Acceptable Use Policy

Acceptable Use Policy Last updated: 18 October 2026

1. About this policy This Acceptable Use Policy explains the rules that apply when accessing or using the ShareGuard website, platform, dealer intelligence services, complaints and aftersales CRM, reporting tools, integrations and related services. ShareGuard is operated by Apexsync Limited, company number 17513909, registered at M60 Office Park, Oak Court, Wynne Avenue, Manchester, United Kingdom, M27 8FF. By accessing or using ShareGuard, you agree to comply with this policy. Organisations must ensure that all users accessing ShareGuard through their account also comply with it.
2. Permitted use ShareGuard may only be used:

• For legitimate and lawful business purposes.
• By authorised brokers, lenders, employees, contractors and other approved users.
• In accordance with the user’s assigned role and permissions.
• To support dealer due diligence, risk assessment, complaint management, aftersales activity, fraud prevention and regulatory compliance.
• In accordance with applicable laws, contractual obligations and professional standards.
• In line with ShareGuard’s Terms and Conditions, Privacy Notice and other applicable policies. Access to ShareGuard does not replace a user’s own legal, regulatory, compliance or commercial checks.

3. Account security Users must:

• Keep usernames, passwords and authentication codes confidential.
• Use individual accounts and never share login details.
• Use multi-factor authentication where required.
• Keep contact information and account details accurate.
• Access ShareGuard only through authorised devices, browsers and networks.
• Immediately report suspected unauthorised access, compromised credentials or security incidents.
• Log out or secure the device when leaving it unattended.
• Only access information necessary for their authorised role. Organisations are responsible for promptly removing or restricting access when a user leaves, changes role or no longer requires access.

4. Accurate and responsible submissions Information entered into ShareGuard must be accurate, relevant and submitted in good faith. Users must:

• Take reasonable steps to verify information before submitting it.
• Clearly distinguish facts from opinions or allegations.
• Provide appropriate evidence when reporting complaints, fraud concerns, dealer conduct or adverse outcomes.
• Correct inaccurate information without undue delay.
• Avoid misleading, incomplete, exaggerated or malicious reports.
• Use professional and objective language.
• Only upload information they are legally permitted to process and share.
• Avoid entering unnecessary personal or special-category information.
• Comply with applicable confidentiality and data-protection obligations. Users must not use ShareGuard to punish, threaten, embarrass or unfairly damage a customer, dealer, broker, lender, employee or other party.

5. Prohibited activities Users must not:

• Access or attempt to access accounts, records or areas for which they do not have permission.
• Share accounts, passwords, security codes or authentication links.
• Impersonate another person or organisation.
• Submit information known to be false, misleading, defamatory, fraudulent or malicious.
• Create false complaints, fraud alerts, dealer records or supporting evidence.
• Alter, conceal or destroy evidence improperly.
• Upload forged, manipulated or unlawfully obtained documents.
• Use ShareGuard for harassment, discrimination, retaliation or unlawful profiling.
• Scrape, harvest, copy, download or extract platform data in bulk without written permission.
• Build or assist in building a competing database using ShareGuard data.
• Sell, license, disclose or commercially exploit ShareGuard data without authorisation.
• Introduce malware, viruses, ransomware or other harmful code.
• Probe, scan, test or attempt to bypass platform security.
• Interfere with the platform’s operation, performance or availability.
• Reverse engineer, decompile or copy any part of the platform except where the law expressly permits it.
• Use automated bots, scripts or tools unless expressly approved by ShareGuard.
• Use information obtained through ShareGuard for unlawful marketing or unsolicited communications.
• Upload content that infringes intellectual-property, privacy, confidentiality or other legal rights.
• Use the platform in a way that breaches applicable law, regulation or an FCA requirement.
• Attempt to identify, expose or retaliate against a person who has made a protected or confidential report.
• Allow an unauthorised third party to view or use platform information.

6. Personal and confidential information Users must handle all personal, commercially sensitive and confidential information responsibly. Personal information must only be accessed, entered, viewed, shared or exported where there is a valid business need and an appropriate lawful basis. Users must not:

• Search for individuals out of personal curiosity.
• Access cases unrelated to their role.
• Download or retain information longer than necessary.
• Share customer or case information through unapproved channels.
• Upload excessive or irrelevant personal information.
• Store exported information on unsecured devices or personal accounts. Any suspected personal-data breach must be reported immediately to the user’s organisation and ShareGuard.

