Terms & Conditions

1. Introduction

1.1 Rentalink has developed a software platform for lettings and property-management businesses. The Client wishes to use the Services in its business operations, and Rentalink agrees to provide the Services subject to these Terms & Conditions and the commercial details provided and accepted during the online sign-up process.

1.2 These Terms & Conditions apply to customers entering into the Contract for business purposes, including incorporated companies, LLPs, partnerships and individuals or sole traders acting in the course of a trade, business, craft or profession, including letting agents and landlords operating a lettings business.

1.3 These Terms & Conditions do not apply to individuals using the Services wholly or mainly for personal or non-business purposes. Such individuals are consumers and must enter into the separate Rentalink Consumer Subscription Agreement, which includes the applicable statutory consumer rights.

1.4 The Minimum Term of the Contract is twelve (12) months from the Contract Start Date.

1.5 The first two (2) months of the Minimum Term are provided free of recurring Subscription Fees. This is a pricing concession forming part of the Minimum Term and is not a separate trial or cooling-off period.

1.6 Where data migration is required, Rentalink will use reasonable endeavours to complete the agreed initial migration within up to four (4) weeks during the Free Introductory Period, subject to the agreed scope and the Client providing the required data, information, access and cooperation.

1.7 After the Minimum Term, the Contract will continue on a rolling basis. Either party may terminate the Contract by providing at least sixty (60) days' written notice in accordance with these Terms & Conditions.

1.8 The Client will pay the applicable monthly Platform Fee in advance, together with any Per-Property Fees above the inclusive property volume in arrears and any applicable usage-based or variable-cost charges, in accordance with the pricing selected or confirmed during the online sign-up process and clause 9.

1.9 If a due and undisputed amount remains unpaid, access to the Services will automatically be paused five (5) calendar days after the payment due date until the outstanding amount is paid. Any such suspension does not terminate the Contract or stop the Minimum Term from continuing.

1.10 The Client has no right to terminate the Contract for convenience during the Minimum Term. Termination during the Minimum Term is permitted only where provided for under these Terms & Conditions. After the Minimum Term, the Client may terminate in accordance with the sixty (60) day notice provisions.

1.11 Rentalink may review its Platform Fee and Per-Property Fee once each year with effect from 1 April, subject to the index-linked limits and other protections set out in clause 12.

2. Definitions and Interpretation

2.1 In these Terms & Conditions, the following terms have the following meanings:

• Agreement means this Terms & Conditions, together with the online sign-up details and all Schedules.
• Authorised User means an individual (such as a member of the Client's staff) whom the Client permits to access and use the Services under the Client's account.
• Business Day means a day other than a Saturday, Sunday or public holiday in England.
• Client Data means data, content and materials the Client or its Authorised Users input into, or generate through use of, the Services, including Client Personal Data.
• Client Personal Data means personal data (as defined in Data Protection Law) processed by Rentalink on the Client's behalf under the Services.
• Confidential Information means has the meaning in clause 18.
• Contract Start Date means the date determined under clause 4.
• Contract Term means the Minimum Term together with any subsequent period during which the Contract continues on a rolling basis until terminated under clause 11.
• Minimum Term means the initial committed period of 12 months from the Contract Start Date.
• Data Protection Law means the UK GDPR, the Data Protection Act 2018 and other data-protection legislation applicable in the United Kingdom, as amended or replaced.
• Effective Date means the date the Client accepts these Terms & Conditions during online sign-up, unless the online sign-up details states otherwise.
• Fees means the Subscription Fees and any other charges stated in the online sign-up details.
• Free Introductory Period means the first two months of the Minimum Term, as described in clause 6.
• movr means the verification and trust-signal service operated by movr Ltd, a separate company, integrated with the Platform as described in clause 17.
• Order Form means the ordering document (Schedule 1) recording the commercial particulars agreed between the parties.
• Platform / Services means the subscribed Rentalink software platform, modules, support and related services identified in the online sign-up details.
• Rolling Period means the period (if any) after the Minimum Term during which the Contract continues on a monthly rolling basis until terminated under clause 11.
• Relief Event means an act or omission of the Client, its Authorised Users or its third parties that prevents or delays Rentalink's performance, as described in clause 14.
• Platform Fee means the fixed recurring monthly fee for the subscribed pricing band, which bundles a defined feature set with an inclusive volume of managed properties, as stated in the online sign-up details.
• Per-Property Fee means the fee payable for each managed property above the inclusive volume of the subscribed band in a month, as stated in the online sign-up details.
• Subscription Fees means collectively the Platform Fee and any Per-Property Fee for the Services, as stated in the online sign-up details.

(c) Clause and Schedule headings do not affect interpretation. In a conflict, the order of precedence in clause 3 applies.

(d) The singular includes the plural and vice versa; a reference to "writing" includes email but excludes SMS and instant messaging for the purpose of contractual notices under clause 23.

2. Contract Documents, Order of Precedence and Business-Customer Status

2.1 This Agreement is made between Rentalink Limited ("Rentalink", "Provider", "we", "us") and the business customer identified during online sign-up ("Client", "you"). Each party confirms that the person signing on its behalf has authority to bind it.

3.2 The Contract consists of this Agreement, the online sign-up details, and the Schedules. If there is a conflict: (a) the online sign-up details prevails on commercial particulars; (b) Schedule 2 (Data Processing) prevails on data-protection matters; (c) Schedule 3 (Migration & Onboarding) prevails on migration scope and mechanics; (d) any agreed Service Schedule prevails on service-level particulars; and (e) this Agreement otherwise prevails over the Schedules.

