Terms of Service (User Agreement)

Version 0.5 (2026-08-31).

These Terms govern access to and use of the Property Passport application (the "Service") operated by Kiyo Tech Engineering (Business Registration No. 002351051-P) of 109, Jalan BRP 7/3A, Bukit Rahman Putra, 47000 Sungai Buloh, Selangor ("we", "us", "our", the "Operator"). By ticking the acceptance boxes and using the Service, you agree to these Terms, the Privacy Notice, the Disclaimer, and the Listing Authority Agreement (together, the "Agreement"). If you do not agree, do not register or use the Service.

The Service is a property-management tool with no public listing surface. Anyone may register an account; access to any property record is by invitation only, and an invitation is accepted with a registered account. It has no public advertising or public property-search surface.

1. Eligibility and accounts

You must be at least 18 and able to enter a contract under Malaysian law. You must provide accurate information, protect your credentials, and promptly update account information that changes. The Service supports four roles: admin, owner, agent, and tenant. A role controls application permissions only; it does not prove legal ownership, agency appointment, or authority over a property.

2. Membership and invitations

Property access is granted by invitation. An invitation is addressed to a specific email address. Invitations may remain in the system after an account closes so the invitation history and any later valid invitation to that address remain traceable. Once accepted, a membership binds to that account and does not transfer to another account, even if a person later uses the same email address.

Each joined member has their own copy or view of the property record for their work. Removing a property from one member's dashboard is not deletion of another member's copy, the shared history, or records the Operator must retain.

3. Private property information

The Service is a private workspace. Uploaded title, land-tax, assessment-tax, and similar ownership or tax documents may be read, uploaded, and deleted by the property owner, an agent the owner has granted editing rights, and admins. The owner may also disclose them, and the tenancy agreement, through a share link by ticking Include private documents. Joined owners, tenants, and agents may read shared media and floor plans. Users must not copy, disclose, or use private material outside the property purpose for which access was granted.

4. Identity and contact information

IC and company numbers are normalised and stored as a one-way hash for exact-match checks and search. The number itself is also stored so that administrators can read it in full for operating, supporting, and securing the Service. It is not shown to other users, and your own account page shows only its first six characters. Closing your account deletes the stored number. Contact numbers are stored as digits only, including the country code. Users must not attempt to reverse, infer, scrape, or misuse another person's data.

5. Property and tenancy records

The Service helps users create and manage property, membership, tenancy, and rent reminder records. Information in the Service is supplied by users and may differ from signed documents or real-world facts. A Service record is not a tenancy agreement, title, valuation, professional opinion, or evidence that a person has authority. Executed documents and applicable law govern.

Users are responsible for accurate, lawful content and for correcting errors. The Operator may restrict access, preserve evidence, or remove unlawful or abusive content.

Any decision you take in reliance on information in the Service is your own, and is taken at your own risk. Clause 4 of the Disclaimer sets out what to check before relying on it.

6. Notifications and automated jobs

The Service may send in-app or email notifications about membership changes, invitation decisions, account closures, rent payment reminders, and tenancy renewal reminders. Daily automated jobs process these reminders. Rent-payment and tenancy- renewal reminders have opt-out checkboxes for each tenancy. Delivery is not guaranteed; users remain responsible for their own deadlines and communications.

7. Listing authority and professional status

You may add property information only where you are the owner or have the necessary permission. Agents must comply with applicable Malaysian professional and licensing requirements. The Operator is a technology provider, not an estate agent, valuer, property manager, negotiator, financier, lawyer, or investment adviser, and is not a party to dealings between users.

8. Acceptable use

You must not upload unlawful, fraudulent, misleading, defamatory, infringing, or malicious material; impersonate another person; misuse invitations; or bypass access controls. You must not use automated scraping or indexing tools, carry out bulk extraction, build databases from Service data, interfere with or overload the Service, introduce viruses or other malicious code, scrape private data, or use the Service for a purpose unrelated to legitimate property administration.

The Service is for genuine property administration only. Without limiting the above, and by way of example only, you must not:

• create property records that are fictitious, duplicated, automated, or made for

any purpose other than managing a real property, or otherwise use the Service to spam it or to consume storage or other resources beyond genuine use;

• upload or store any content that is not property information, including but not

limited to pornographic, sexually explicit, obscene, violent, abusive, harassing, hateful, racist, or otherwise discriminatory material, and content that promotes or depicts unlawful acts;

• use the Service, its records, its invitations, or its notifications to carry out

or prepare any scheme the Operator considers deceptive or suspicious, including but not limited to a scam, fraud, phishing, or money laundering, or to advertise or solicit anything unrelated to a property under your management.

9. Intellectual property

The Service, including its software, design, and branding, belongs to the Operator or its licensors and is protected by applicable intellectual-property laws. While your account is open, the Operator gives you a personal, limited, non-transferable right to use the Service for its property-management purpose. You must not copy, resell, commercially exploit, or use the Service to build a competing service.

Your own uploaded content remains yours. Nothing in these Terms transfers ownership of that content to the Operator.

10. User content licence and removal

By uploading content, you grant the Operator a limited licence to host, store, process, back up, and display it within the Service to the people permitted by the Service's rights model. This licence is only for operating, securing, and supporting the Service and is no wider than needed for those purposes.

The Operator may remove or disable content that it reasonably believes is unlawful, infringing, deceptive, or contrary to these Terms. Where appropriate and legally permitted, the Operator may notify the affected user.

