecture, user interfaces, branding, logos, and proprietary workflows, are the exclusive property of PropertyDox Pvt Ltd.
7.2.
You are granted a limited, non-exclusive, non-transferable license to use the Platform for its intended business purpose. You may not copy, modify, reverse-engineer, or create derivative works from the Platform.
08

8. VENDOR AND MAINTENANCE NETWORK

8.1.
PropertyDox provides a vendor marketplace and bidding space for maintenance tasks. We do not endorse, guarantee, or warrant the quality, safety, or legality of the services provided by third-party contractors.
8.2.
Any maintenance agreements, work orders, or payments executed through the Platform are strictly between the property owner/manager and the selected vendor.
09

9. LIMITATION OF LIABILITY

To the maximum extent permitted by law, PropertyDox and its directors, employees, and affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or operational cash flow, arising from your use of or inability to use the Platform. PropertyDox's total liability for any claims arising under these Terms shall not exceed the amount you paid to PropertyDox for accessing the Platform in the twelve (12) months preceding the claim.

10

10. TERMINATION

PropertyDox reserves the right to suspend or terminate your account and access to the Platform at our sole discretion, without prior notice, if you breach these Terms, engage in fraudulent activity, or fail to pay applicable subscription fees.

11

11. GOVERNING LAW AND JURISDICTION

These Terms shall be governed by and construed in accordance with the laws of the Democratic Socialist Republic of Sri Lanka. Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Colombo, Sri Lanka.