Terms of Service | EstateTrack

1. Acceptance & Authority

By creating an account, subscribing to a plan band, accessing landlord/caretaker dashboards, or utilizing the tenant portal on EstateTrack (accessible via estatetracksystem.com and associated domains), you enter into a binding agreement with XILFANX LLC.

If you are registering an enterprise or corporate property management portfolio, you represent that you possess the full legal authority to bind that corporate entity to these terms.

2. Account Standing & 4-State Lifecycle

EstateTrack maintains an authoritative four-state account access lifecycle:

Trial Period

30 days of full, unrestricted platform capabilities. No credit card required. Notification alerts sent 14 days and 3 days before trial expiry.

Active Subscription

Maintained through self-service subscription, verified bank reconciliation, institutional whitelist, or administrative override.

Expired (View-Only)

Triggered when subscription lapses. All historical ledgers and tenant data remain 100% intact. Modifying or adding records is temporarily gated until renewal.

Suspended (Administrative)

Imposed strictly for verified policy breaches or fraudulent activity. Primary subscription handlers are routed to the support contact desk.

3. Dual-Vector Plan Capacity & Headroom Protection

Subscriptions are billed on a monthly or annual cadence scaled by **active occupied units** and **property counts** across Starter, Growth, Pro, Scale, and Enterprise bands.

Feature Parity: Every tier enjoys identical feature access including automated bank reconciliation, tenant portals, and PWA notifications.
10% Headroom Buffer: Capacity transitions only evaluate at billing cycle boundaries. A 10% usage buffer protects you from unexpected billing spikes during temporary tenant turnover.

4. Rent Payments & Automated Reconciliation

EstateTrack provides two-independent-witness automated payment reconciliation. When tenants remit rent via digital rails (M-Pesa, bank EFT, card), EstateTrack correlates payment submissions against obligations.

EstateTrack does not act as a custodial banking entity. Funds settle directly into landlord-configured merchant bank accounts and mobile paybill numbers. We are not liable for external telecom downtime or intermediary banking settlement delays.

5. Data Ownership & Tenant Isolation

Landlords own their portfolio data entirely. Tenant records, financial ledgers, and property assets are partitioned via database-level Row-Level Security (RLS). Landlords may export data or request full portfolio decommissioning at any time.

6. Contact & Legal Inquiries

For questions regarding these terms or institutional enterprise agreements, contact:
legal@estatetracksystem.com • XILFANX LLC