Business customers only

3.3 This edition is for customers contracting for business purposes. By entering into the Contract, the Client confirms it does so wholly or mainly for purposes relating to its trade, business, craft or profession, and not as a consumer. Where the customer is an individual or sole trader, this edition applies only if that person is genuinely acting in the course of a business. An individual taking the Services for personal or non-business purposes is a consumer and must instead be contracted on the Rentalink Consumer Subscription Agreement.

3.4 Rentalink is a technology provider and does not, merely by providing the Platform, act as the Client's letting agent, property manager, solicitor, accountant, tax adviser or other professional adviser.

4. Effective Date, Contract Start Date and Initial 12-Month Term

4.1 The Effective Date is the date the Client accepts these Terms & Conditions during online sign-up unless the online sign-up details states otherwise.

4.2 The Contract Start Date is: (a) where migration is required, the date Rentalink confirms in writing that it has received the complete data, files, credentials, access and information reasonably required to commence the agreed migration; or (b) where no migration is required, the date Rentalink first provisions production access — in each case unless the online sign-up details states otherwise. Rentalink will not unreasonably withhold or delay confirmation that a materially complete migration package has been received.

4.3 If the Client has not supplied the information reasonably required to commence migration within thirty (30) days after the Effective Date, Rentalink may, on at least five (5) Business Days' written notice, either: (i) designate a reasonable Contract Start Date; (ii) suspend onboarding until the information is supplied; or (iii) terminate the Contract. Agreed onboarding, third-party or committed external costs already incurred remain payable.

4.4 The Minimum Term is twelve (12) months from the Contract Start Date. After the Minimum Term the Contract continues on a rolling basis (the Rolling Period) until terminated by either party under clause 11. Within five (5) Business Days after confirming the Contract Start Date, Rentalink will provide written confirmation of the Contract Start Date and the Minimum Term end date. Such confirmation is administrative and does not alter the Contract unless the parties agree in writing.

5. Licence, Acceptable Use and Fair Use

5.1 Subject to payment of the Fees and compliance with the Contract, Rentalink grants the Client a limited, non-exclusive, non-transferable and non-sublicensable right to access and use the subscribed Services for its internal business purposes during the Contract Term, through its Authorised Users.

5.2 The Client must not, and must ensure its Authorised Users do not: (a) copy, modify, resell, sublicense, rent or make the Services available to any third party except as expressly permitted; (b) reverse engineer, decompile or attempt to obtain source code except to the extent this restriction cannot lawfully be imposed; (c) use the Services unlawfully, or to build a competing product or service; (d) introduce malicious code or attempt to compromise the security or integrity of the Platform; or (e) remove proprietary notices.

5.3 Rentalink may suspend an Authorised User or account where it reasonably suspects fraud, unlawful use, a serious security risk or material breach, acting proportionately and, where practicable, with notice.

5.4 Fair use. The Services (and any inclusive volumes, allowances or unmetered features) are provided on the basis of fair and reasonable use consistent with the Client's subscribed band and normal lettings/property-management operations. Rentalink may, acting reasonably and on an objective basis, determine that particular usage materially exceeds the level reasonably anticipated for the relevant Service or feature, or is abnormal or excessive (for example automated bulk activity, or use that imposes a disproportionate load or third-party/variable cost).

5.5 How Rentalink responds to excess use. Where usage materially exceeds fair use, Rentalink will ordinarily first notify the Client and allow a reasonable opportunity to bring usage within fair use, move to a more suitable band, or agree an applicable usage charge under clause 9. Rentalink may suspend or restrict the affected feature without prior notice only where necessary to protect the Platform, other customers, security or a third-party service, or to prevent material uncontrolled cost, and will notify the Client promptly if it does so. Suspension under this clause is a restriction of the affected feature, not termination of the Contract.

5.6 Changes to fair-use levels. Rentalink may set and, on reasonable prior notice, adjust fair-use levels, allowances and thresholds to reflect the reasonable operation and cost of the Services. Rentalink will not reduce a fair-use allowance that is expressly stated in the online sign-up details for the Client's committed band during the Minimum Term without the Client's agreement, except where required by law or to address abuse, security or a material third-party change.

6. Two-Month Free Introductory Period

6.1 The first two (2) months of the Minimum Term are provided free of recurring Subscription Fees (the Free Introductory Period). Rentalink may market this concession as "2 Months Free".

6.2 The Free Introductory Period starts on the Contract Start Date, including where active use has not begun. It does not restart when migration completes and is not a separate cancellable trial or cooling-off period. One-off onboarding, bespoke development, third-party, integration, messaging, payment-processing or other charges identified in the online sign-up details may remain payable during it.

7. Migration, Onboarding and Acceptance

7.1 Rentalink will use reasonable endeavours to complete the agreed initial data migration within up to four (4) weeks from the Contract Start Date, provided the Client supplies complete, accurate, accessible and reasonably usable source data and all necessary cooperation. The agreed scope is in Schedule 3 and/or the online sign-up details. The migration period is included within the Free Introductory Period.

7.2 If migration is delayed by incomplete, late, corrupted, inaccessible or materially changed Client Data, an outgoing provider, missing credentials, Client decisions, repeated replacement datasets or other matters outside Rentalink's reasonable control, Rentalink is not responsible for the resulting delay and the Free Introductory Period will not automatically restart or extend.

7.3 Migration acceptance. The Client will review the migrated data within ten (10) Business Days after Rentalink notifies it that the migration is ready for validation, and will promptly report any Material Migration Error (as defined in Schedule 3). If no Material Migration Error is reported within that period, the migration is treated as accepted, without affecting responsibility for a latent error that could not reasonably have been detected during validation. The Client must maintain source-system access and/or backups until it has reviewed and accepted the migrated data.

