1. Introduction and Acceptance

These Terms of Service ("Terms") govern your access to and use of the Rent Logger platform at rentlogger.co.uk (the "Platform"), operated by Rent Logger ("we", "our", "us").

By creating an account, accessing, or using the Platform, you confirm that you have read, understood, and agree to be bound by these Terms. If you do not agree to these Terms, you must not use the Platform.

These Terms constitute a legally binding agreement between you and Rent Logger, governed by the laws of England and Wales.

2. Definitions

"User" means any individual or entity that registers for or accesses the Platform, including Managers, Staff, and Contractors.
"Manager" means a landlord or portfolio owner who holds a primary account on the Platform.
"Staff" means individuals invited by a Manager to access their portfolio with delegated permissions.
"Tenant" means an individual whose data is managed within the Platform by a Manager.
"Contractor" means a third-party service provider who accesses the Platform via the contractor portal.
"Content" means all data, text, images, documents, and other materials uploaded to or generated within the Platform.
"Services" means all features, tools, and functionality provided through the Platform.

3. Eligibility

You must be at least 18 years of age and have the legal capacity to enter into a binding contract to use the Platform. By registering, you represent and warrant that:

You are at least 18 years old
You have the authority to agree to these Terms (including on behalf of a company, partnership, or other entity if applicable)
Your use of the Platform will comply with all applicable UK laws and regulations

4. Account Registration and Security

4.1 Account Creation

Access to the Platform requires an account. Accounts are created through an invitation or registration process. You agree to provide accurate, current, and complete information during registration.

4.2 Account Security

You are responsible for:

Maintaining the confidentiality of your login credentials
All activity that occurs under your account
Notifying us immediately if you become aware of any unauthorised access to your account
Using a strong, unique password and enabling two-factor authentication where available

We reserve the right to suspend or terminate accounts where we reasonably suspect unauthorised access or misuse.

4.3 Staff Accounts

Managers are responsible for the accounts of any Staff they invite to the Platform. Managers must ensure that Staff members comply with these Terms and that access permissions are appropriately configured and reviewed.

5. Use of the Platform

5.1 Permitted Use

The Platform is provided for the purpose of managing residential and commercial property portfolios, including but not limited to:

Managing property, tenant, and tenancy records
Tracking certificates, compliance, and maintenance
Generating and managing invoices
Communicating with tenants and contractors
Integrating with third-party services (e.g. Xero)

5.2 Prohibited Use

You must not:

Use the Platform for any unlawful purpose or in violation of any applicable law or regulation
Upload or transmit any malicious software, viruses, or harmful code
Attempt to gain unauthorised access to any part of the Platform, other accounts, or our systems
Use the Platform to harass, abuse, or harm any individual
Reverse engineer, decompile, or disassemble any part of the Platform
Scrape, data mine, or use automated tools to extract data from the Platform
Resell, sublicense, or commercially exploit the Platform without our written consent
Interfere with or disrupt the integrity or performance of the Platform
Use the Platform to send unsolicited bulk communications (spam)
Misrepresent your identity or impersonate another person or entity

6. Your Content and Data

6.1 Ownership

You retain ownership of all Content you upload to the Platform. By uploading Content, you grant us a limited, non-exclusive licence to store, process, and display that Content solely for the purpose of providing the Services to you.

6.2 Your Responsibilities

You are solely responsible for:

The accuracy, legality, and appropriateness of all Content you upload
Ensuring you have all necessary rights, permissions, and consents to upload and process the Content (including personal data of tenants, guarantors, and contractors)
Complying with the UK GDPR, Data Protection Act 2018, and all other applicable data protection legislation when using the Platform to process personal data
Maintaining your own backups of critical data

6.3 Data Controller Obligations

Where you use the Platform to process personal data of tenants, guarantors, contractors, or other individuals, you act as the data controller for that data. As data controller, you are responsible for:

Having a lawful basis for processing under UK GDPR
Providing appropriate privacy notices to data subjects
Responding to data subject access requests
Ensuring data accuracy and implementing appropriate retention periods
Reporting data breaches to the Information Commissioner's Office where required

Rent Logger acts as a data processor on your behalf for this data, processing it only in accordance with your instructions and these Terms. Our processing activities are described in our Privacy Policy.

7. Third-Party Integrations

The Platform may integrate with third-party services including Xero, WhatsApp (Meta), and Twilio. Your use of these integrations is subject to the relevant third party's own terms and conditions. We are not responsible for the availability, accuracy, or conduct of any third-party service.

By enabling a third-party integration, you authorise us to transmit relevant data to that service on your behalf. You are responsible for maintaining the security of any third-party credentials and for reviewing the terms of those services.

8. Fees and Payment

8.1 Subscription Plans

Access to the Platform may be subject to subscription fees as set out on our Pricing page. We reserve the right to change our pricing at any time, with reasonable notice to existing subscribers.

8.2 Payment Terms

Where applicable, fees are payable in advance on a monthly or annual basis. All fees are stated in pounds sterling (GBP) and are exclusive of VAT unless otherwise stated. Late payments may result in suspension of access to the Platform.

8.3 Refunds

Refunds are provided at our discretion. If you cancel your subscription, you will retain access until the end of your current billing period. No partial refunds are provided for unused portions of a billing period unless required by law.