11. Indemnity

To the extent permitted by Malaysian law, you indemnify the Operator against claims, losses, liabilities, and reasonable costs arising from your content or your breach of these Terms. This clause does not apply to the extent a claim was caused by the Operator's own unlawful act or omission.

12. Account closure

Eligible users may close their account through the self-service closure flow. Closure frees the email address immediately for re-registration, clears contact details, and prevents the closed account from signing in. The profile name is retained for record traceability. Memberships do not transfer to a later account registered with the same email.

Closed-account profile records, and the property records that account held, are removed three months after closure. The same period applies to an account we suspend; if the suspension is lifted within it, the account and its properties are restored. Admins may view a closure register until that removal. Closure audit entries survive the profile purge and retain the name and email snapshot needed to explain the historic event. Closing an account does not delete property records, audit logs, or records that other participants control or rely on.

13. Retention

Property records, membership and invitation history, and audit logs may persist where needed for the Service, traceability, security, disputes, or legal obligations. Account-profile purging follows clause 12. Closure audit entries survive that purge. See the Privacy Notice for further details.

14. Planned features — not active

The following are product plans, not current Service capabilities or commitments:

• rent-receipt tracking through a banking gateway;
• Telegram contact verification; and
• multiple tenancies for one property.

We may change, delay, or cancel planned features. Any feature introduced later will be subject to appropriate notices, consent, access controls, and updated terms.

15. Availability and liability

Use of the Service is entirely voluntary. Nobody is required to use it, and you choose whether to create an account and whether to store any property record, document, or photograph in it. The Service is a convenience for storing and organising your own property information; it is not a system of record, an archive, or a backup service, and you remain responsible for keeping your own copies of anything you cannot afford to lose.

The Service is provided on an "as is" and "as available" basis. To the extent allowed by law, we do not guarantee uninterrupted availability, reminder delivery, accuracy of user content, or fitness for a particular purpose. To the extent Malaysian law allows, the Operator is not liable for any loss, corruption, deletion, or inaccessibility of data or content, however caused, including but not limited to loss arising from suspension or termination under clause 16, discontinuation of the Service, infrastructure or provider failure, cyber-attack, or your own act or omission. To the extent Malaysian law allows, the Operator is not liable for indirect or consequential losses. Where liability cannot be excluded, the available remedy is limited to re-supplying the affected Service, so far as Malaysian law permits. Nothing excludes rights or liabilities that Malaysian law does not permit us to exclude.

16. Suspension, termination and discontinuation

The Operator may suspend, restrict, or terminate any account, and may remove or disable any content, at any time and with immediate effect, where the Operator considers that the account or its content breaches these Terms, and in particular where it involves any of the matters in clause 8, including but not limited to spam, fictitious or duplicated property records, excessive use of storage or other resources, content that is not property information, or conduct the Operator considers fraudulent, deceptive, or otherwise suspicious. The grounds listed in these Terms are examples and do not limit the circumstances in which the Operator may act.

That judgement is the Operator's alone. The Operator decides whether these Terms have been breached, is not required to disclose, produce, or explain the evidence or reasoning for its decision, is not required to give prior notice or a warning, and is not required to give an opportunity to correct the matter first. The Operator may act on a single occurrence, on a pattern of behaviour, or on a reasonable suspicion, and may apply the measure to any related account operated by the same person. No compensation is payable for suspension, restriction, termination, or content removal under this clause. Nothing in this clause obliges the Operator to monitor content, and a decision not to act on one occasion does not waive the right to act on another.

The Operator may modify or discontinue the Service or any feature with reasonable notice where practicable. To the extent Malaysian law allows, no compensation is payable for discontinuation of the free Service. If the Service is discontinued, users will have a reasonable window to export their property records using the export features available in the Service at that time. The Service currently exports property records as PDF documents. It does not provide a full structured export of everything stored about a property, and no particular export format is promised.

17. Force majeure and security incidents

The Operator is not liable for failure or delay caused by events beyond reasonable control, including cyber-attacks, infrastructure failure or destruction, provider outages, power or network failures, natural disasters, and government action.

The Service uses reasonable technical safeguards, but no online system can be guaranteed secure. To the extent Malaysian law allows, the Operator is not liable for unauthorized access, or for loss or corruption of data, occurring despite reasonable safeguards.

Users must retain their original documents. The Service stores copies and is not a substitute for keeping originals.

Nothing in this section excludes liability that Malaysian law does not permit excluding, and statutory personal-data duties, including breach notification where required, continue to apply.

18. Changes

We may update the Service and this Agreement. Material changes will be notified in the Service and may require a new acceptance. The current version and date appear at the top of each document.

19. Assignment and business transfer

The Operator may sell, assign, transfer, licence, rent, lease, franchise, or otherwise dispose of this Agreement, the Service, the platform, and the business in whole or in part, including but not limited to a company the Operator forms or a purchaser, licensee, or tenant of the business, with notice to users. From the transfer date, the successor takes over the Operator's rights and duties under these Terms, and becomes the data user responsible for personal data held in the Service, including all obligations under the Personal Data Protection Act 2010. The Operator has no continuing responsibility for personal data or for the Service after that date. Your rights under these Terms continue unchanged against the successor.

Accounts are personal and membership is non-transferable. You may not assign your account or this Agreement to another person.

20. Governing law

This Agreement is governed by Malaysian law and subject to the jurisdiction of the Malaysian courts, without limiting any mandatory consumer right.

21. Contact

Kiyo Tech Engineering — contact@propertypassport.com.my — 109, Jalan BRP 7/3A, Bukit Rahman Putra, 47000 Sungai Buloh, Selangor.