8. Paid Subscription

8.1 Recurring Subscription Fees become payable immediately after expiry of the Free Introductory Period and continue for the remaining ten (10) months of the Minimum Term and thereafter for each month of the Rolling Period until the Contract ends.

8.2 The Client's decision not to use the Platform, reduce its portfolio, migrate to another supplier, cancel a payment instruction, change ownership or management, or cease trading does not itself terminate the Contract or remove payment obligations, subject to any express termination right in the Contract or applicable law.

9. Pricing, Fees, Invoicing and Payment

Fee structure

9.1 The Client subscribes to a pricing band. Each band bundles a defined set of features with an inclusive volume of managed properties, in return for a fixed recurring Platform Fee. The subscribed band, its Platform Fee, its inclusive property volume, the Per-Property Fee payable above that volume, the billing frequency and any other charges are stated in the online sign-up details (and may also be published on the Rentalink website from time to time). Prices are exclusive of VAT unless stated otherwise and are payable in pounds sterling.

9.2 Inclusive volume and overage. The Platform Fee covers use of the Services up to the inclusive property volume for the subscribed band. Where the number of managed properties exceeds that inclusive volume in a given month, a Per-Property Fee is payable for each property above the inclusive volume, at the rate stated in the online sign-up details. Unless the online sign-up details states otherwise, the number of properties for a month is the highest number of properties under management on the Platform at any point during that month (the peak count).

Billing and payment in advance

9.3 Payment is due in advance. The Services are provided on a pre-paid basis: the Client pays for a month before that month's use, in the manner normal for subscription software. The Platform Fee is invoiced and payable in advance for each calendar month and grants use of the Services for that month, subject to the Contract.

9.4 Full calendar months and pro-rata. Fees are charged for full calendar months. Where a subscription starts part-way through a calendar month, the Platform Fee for that first partial month is pro-rated for the remainder of the month (calculated on a daily basis for the days from the Contract Start Date to the end of that month), and full calendar-month billing applies from the start of the following month.

9.5 Per-Property Fee billed in arrears. Because overage depends on actual usage during a month, any Per-Property Fee for a month is calculated after the end of that month and invoiced in arrears, ordinarily together with the next month's advance Platform Fee. For the avoidance of doubt, the Platform Fee is always billed in advance and the Per-Property Fee (if any) is billed in arrears for the month to which it relates.

Changes to the subscription

9.6 The Client may upgrade to a higher band during a Contract Term by written agreement, with the revised Platform Fee applying from the effective date of the upgrade (pro-rated for any partial month). A downgrade to a lower band may take effect from the start of the next calendar month after the Minimum Term (or, during the Minimum Term, only if Rentalink agrees in writing). Sustained usage above the inclusive volume may make a higher band more economic; Rentalink may bring this to the Client's attention but is not obliged to, and the Per-Property Fee continues to apply unless and until the Client upgrades. Rentalink will not apply an unreferenced or unpublished Platform Fee or Per-Property Fee during a committed Contract Term.

Variable-cost and usage-based charges

9.7 Usage-based charges for variable-cost features. Some Services, features or optional add-ons involve costs that vary with the Client's usage — for example third-party pass-through charges (such as verification, messaging or referencing) and per-use costs of AI-assisted or agentic features (such as model or token charges incurred by Rentalink to process the Client's requests). Rentalink may make such Services or features available on a usage-based or metered basis and charge the Client a reasonable usage fee for them, in addition to the Platform Fee and any Per-Property Fee.

9.8 How usage charges are introduced and disclosed. Rentalink will disclose the basis of any usage-based charge (for example a per-unit, per-message, per-verification or per-use rate, or a pass-through of a third-party or model cost plus a reasonable handling margin) in the online sign-up details, in-product before the Client enables or uses the relevant feature, and/or on the Rentalink website. A usage-based charge for an optional new feature applies only where the Client chooses to enable or use that feature; Rentalink will not, during the Minimum Term, apply a new usage-based charge to a feature already included in the Client's subscribed band at no additional charge without the Client's agreement. Usage charges accrue as the feature is used and are invoiced in arrears, ordinarily with the next monthly invoice.

9.9 Fair basis and transparency. Usage-based charges will be set on a reasonable basis reflecting the underlying variable cost to Rentalink of providing the feature and a reasonable margin. Where a usage charge is a pass-through of a third-party cost expressly identified as such (for example movr fees under clause 17), it is charged in accordance with that clause. Rentalink will provide reasonable usage information to enable the Client to understand charges incurred, and the Client may set or request reasonable usage controls or caps where the feature supports them.

Disputes, late payment and automatic suspension

9.10 The Client must notify Rentalink of any good-faith dispute over an invoice promptly and, where practicable, within seven (7) days of the invoice date, identifying the amount disputed and the basis. The Client must pay all undisputed amounts when due. The parties will deal with a disputed amount through the dispute-resolution process in clause 29.

9.11 Automatic suspension for non-payment. If an undisputed invoiced amount is not received in full by its due date, access to and use of the Services will be automatically paused five (5) calendar days after the due date, and no access will be provided until the outstanding undisputed amount is paid in full, after which Rentalink will restore access without undue delay. This automatic pause applies to each affected monthly payment. Suspension under this clause is a pause of access only: it does not terminate the Contract, does not shorten the Minimum Term, and does not relieve the Client of Fees and charges that continue to accrue and remain properly due. This clause does not apply to an amount the Client is disputing in good faith in accordance with the paragraph above.