7. Complaints and aftersales CRM When using the complaints and aftersales CRM, users must:

• Record complaints promptly and accurately.
• Maintain a clear audit trail of actions, decisions and communications.
• Record acknowledgement and response dates.
• Monitor applicable complaint deadlines and service levels.
• Upload relevant documents and evidence securely.
• Restrict access to users who require it.
• Treat customers fairly and consider vulnerability or additional support needs.
• Avoid deleting or changing records to conceal an error or missed deadline.
• Follow their organisation’s complaint-handling procedures and applicable FCA requirements. ShareGuard provides tools to support complaint management, but each subscribing organisation remains responsible for its own regulatory compliance and complaint outcomes.

8. Dealer intelligence and risk information Dealer scores, flags, reports, complaints and intelligence must be used responsibly and as part of a wider assessment. Users must not:

• Treat an automated score or flag as conclusive proof of misconduct.
• Make a material decision without reviewing relevant evidence and context.
• Submit adverse information without a reasonable factual basis.
• Coordinate unfairly to exclude or damage a dealer.
• Present opinions or unverified allegations as established facts.
• Ignore corrections, disputes or updated information.
• Disclose confidential platform intelligence to unauthorised parties. Where appropriate, affected organisations should be given a reasonable opportunity to provide information, challenge inaccuracies or request a correction.

9. Fraud warnings and evidence Fraud indicators and alerts must be treated as confidential risk information. Users must:

• Submit fraud concerns only where there is a genuine and reasonable basis.
• Include available supporting evidence.
• Avoid describing an individual or organisation as fraudulent unless this has been properly established.
• Escalate concerns through appropriate internal, legal or regulatory channels.
• Preserve the integrity and confidentiality of evidence.
• Comply with applicable data-protection, financial-crime and reporting requirements. ShareGuard information must not be used to conduct unauthorised surveillance or unlawful identity checks.

10. Third-party data and integrations ShareGuard may display or process information obtained from external services such as Companies House, the FCA Register, credit-reference providers, vehicle-data services and other authorised sources. Users must:

• Comply with any terms applying to third-party data.
• Observe licensing, usage and redistribution restrictions.
• Not assume third-party information is complete or error-free.
• Carry out further checks where a decision requires current or verified information.
• Not attempt to access a third-party service through ShareGuard beyond their authorised permissions. The availability and accuracy of external information may depend on the relevant provider.

11. Intellectual property ShareGuard and its associated software, design, scoring methods, databases, reports, branding and content are owned by or licensed to Apexsync Limited. Users receive a limited right to use the platform for authorised business purposes. No ownership rights are transferred. Users must not copy, reproduce, adapt, publish, distribute or commercially exploit ShareGuard materials unless permitted by contract or approved in writing.
12. Monitoring and audit To protect users, maintain security and investigate misuse, ShareGuard may record and review:

• Login and authentication activity.
• Searches and record views.
• Data entries and changes.
• Downloads, exports and document access.
• Administrative actions.
• Integration and API activity.
• Security events and suspected policy breaches. Monitoring will be conducted for legitimate purposes and in accordance with applicable data-protection law and the ShareGuard Privacy Notice.

13. Reporting concerns Suspected misuse, inaccurate information, security incidents or breaches of this policy should be reported as soon as possible to: Email: sales@shareguard.uk Address: Apexsync Limited, M60 Office Park, Oak Court, Wynne Avenue, Manchester, United Kingdom, M27 8FF Reports should include sufficient information to allow the matter to be investigated, but users should not send sensitive information through insecure channels.
14. Suspension and enforcement Where ShareGuard reasonably suspects misuse, fraud, unlawful activity or a security risk, it may:

• Restrict or suspend an individual user’s access.
• Restrict or suspend an organisation’s account.
• Require a password reset or additional identity verification.
• Preserve relevant records and audit logs.
• Remove, restrict or label disputed content.
• Request further information or supporting evidence.
• Notify the subscribing organisation.
• Report matters to regulators, law-enforcement bodies or other authorities where required or legally permitted.
• Terminate access in accordance with the applicable agreement. Where appropriate, ShareGuard will consider the nature, severity, evidence and risk associated with the suspected breach before deciding what action to take.

15. Changes to this policy ShareGuard may update this policy to reflect changes to the platform, applicable law, security requirements or business operations. The latest version will be made available through the website or platform. Material changes may also be communicated directly to affected organisations or users.
16. Contact Questions about this policy should be sent to: Apexsync Limited Company number: 17513909 M60 Office Park, Oak Court Wynne Avenue Manchester United Kingdom M27 8FF
    Email: sales@shareguard.uk