Terms of service

Last updated 10 October 2026

These terms cover your use of Keepstead. What Keepstead does with personal data is explained in the privacy notice.

Who you are contracting with

Keepstead is provided by Aero Projects (Malta) Limited, a company registered in Malta. Write to hello@keepstead.net about anything on this page.

Who sells the subscription

A paid subscription is sold and invoiced by a payment provider acting as merchant of record. That provider, and not Aero Projects (Malta) Limited, is the seller of record for the transaction: it takes the payment, charges and remits any sales tax or VAT due, and issues the invoice. Its name is what appears on your card or bank statement, and it is shown to you at checkout before you pay.

Keepstead never receives or stores your card details.

What a subscription is

A subscription is bought for a portfolio, not for a person, and it raises what that portfolio is allowed to hold. Everyone you have invited into a portfolio reads it under the same subscription.

A subscription runs for a fixed period, monthly or yearly, and renews automatically for another period of the same length at the end of each one, until it is cancelled. The period you chose, the price and the date of the next renewal are shown at checkout and in the receipt the payment provider sends you.

Prices are not set out on this page. What a subscription costs is what was shown to you at checkout and what your receipt records.

Cancelling

You can cancel at any time, by writing to hello@keepstead.net or from the link in the receipt the payment provider sent you. Cancelling stops the next renewal; it does not end the period you have already paid for, and the subscription keeps working until that period ends. Nothing is deleted when a subscription ends. An account's one free portfolio reverts to the free plan; any other portfolio it owns reverts to no plan, which lets it hold nothing new. Either way, if it then holds more than its plan allows it behaves as described under the next heading.

Refunds

Because the payment provider is the seller of record, refunds are handled under that provider's own refund policy and within its own window, and you can ask it directly. You can also ask us, at hello@keepstead.net, and we will take it up with the provider on your behalf.

This does not affect any statutory right of withdrawal or cancellation you have as a consumer where the law gives you one.

Plan limits

Each plan sets how much a portfolio may hold, how many people may edit it, and which features it can start. A portfolio over its plan's limits stays fully readable: everything in it is visible, searchable and exportable, exactly as before. What stops is creating and editing, until the portfolio is back under the limit or on a plan that covers it.

Nothing is deleted, hidden or archived for being over a limit, and you are never asked to choose which of your records survive.

A portfolio whose plan no longer includes a feature keeps reading, printing and exporting everything that feature made. It only cannot start a new one.

Service limits

Separately from any plan, Keepstead sets limits that keep the service working for everyone. They bound how many properties, units, assets, vendors, plans, records and documents one portfolio can hold, how much it can store in documents, how large a single uploaded file can be, how large a file an import can read, how many viewers a portfolio may have, how many invitations it may send in a day, and how many changes a portfolio can make in a minute. The ones on what a portfolio holds sit far above what a real one needs, and all of them protect the service rather than price it.

When one of them stops something, the app names the limit and its figure there and then, and says what to do next. The figures can change as running the service requires, so the app, not this page, is where they are stated.

Your data, and how long it is kept

The records, documents and photographs you put into Keepstead are yours. We do not sell them.

Your data is kept until you delete your account, or until the account has gone two years without being used, whichever comes first. A paid plan keeps it while the plan runs, and the two years start when the plan ends. We email you 30 days, 14 days and 7 days before deleting an unused account, and signing in stops it. A full export is available in the app the whole time, on a paid plan or a free one, and whether or not the portfolio is over a limit. It downloads your account, every record in your portfolio, and every file you uploaded, in a machine-readable format.

You can delete your account whenever you want to. That removes the account and every portfolio it is the last member of, with their records and files. A portfolio shared with someone else stays with them, and passes to another member if you were its only owner; the records you added there stay, without your name. Deleted files are kept for up to 30 days, then deleted.

Using it properly

You are responsible for what goes into your portfolio, for the accuracy of it, and for keeping your sign-in details to yourself. Do not use Keepstead to store anything unlawful, and do not try to break, overload or gain access to parts of it that are not yours.

We may suspend or close an account that is being used to do any of those things. Where we do, we will say so and give you the chance to export your data first unless the law stops us.

What Keepstead is not

Keepstead is a record of maintenance you enter. It is not a legal, accounting, tax, insurance or safety-compliance service, and the reminders it sends are reminders rather than advice. Deciding that a statutory inspection is due, and having it done, remains yours.

Availability

Keepstead is provided as it is, without a guaranteed uptime figure. We work to keep it available and to keep your data safe, and there will be interruptions for maintenance and for faults.

Liability

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, and nothing limits the statutory rights you have as a consumer.

Subject to that, our total liability to you for any claim arising out of your use of Keepstead is limited to the amount you paid for the subscription in the twelve months before the claim arose, and we are not liable for lost profit, lost business, or loss arising from a maintenance task not being done.

Changes to these terms

If these terms change, this page changes with it and the date above moves. A change that materially affects a paid subscription takes effect at your next renewal, not during a period you have already paid for, and we will tell you by email before it does.

Ending it from our side

If we ever stop offering Keepstead, we will give you reasonable notice by email, keep the export working throughout, and refund the unused part of any period you have paid for.

Governing law

These terms are governed by the laws of Malta, and the courts of Malta have jurisdiction. If you are a consumer resident elsewhere in the EU or the UK, this does not take away the protection of the mandatory consumer law of the country you live in, or your right to bring a claim there.