9.12 In addition to the automatic pause, Rentalink may charge interest on overdue undisputed sums, on written notice, at 3% per year above the Bank of England base rate from time to time, from the due date until payment, together with reasonable recovery costs to the extent permitted by law. Failure to pay does not amount to cancellation. All amounts due from the Client are payable in full without set-off, counterclaim, deduction or withholding, except any deduction or withholding required by law or any amount the Client is disputing in good faith under this clause 9.

10. Commitment During the Minimum Term

10.1 The Client commits to the Services for the Minimum Term. Except where the Contract expressly permits termination or applicable law requires otherwise, the Client has no right to terminate the Contract for convenience before the end of the Minimum Term. A purported early cancellation, cessation of use, removal of data, cancellation of Direct Debit, migration to another provider or similar act will not by itself terminate the Contract during the Minimum Term.

10.2 The Client's right to terminate for convenience on notice arises only after the Minimum Term, and operates as set out in clause 11. If the Client repudiates or wrongfully purports to terminate for convenience during the Minimum Term, Rentalink may exercise its contractual and legal remedies, including recovery of sums properly due and/or damages resulting from the breach, subject to applicable law and any duty to mitigate loss. Nothing in this clause limits either party's right to terminate for cause under clause 27.

11. Termination for Convenience on 60 Days' Notice

11.1 At any time after the Minimum Term, either party may terminate the Contract for convenience by giving the other not less than sixty (60) days' prior written notice. The Client may also serve such notice during the Minimum Term, provided the notice does not take effect before the end of the Minimum Term (so that the earliest a convenience termination can take effect is the later of the end of the Minimum Term and 60 days after valid notice is given). Rentalink will not serve convenience notice so as to take effect before the end of the Minimum Term.

11.2 The Client may give notice under this clause by writing to client.services@rentalink.co.uk (or another contractual notice address stated in the online sign-up details or later notified by Rentalink in writing). Rentalink will acknowledge a valid termination notice. A notice must clearly state the intention to terminate and identify the requested termination date. Routine support requests, telephone calls, in-app messages or cancellation of payment instructions do not by themselves constitute valid notice.

11.3 On termination for convenience taking effect, the Client remains liable for Fees and charges properly due up to the effective termination date, including any Per-Property Fee accrued but not yet invoiced. Prepaid Platform Fee for any whole calendar month after the effective termination date is refunded or not charged; the month in which termination takes effect is not itself pro-rated unless the online sign-up details states otherwise. Termination for convenience does not entitle the Client to a refund of the value attributed to the Free Introductory Period.

12. Continuation and Annual Price Review

12.1 Continuation. At the end of the Minimum Term the Contract does not expire; it continues automatically on a rolling monthly basis (the Rolling Period) on the same terms until terminated under clause 11 or clause 27. No further fixed term is imposed and the Client is not re-committed to a new minimum period.

12.2 Annual price review (1 April). Rentalink may increase the Platform Fee and the Per-Property Fee once per year with effect from 1 April, by giving the Client at least thirty (30) days' prior written notice. Each such increase will not exceed the greater of (i) the percentage increase in the UK Consumer Prices Index (CPI) published by the Office for National Statistics for the most recent 12-month period for which figures are available before the notice, and (ii) three per cent (3%), and in any event will not exceed five per cent (5%) in any 12-month period. The first such increase may take effect no earlier than the 1 April falling at least three (3) months after the Contract Start Date.

12.3 Other changes and the Client's protection. A change caused solely by a Client-requested upgrade, increased usage under an agreed band, taxes, or third-party pass-through charges (including movr fees) expressly identified in the online sign-up details is not an annual price review and is not subject to the cap above. If Rentalink proposes any increase greater than the amount permitted by the annual price review, that increase takes effect only if the Client agrees; failing agreement, the existing price continues and either party may exercise its rights under clause 11. During the Rolling Period, a Client who does not wish to accept a notified annual increase may terminate on 60 days' notice under clause 11.

13. Client Responsibilities, Warranties and Undertakings

13.1 The Client represents and undertakes that: (a) it is validly existing and has authority to enter into and perform the Contract; and (b) it holds and will maintain all consents, permissions and lawful bases required for the Client Data and for its own regulated activities.

13.2 The Client will:

• provide timely cooperation, accurate source data, access credentials and configuration information reasonably required to deliver the Services;
• verify migrated data and notify Rentalink promptly of material migration errors;
• keep account credentials secure and manage Authorised User permissions, and remain responsible for acts and omissions of its Authorised Users;
• comply with applicable housing, property, advertising, consumer, data-protection and other laws applicable to its own business, including obligations under the Renters' Rights Act 2025 that fall on it as agent or landlord;
• review compliance reminders, calculations, AI outputs and automated communications before relying on them; and
• maintain appropriate alternative copies/backups of business-critical Client Data.

14. Client Default and Relief Events

14.1 A Relief Event is any act or omission of the Client, its Authorised Users, agents or third parties (including failure to provide cooperation, data, access or decisions, or failure of the Client's own systems) that prevents or delays Rentalink's performance. Where a Relief Event occurs, Rentalink is relieved from responsibility for the resulting delay or non-performance to the extent caused by it, may suspend affected performance until it is remedied, and any timescales are extended accordingly. Rentalink will notify the Client of a Relief Event it is relying on and use reasonable efforts to mitigate its effect.

