Partner Terms

These terms govern access to and use of EstateHQ’s partner programme by independent firms (“Partner”). They sit alongside the consumer Terms of service and are written in plain English.

1. Who this covers

These terms apply to any organisation that requests, is granted, or holds access to the EstateHQ partner platform — funeral homes, solicitors, accountants and similar firms — and to that organisation’s authorised staff.

2. EstateHQ’s service status

EstateHQ Tech Ltd (Companies House 17239216; ICO ZC155686) is a technology platform. EstateHQ is not a firm of solicitors, is not regulated by the SRA, and does not provide legal advice or carry out reserved legal activities. EstateHQ’s outputs are information and tools that help executors and their advisers run an estate. See How EstateHQ works.

3. Partner responsibilities

The Partner is an independent firm and is solely responsible for:

• Its own conduct, the conduct of its staff, and compliance with the laws and regulatory regimes that apply to it (for example: SRA Standards and Regulations for solicitors; ICAEW or ACCA codes for accountants; NAFD/SAIF codes for funeral homes; and others).
• The accuracy of the registration details it provides to EstateHQ for verification.
• The way it uses the EstateHQ platform with the families it serves.
• The training and supervision of its users on the platform, including its own administrator(s).

4. Vetting, suspension, termination

EstateHQ verifies registration details at the point a Partner organisation is created (for example, Companies House number, ICO number, regulator registration). EstateHQ may suspend or terminate a Partner organisation’s access if these terms are breached, if details are inaccurate or change without notice, or where suspension is required to protect a family using the platform.

Honest statement of suspension effects: while suspended, the Partner organisation’s admin and staff lose access to the partner workspace and to estates set up by the organisation. Families continue to access their own estates without interruption — the family’s history is theirs. Recovery is available through our self-service recovery flow described in the platform.

5. Data-protection terms (controller / controller)

The Partner and EstateHQ each act as independent data controllers for their own processing of personal data on the platform. This section is the data-protection schedule between us.

• Purpose limitation. Partner staff may access estate data only to provide services to the family that engaged them, within the scope of the Letter of Authority signed by the executor. No marketing use, no profiling, no resale.
• Security. The Partner will use appropriate technical and organisational measures to protect the personal data it accesses or downloads from the platform.
• Breach notification. If the Partner becomes aware of an actual or suspected personal-data breach affecting EstateHQ data, the Partner will notify EstateHQ without undue delay and in any event within 48 hours of becoming aware, and will cooperate in good faith with notification and remediation.
• Subject-rights cooperation. Each party will assist the other in responding to data-subject requests where this is reasonably required.
• No re-use of family data. Partner staff may not use family data accessed on the platform for any purpose beyond the engagement, including no use for cross-selling other products or services outside the estate matter.

Each party remains responsible for its own ICO registration and for responding to the regulator about its own processing.

6. Acceptable use; no fund handling

The Partner agrees not to misuse the platform. In particular:

• Estate funds are not held on EstateHQ. Estate money flows through executor-controlled bank accounts and (where applicable) the Partner’s own client account. EstateHQ does not handle, hold, or transmit estate funds.
• The Partner will provide accurate application details and keep them current.
• The Partner will not attempt to read estate data outside its own organisation, or otherwise circumvent platform access controls.

7. Family data on the platform

Families remain in control of their estate. Letters of Authority are signed by the executor and define the scope of any third-party notifications. The Partner’s access to a family estate begins when the family or the platform makes that family’s estate available to the Partner organisation, and ends if the family removes the Partner or the organisation’s access is suspended.

8. Commercial terms and referrals

8.1 The split. When a family that the Partner introduces to EstateHQ goes on to pay for EstateHQ’s service, EstateHQ pays the introducing Partner 40% and keeps 60%. This split is flat: it does not increase or decrease with the number of referrals, and there is no minimum volume or threshold to qualify.

8.2 What the 40% is calculated on. The Partner’s share is 40% of the fee the family pays for EstateHQ’s service. It is not reduced by EstateHQ’s payment-processing or other costs, which EstateHQ bears.

8.3 When a share is earned, and when it is paid. A share is recorded as soon as the family’s payment completes. It becomes payable 14 days after that payment — a short window that allows for cancellations, refunds and chargebacks. EstateHQ then settles payable shares to the Partner’s nominated bank account through its regular payout process. All amounts are in pounds sterling.

8.4 Refunds and reversals. A share is only owed on a payment that completes and is not reversed. If the family’s payment is later refunded, charged back or otherwise reversed, the related share is reversed and nothing is owed on it.

8.5 No platform fee; no fund-handling. EstateHQ charges the Partner nothing to take part; the 40/60 split is the whole of the commercial arrangement in both directions. The Partner never holds or handles family money (see section 6): the family pays EstateHQ directly, and EstateHQ pays the Partner’s share separately.

8.6 Regulated partners. The commercial split is the same for every Partner type. A Partner’s general duty to comply with its own regulator’s rules is set out in section 3. For referrals specifically, a regulated Partner — in particular a solicitors’ firm — must disclose this arrangement to its client where its regulator requires (for solicitors, the SRA Code of Conduct for Firms, paragraph 5.1). These Terms serve as the written referral record those rules require.

9. Fair liability terms

Neither party excludes liability for fraud, fraudulent misrepresentation, or death or personal injury caused by its negligence. Subject to that, each party’s total liability to the other under these Partner Terms is limited, in respect of any 12-month period, to the greater of (a) the fees paid or payable between the parties in that period, and (b) £1,000. Neither party is liable for indirect or consequential loss that was not reasonably foreseeable.

10. Changes to these terms

EstateHQ may update these Partner Terms. Material changes will be notified to the Partner’s administrator at least 30 days before they take effect. Continued use of the platform after the effective date constitutes acceptance.

11. Governing law and disputes

Governed by the laws of England & Wales. The courts of England & Wales have exclusive jurisdiction.

12. Contact

EstateHQ Tech Ltd · hello@estatehq.io

Version 1.0 · 12 June 2026.