9. Intellectual Property

9.1 Our Intellectual Property

The Platform, including its design, code, features, branding, logos, documentation, and all related intellectual property, is owned by Rent Logger and is protected by copyright, trademark, and other intellectual property laws of England and Wales and international treaties.

Nothing in these Terms grants you any right, title, or interest in our intellectual property, except the limited right to use the Platform in accordance with these Terms.

9.2 Feedback

If you provide us with feedback, suggestions, or ideas regarding the Platform, you grant us an unrestricted, irrevocable, royalty-free licence to use, modify, and incorporate such feedback into the Platform without any obligation to you.

10. Limitation of Liability

10.1 Platform Provided "As Is"

The Platform is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, we make no warranties or representations, express or implied, regarding the Platform, including but not limited to:

That the Platform will be uninterrupted, error-free, or secure
That any defects will be corrected
That the Platform will meet your specific requirements
The accuracy or reliability of any information obtained through the Platform

10.2 Limitation of Liability

To the maximum extent permitted by applicable law:

We shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, revenue, data, goodwill, or business opportunity, however caused and whether arising under contract, tort (including negligence), strict liability, or any other legal theory
Our total aggregate liability to you for all claims arising out of or relating to these Terms or the Platform shall not exceed the total fees paid by you to us in the twelve (12) months preceding the claim
We shall not be liable for any loss or damage arising from your failure to maintain adequate security of your account credentials
We shall not be liable for any loss, corruption, or unauthorised access to your Content, except to the extent caused by our gross negligence or wilful misconduct

10.3 No Liability for Third-Party Services

We shall not be liable for any loss or damage arising from the use of, or inability to use, any third-party service integrated with the Platform, including Xero, WhatsApp, Twilio, or any email service provider.

10.4 Statutory Rights

Nothing in these Terms excludes or limits our liability for:

Death or personal injury caused by our negligence
Fraud or fraudulent misrepresentation
Any other liability that cannot be excluded or limited under applicable law

11. Indemnification

You agree to indemnify, defend, and hold harmless Rent Logger, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or relating to:

Your use of the Platform
Your breach of these Terms
Your violation of any applicable law or regulation
Your Content or any data you upload, process, or transmit through the Platform
Any claim that your use of the Platform infringes the rights of a third party
Your failure to comply with your data protection obligations as a data controller

12. Suspension and Termination

12.1 Termination by You

You may close your account at any time by contacting us at hello@rentlogger.co.uk. Upon closure, your access to the Platform will cease. We may retain certain data as required by law or for legitimate business purposes as described in our Privacy Policy.

12.2 Suspension or Termination by Us

We may suspend or terminate your access to the Platform immediately, without prior notice, if:

You breach any provision of these Terms
We reasonably suspect fraudulent, abusive, or unlawful activity on your account
You fail to pay applicable fees when due
Continued provision of the Services would be impractical or unlawful
We discontinue the Platform (with reasonable notice where possible)

12.3 Effect of Termination

Upon termination:

Your right to access the Platform ceases immediately
We may delete your Content after a reasonable retention period (typically 30 days), unless we are required by law to retain it
Any provisions of these Terms that by their nature should survive termination will continue in force, including Sections 6, 9, 10, 11, and 15

13. Service Availability and Modifications

13.1 Availability

We aim to maintain the Platform's availability but do not guarantee uninterrupted access. We may perform scheduled maintenance, and the Platform may be temporarily unavailable due to factors beyond our control. We shall not be liable for any downtime or service interruptions.

13.2 Modifications

We reserve the right to modify, update, or discontinue any feature or aspect of the Platform at any time. Where changes materially affect your use, we will provide reasonable notice. Continued use of the Platform after changes constitutes acceptance of those changes.

14. Communications

By using the Platform, you consent to receiving electronic communications from us, including service-related emails, system notifications, and security alerts. These communications are considered part of the Services and are not marketing communications.

Where the Platform is used to send communications to tenants or contractors on your behalf (via email, SMS, or WhatsApp), you are solely responsible for ensuring that such communications comply with applicable laws, including the Privacy and Electronic Communications Regulations 2003 (PECR).

15. General Provisions

15.1 Governing Law and Jurisdiction

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15.2 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and Rent Logger regarding the use of the Platform and supersede all prior agreements, representations, and understandings.

15.3 Severability

If any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, that provision shall be enforced to the maximum extent permissible, and the remaining provisions shall continue in full force and effect.

15.4 Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision. Any waiver must be in writing and signed by an authorised representative of Rent Logger.

15.5 Assignment

You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations under these Terms without restriction.

15.6 Force Majeure

We shall not be liable for any failure or delay in performing our obligations under these Terms where such failure or delay results from circumstances beyond our reasonable control, including but not limited to natural disasters, acts of government, power failures, internet outages, cyberattacks, pandemics, or industrial disputes.

15.7 Notices

Notices to us should be sent to hello@rentlogger.co.uk. Notices to you will be sent to the email address associated with your account or displayed within the Platform.

16. Changes to These Terms

We may update these Terms from time to time. We will notify registered users of material changes via email or through the Platform at least 30 days before the changes take effect. Your continued use of the Platform after changes become effective constitutes your acceptance of the updated Terms. If you do not agree to the updated Terms, you must stop using the Platform and close your account.

17. Contact Us

If you have any questions about these Terms, please contact us:

Email: hello@rentlogger.co.uk
Website: rentlogger.co.uk/contact