15. Customer Data and AI Training

15.1 The Client remains responsible for the legality, reliability, integrity, accuracy and quality of Client Data and warrants it has the necessary rights and authority to provide and instruct Rentalink to process it. As between the parties, ownership of Client Data remains with the Client or its licensors. Rentalink may process Client Data only as necessary to provide, secure, support, administer and improve the Services in accordance with the Contract and Data Protection Law, using aggregated or de-identified information where reasonably practicable for analytics, security and service improvement.

15.2 AI training. Rentalink will not use Client Personal Data to train a general-purpose or shared AI model for the benefit of unrelated customers unless the Client has expressly agreed in writing. This does not prevent processing by AI service providers acting as authorised subprocessors to provide a feature to the Client, subject to Schedule 2.

15.3 The Client should retain independent copies of critical data. Rentalink is not responsible for loss or alteration caused by the Client, its users, an outgoing provider or an unrelated third party, except to the extent resulting from Rentalink's breach of the Contract.

16. Data Protection

16.1 Each party will comply with Data Protection Law. For business contact, account administration, security, invoicing and each party's own legal obligations, each may act as an independent controller. Where Rentalink processes Client Personal Data on the Client's documented instructions to provide the Services, the Client acts as controller and Rentalink acts as processor under Schedule 2. If the Client is itself a processor for another controller, Rentalink acts as the relevant subprocessor.

16.2 Special-category data. Where the Services are configured to capture special-category data, Rentalink applies a segregated handling architecture with dedicated access controls, audit and network segregation as described in its security documentation. The Client remains responsible for its lawful basis and applicable condition for any special-category or criminal-offence data it elects to process.

17. Third-Party Services, movr, Integrations and Subcontractors

17.1 The Platform may integrate with portals, payment services, Open Banking providers, referencing providers, e-signature services, communications providers, accounting systems and other third-party services, which may be subject to their own terms, availability and charges where selected or contracted directly by the Client.

17.2 movr. Tenant verification, trust signals and tenant-referencing services may be provided through movr, operated by movr Platform Ltd, a separate company under common founder ownership. Where the Client enables movr features, the movr service (including any tenant referencing) is provided by movr Platform Ltd under movr's own terms, and the movr credential, consent and sharing architecture are governed by those terms. Rentalink consumes movr signals and enables the integration; it does not control the movr service.

17.3 movr fees — straight pass-through, no mark-up. movr's fees are made clearly available to the Client (in the online sign-up details, in-product and/or on the movr or Rentalink website). Any movr fees collected via Rentalink are a straight pass-through at movr's published price with no Rentalink mark-up or margin. Where movr contracts with the Client directly, the Client pays movr directly at movr's published fees. Rentalink does not resell the movr service and gives no warranty as to it beyond enabling the integration in accordance with this Agreement.

17.4 Rentalink is not responsible for a third party's independent acts, omissions, outages, API changes or withdrawal of service where that third party is selected or contracted directly by the Client or the event is otherwise outside Rentalink's reasonable control. Rentalink may use subcontractors and infrastructure providers to deliver the Services and remains responsible for the performance of its contractual obligations. Processing of Client Personal Data by subprocessors is governed by Schedule 2.

18. Confidentiality

18.1 Confidential Information means non-public business, technical, commercial or financial information disclosed by one party to the other, the terms of the Contract, and the negotiations relating to it. Each party will keep the other's Confidential Information confidential and use it only for the Contract.

18.2 The obligations do not apply to information that the receiving party can show: (a) is or becomes public other than through breach; (b) was lawfully known without restriction before disclosure; (c) is lawfully received from a third party without restriction; or (d) is independently developed without use of the other's Confidential Information. A party may disclose to personnel, advisers, insurers, auditors, financiers and subcontractors who need to know and are under confidentiality obligations, and where required by law or a competent authority (with reasonable prior notice where lawful). These obligations continue for five (5) years after termination, except that trade secrets and personal data remain protected for as long as they retain that character or the law requires.

19. Security

19.1 Rentalink will maintain appropriate technical and organisational security measures proportionate to the risks of the Services, including access control, authentication, backups, vulnerability management, incident response and encryption appropriate to the nature of the data and processing. Rentalink will notify the Client without undue delay after becoming aware of a personal-data breach affecting Client Personal Data, in accordance with Schedule 2.

20. AI and Automated Features

20.1 AI-assisted and automated features are tools to assist the Client and may produce incomplete, inaccurate, outdated or non-unique outputs. The Client must apply appropriate human review before sending, publishing, filing or relying on an output, particularly where it may affect an individual. AI-assisted outputs are not legal, financial, tax or other professional advice. No solely automated decision producing legal or similarly significant effects on an individual is made by the Platform without a human decision overlay, consistent with UK GDPR Article 22.

21. Intellectual Property

21.1 All intellectual property rights in Rentalink's Platform, software, source code, APIs, database structures, workflows, documentation, designs, branding, models and technology remain with Rentalink or its licensors. Rentalink reserves all rights not expressly granted.

21.2 To the extent Rentalink provides documentation, templates or generated outputs for the Client's use as part of the Services, Rentalink grants the Client a non-exclusive right to use them for its internal business purposes during the Contract Term and, for exported Client-specific records and outputs, after termination as reasonably required for its business records. No warranty is given that AI-generated content is unique or free from third-party claims in all circumstances.

22. Indemnities

22.1 Rentalink IP indemnity. Rentalink will defend the Client against any third-party claim alleging that the Client's authorised use of the Platform (excluding Client Data and third-party services) infringes that third party's intellectual property rights enforceable in the United Kingdom, and will indemnify the Client against damages, and reasonable legal costs, finally awarded against the Client or agreed by Rentalink in settlement of such a claim.

