Legal

Terms of Service

The terms on which we supply the Lost & Found system. They apply between Lost Properly and the organisation that subscribes, not to individual pupils or staff using it.

Last updated 1 September 2026

1. What you are getting

A hosted Lost & Found system for your organisation: reporting for your people, a review queue for staff, a display board, matching between what is lost and what is handed in, and end of term disposal. Setup, your own branding and support for the year are included, as is every person on your roll. There are no per-seat licences.

2. What it costs

Charged per person on your roll, per year, at the rate quoted to you and confirmed in writing.
Invoiced annually in advance. Payment by bank transfer, on your purchase order and your usual terms.
We are not registered for VAT, so no VAT is charged and none is recoverable on our invoices.
The roll is the figure agreed when you subscribe. Growing past it during the year costs nothing and blocks nothing; we agree a revised figure at renewal.
Any introductory discount applies to the first year only. We will tell you the standard figure before you renew, in writing and in good time, rather than letting it arrive as a surprise.

3. Length, and how to leave

Subscriptions run for twelve months and continue year to year unless either of us gives 30 days' notice before renewal. If you leave, we return your data in a readable format and delete our copies, subject to backups rotating out over roughly two months.

We will not lock your data up to keep your business. You can ask for an export at any time, not only when leaving.

4. Your data stays yours

Everything your people put into the system belongs to you. We hold it as your processor, act only on your instructions, and use it for nothing else. We will not sell it, mine it, share it, or train anything on it.

A separate data processing agreement sets this out in the detail your data protection officer will want, including the Article 28 terms, our named sub-processors and our security measures. It forms part of these terms. We provide it on request and before you start rather than publishing it, because it describes our infrastructure in a level of detail that is not sensible to put on the open web. Ask and we will send it the same day. How the system handles personal data in general is described in our privacy policy.

5. What we ask of you

Tell your people that the system exists and what it is for. You are the controller of their data; the notice has to come from you.
Keep your own accounts in order: remove people who leave, and do not share logins.
Use it for lost property. Not as a general messaging system, and not for anything unlawful.
Photographs should be of property. Not of people.

6. What you can expect from us

We aim for the service to be available whenever your organisation is open, and we will tell you in advance about planned work.
Support by email, answered within one working day.
Daily backups, verified rather than assumed.
If something breaks, we say so and fix it. We would rather tell you about a problem than have you find it.

We do not offer a contractual uptime guarantee or service credits. We are a small supplier and we would rather be honest about that than promise a number we cannot stand behind. If you need a formal service level, tell us and we will discuss it properly rather than pretend.

7. If things go wrong

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited, including our obligations under data protection law.

Otherwise, and to the extent the law allows, neither of us is liable to the other for loss of profit, loss of business or indirect loss, and our total liability in any twelve month period is limited to the fees you paid us in that period.

Lost property is property. The system records what was reported and what staff decided; it does not itself find, hold or return anything. We are not liable for an item that is not recovered.

8. Changing these terms

We will give you 30 days' notice in writing of any change that affects you, and it takes effect at your next renewal rather than mid-term. If you do not accept it, you may leave at renewal without penalty.

9. Ending it early

Either of us may end the agreement immediately if the other commits a serious breach and does not put it right within 30 days of being asked in writing. If we end it for your breach, fees already paid are not refunded. If you end it for ours, we refund the unused part of the year.

10. Law

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