22.2 IP indemnity exclusions and remedies. The IP indemnity does not apply to a claim arising from: (a) Client Data or materials provided by the Client; (b) modification of the Platform by anyone other than Rentalink or its subcontractors; (c) use of the Platform other than in accordance with the Contract; (d) combination of the Platform with items not supplied by Rentalink where the claim would have been avoided without the combination; or (e) the Client's continued use of an allegedly infringing item after notice to modify or replace it. If the Platform is, or in Rentalink's reasonable opinion is likely to become, the subject of an infringement claim, Rentalink may at its option and expense: (i) procure the right for the Client to continue using the affected item; (ii) modify or replace it so it is non-infringing while materially preserving functionality; or (iii) if neither is reasonably available, terminate the affected Service on notice and refund prepaid Fees for the unused period. This clause states the Client's exclusive remedy, and Rentalink's entire liability, for third-party intellectual-property infringement.

22.3 Client indemnity. The Client will defend and indemnify Rentalink and its affiliates against any third-party claim, and against damages and reasonable legal costs finally awarded or agreed in settlement, to the extent arising from: (a) the Client Data or the Client's instructions for processing it (including any claim that it infringes rights, is unlawful, or was processed without a lawful basis); (b) the Client's breach of the licence and acceptable-use terms (clause 5) or the Client warranties (clause 13); or (c) the Client's unlawful or unauthorised use of the Services.

22.4 Indemnity procedure. The indemnified party will: (a) promptly notify the indemnifying party of the claim (delay does not relieve the indemnifier except to the extent prejudiced); (b) give the indemnifying party sole control of the defence and settlement, except that no settlement imposing a non-indemnified liability, admission of fault, or non-monetary obligation on the indemnified party may be made without its prior written consent (not to be unreasonably withheld); and (c) provide reasonable cooperation at the indemnifying party's expense. The indemnified party may participate with its own counsel at its own cost. The indemnified party will take reasonable steps to mitigate its loss.

23. Service Availability, Support, Changes and Change Control

23.1 Rentalink will use commercially reasonable efforts to provide a reliable service but does not guarantee uninterrupted or error-free availability unless a Service Schedule states otherwise. Planned maintenance, emergency maintenance, security work, internet failures and third-party outages may affect availability. Support is provided per Schedule 5 or the online sign-up details; any target response time is a target for initial response unless expressly stated to be a resolution commitment.

23.2 Rentalink may develop, modify, replace or repackage features and integrations, provided it does not materially remove the core paid functionality of the subscribed Services during a committed Contract Term without reasonable justification or providing substantially equivalent functionality. If it permanently removes material core paid functionality without a substantially equivalent replacement and this materially prejudices the Client, Rentalink will work in good faith to provide a reasonable remedy, which may include an alternative feature, fee adjustment or termination of the materially affected Service.

23.3 Change Control. Either party may request a change to the Services or an SOW. A requested change takes effect only when recorded in writing and signed or confirmed by authorised representatives of both parties (a change note), except that Rentalink may make changes required by law, regulation or security necessity, or that do not materially reduce the Client's rights, without a change note. Until a change is agreed, the parties continue to perform on the existing terms. Chargeable changes are priced per the online sign-up details or rate card.

24. Non-Solicitation of Personnel

24.1 During the Contract Term and for six (6) months after it ends, neither party will knowingly solicit for employment or engagement any employee or contractor of the other who was materially involved in the Services, except through a general recruitment advertisement not specifically targeted at that person, or where the individual approaches that party on their own initiative. This clause is intended to be reasonable and no wider than necessary to protect legitimate interests; if any part is found unenforceable, it applies with the minimum modification needed to be enforceable.

25. Records and Audit

25.1 Each party will keep accurate records sufficient to verify compliance with the Contract and retain them for at least three (3) years after the end of the calendar year to which they relate. On reasonable written notice, and no more than once in any twelve-month period (unless a regulator, breach or reasonable evidence of material non-compliance justifies otherwise), a party may verify the other's compliance through a proportionate review, conducted to minimise disruption and protect the confidentiality and personal data of third parties. Data-protection audit rights are governed by Schedule 2.

25.2 Usage true-up. If a review or Rentalink's usage records show that the number of managed properties or the Client's use of a metered or usage-based feature was under-reported or under-counted, so that the Client underpaid the Platform Fee, any Per-Property Fee or any usage charge, the Client will pay the shortfall (at the rates that applied for the relevant period) within fourteen (14) days of a written statement of the amount. This is without prejudice to Rentalink's other rights, and does not entitle Rentalink to recover the same amount twice.

26. Liability

26.1 Liabilities that cannot be excluded. Nothing in the Contract excludes or limits either party's liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, and (for the Client) the obligation to pay Fees properly due. Nothing in this clause limits a party's liability under the indemnities in clause 22 for amounts payable to a third-party claimant, which are recoverable subject only to the overall financial cap in this clause.

26.2 Excluded losses. Subject to the paragraph above, neither party is liable, whether in contract, tort (including negligence), breach of statutory duty or otherwise, for any: (a) loss of profit, revenue or anticipated savings; (b) loss of business, goodwill or opportunity; (c) loss or corruption of data, except Rentalink's liability for failing to take the security measures required by the Contract; or (d) indirect or consequential loss.

26.3 Financial cap. Subject to the two paragraphs above, each party's total aggregate liability arising out of or in connection with the Contract in any twelve-month period will not exceed the greater of (i) 125% of the total Fees paid or payable by the Client under the Contract in that twelve-month period, and (ii) GBP 25,000. For a period of less than twelve months (including early in the Contract), the fee element is annualised by reference to the then-current monthly Platform Fee. Fees are counted without discounting the Free Introductory Period solely because it is provided free.

26.4 Higher cap for data protection and confidentiality. Notwithstanding the financial cap above, Rentalink's aggregate liability for breach of its obligations under Data Protection Law (clause 16 and Schedule 2) and breach of confidentiality (clause 18) will not exceed the greater of (i) 200% of the total Fees paid or payable in the relevant twelve-month period, and (ii) GBP 50,000, subject always to liabilities that cannot lawfully be limited. This is a single aggregate cap for all such claims and is not additional to the financial cap for other claims.

26.5 Basis of allocation. The Client acknowledges that the Fees reflect the allocation of risk in this clause, that the limits are reasonable given the nature of the Services, and that the Client is responsible for maintaining its own backups and appropriate insurance. Each party will take reasonable steps to mitigate its losses.

27. Suspension and Termination for Cause

27.1 Rentalink may suspend access where reasonably necessary for security, unlawful use or material breach, giving notice and a reasonable chance to remedy where practicable, except where immediate action is reasonably required to protect the Services, Client Data, other customers or to comply with law. Automatic suspension for non-payment of undisputed sums is governed by clause 9 (which applies in addition to this clause).

27.2 Either party may terminate for a material breach incapable of remedy, or which remains unremedied for thirty (30) days after written notice requiring remedy. Rentalink may terminate immediately for fraud, unlawful use, a serious security compromise caused or materially contributed to by the Client, or insolvency, to the extent permitted by law.

27.3 If the Client terminates for Rentalink's uncured material breach, Rentalink will refund recurring Subscription Fees prepaid for the period after the effective termination date. If Rentalink terminates for the Client's uncured material breach, accrued amounts remain due and Rentalink may pursue other sums or damages recoverable under the Contract and applicable law. Termination does not affect accrued rights; clauses intended by their nature to survive will survive.

28. Exit and Data Return

28.1 On effective termination, the Client's right to use the Services ends, except for any limited export access Rentalink expressly provides. Rentalink will make a reasonable standard export of Client Data available where technically available, in commonly usable formats. Unless the online sign-up details or a Service Schedule states otherwise, the Client may request the standard export during the Contract Term and for up to thirty (30) days after effective termination.

28.2 Bespoke migration, transformation, cleansing or assisted extraction may be chargeable. Rentalink may require payment of undisputed overdue sums before chargeable bespoke exit work, but will not withhold a standard export solely because of a disputed invoice where doing so would conflict with Data Protection Law or an express processor obligation. Personal data processed on the Client's behalf will be returned or deleted per Schedule 2 and applicable law; protected backups may remain until overwritten in the normal cycle.

29. Dispute Resolution

29.1 If a dispute arises out of or in connection with the Contract that is not resolved through the ordinary account and billing channels, the parties will first refer it to a senior representative of each party (for the Client, a director or equivalent; for Rentalink, a founder or director), who will attempt in good faith to resolve it within thirty (30) days of referral.

29.2 If they cannot resolve it within that period, the parties will attempt to settle it by mediation in accordance with the CEDR Model Mediation Procedure, with the mediator nominated by CEDR failing agreement, before commencing court proceedings. Nothing in this clause prevents a party from seeking urgent injunctive or interim relief from the courts, or from issuing proceedings where necessary to avoid limitation or preserve a right.

30. General

30.1 Notices

Any notice to terminate, renew, remedy breach or exercise another contractual right must be in writing and sent to the contractual notice email/address in the online sign-up details (or an updated address notified in writing). Notices are treated as received when delivered by hand, on recorded delivery where evidenced, or on the next Business Day after email transmission provided no delivery-failure message is received. This clause does not govern service of court proceedings.

30.2 Assignment

The Client may not assign or transfer the Contract without Rentalink's prior written consent, not unreasonably withheld in connection with a bona fide sale of the Client's business where the assignee can reasonably perform. Rentalink may assign to an affiliate or in connection with a merger, reorganisation, financing or sale of all or substantially all of the relevant business or assets, on written notice, and may subcontract while remaining responsible for its obligations.

30.3 Force Majeure

Neither party is liable for delay or failure caused by events beyond its reasonable control (excluding the Client's obligation to pay amounts due). A party affected will notify the other and mitigate. If a force-majeure event prevents a material part of the Services for more than sixty (60) consecutive days, either party may terminate the materially affected Services on written notice.

30.4 Variation, Entire Agreement, Waiver, Severance and Governing Law

Variation. A variation is effective only if in writing and agreed by authorised representatives of both parties, or made under the Change Control process, except changes Rentalink may make under clause 23.

Entire Agreement. The Contract is the entire agreement concerning the Services and supersedes prior proposals, discussions and representations; neither party relies on a statement not set out in it, without limiting liability for fraud.

Waiver / Severance / Relationship / Third Parties. Delay in exercising a right is not a waiver; invalid provisions are severed or modified to the minimum extent necessary; the parties are independent contractors; no third party has rights under the Contracts (Rights of Third Parties) Act 1999 unless expressly stated.

Electronic acceptance through the Rentalink sign-up process is permitted and is intended to bind the parties.

Governing law: England and Wales, with the exclusive jurisdiction of its courts, subject to clause 29.

Schedule 1. Online Sign-Up Details

The following information and commercial particulars are captured or confirmed during the Rentalink online sign-up process and form part of the Contract:

• Client legal name: as provided or confirmed by the Client during online sign-up.
• Legal form: Company / LLP / Partnership / Sole trader (business).
• Company / registration number: as provided or confirmed by the Client during online sign-up.
• Registered / business address: as provided or confirmed by the Client during online sign-up.
• Primary contact: as provided or confirmed by the Client during online sign-up.
• Billing email: as provided or confirmed by the Client during online sign-up.
• Contractual notice email/address: as provided or confirmed by the Client during online sign-up.
• Business-purpose confirmation: Client confirms it contracts for business purposes (clause 3).
• Effective Date: Date of last signature, unless otherwise stated.
• Contract Start Date: To be confirmed by Rentalink under clause 4.
• Minimum Term: 12 months from Contract Start Date.
• After Minimum Term: Rolling; either party may terminate on 60 days' written notice (clause 11).
• Free Introductory Period: First 2 months of the Minimum Term.
• Migration target: Up to 4 weeks within the free period (Schedule 3).
• Subscription plan / band: Essential / Professional / Enterprise (or as listed).
• Inclusive property volume (band): Up to ____ managed properties included.
• Monthly Platform Fee: £ ____ per calendar month (in advance).
• Per-Property Fee (above inclusive volume): £ ____ per property per month (billed in arrears).
• Property count basis: Peak count during the month, unless stated otherwise here: ______
• Minimum recurring fee: £ (if applicable).
• Onboarding / setup fee: £ / Included.
• Migration fee: £ / Included.
• Billing frequency: Monthly (Platform Fee in advance; Per-Property Fee in arrears).
• Part-month start: First partial month pro-rated on a daily basis.
• Invoice due date: ____ days from invoice date.
• Automatic suspension: Undisputed amounts unpaid: access paused 5 calendar days after due date until paid.
• Overage pricing / rate-card reference: as provided or confirmed by the Client during online sign-up.
• movr features enabled?: Yes / No — verification & monitoring fees passed through at cost.
• Notice to leave: Minimum 60 days before applicable end date.
• After Minimum Term (rolling basis): Rolling, monthly; 60 days' notice to end (clause 11).
• Core paid functionality (for cl. 22): As scoped here: __________
• Service Schedule / support package: Standard / Enterprise / Other / None.
• Indemnities (cl. 20): IP indemnity: Yes/No · Client-data indemnity: Yes/No.
• Special terms: as provided or confirmed by the Client during online sign-up.

Client Acknowledgement

By accepting these Terms & Conditions during online sign-up, the Client acknowledges that: (a) it contracts for business purposes and is not a consumer; (b) the Minimum Term is 12 months, and there is no right to cancel for convenience during the Minimum Term (termination for cause only); (c) the advertised "2 Months Free" forms the first two months of the Minimum Term; (d) after the free period, the monthly Platform Fee is payable in advance and any Per-Property Fee above the inclusive volume is payable in arrears; (e) if a due, undisputed amount is not paid, access is automatically paused 5 calendar days after the due date until payment is made, and the term continues to run; (f) after the Minimum Term the Contract continues on a rolling basis and either party may terminate on at least 60 days' written notice under clause 11; and (g) Rentalink may apply an annual price review each 1 April, index-linked and capped, under clause 12.

Recommended acceptance wording: I confirm that I am signing up for Rentalink for business purposes, I have authority to bind the Client, and I have read and agree to the Rentalink Terms & Conditions, including the 12-month Minimum Term, the first 2 months free within that term, the payment terms and the 60-day notice requirement after the Minimum Term.

Schedule 2. Data Processing Agreement

A. Processing Details

• Subject matter: Hosting, migration, storage, retrieval, organisation, transmission, support, security and other processing required to provide the Services.
• Duration: The Contract Term plus the limited period reasonably required for lawful return/deletion, backups, legal obligations or claims.
• Purpose: CRM and property-management functionality, tenancy/property records, finance workflows, maintenance, compliance, communications, listings, reporting, integrations, migration, support, security and enabled AI-assisted functionality.
• Data subjects: Tenants, applicants, landlords, guarantors, occupiers, contractors, suppliers, Client staff/users and others represented in Client Data.
• Personal data: Contact details, addresses, tenancy/property records, communications, compliance and maintenance records, payment/transaction references, documents, identifiers and other data selected by the Client.
• Special-category / criminal-offence data: Only where the Client elects to process it and has a lawful basis and condition. Handled through the segregated architecture with dedicated access controls, audit and network segregation.
• Processing locations: United Kingdom, EEA and other locations used by authorised subprocessors, subject to applicable transfer safeguards.

B. Rentalink's Obligations

As processor, Rentalink will:

• process Client Personal Data only on the Client's documented instructions (including the Contract and normal use of the Services) unless applicable law requires otherwise, informing the Client if an instruction appears to infringe Data Protection Law;
• ensure personnel authorised to process are subject to appropriate confidentiality obligations;
• maintain appropriate technical and organisational measures against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access;
• assist the Client, taking into account the nature of processing and information available, with data-subject requests, security, breach notification, DPIAs and regulator consultation;
• notify the Client without undue delay after becoming aware of a personal-data breach affecting Client Personal Data;
• make information reasonably necessary to demonstrate compliance available, subject to the audit provisions; and
• on termination, return or delete Client Personal Data at the Client's choice unless law requires retention, subject to the normal backup cycle and the exit provisions.

C. Subprocessors

The Client gives general written authorisation to engage subprocessors. Rentalink will maintain a current list of material subprocessors and make it available on request. Rentalink will give reasonable advance notice of a new or replacement material subprocessor where practicable; the Client may object within ten (10) Business Days on reasonable, documented data-protection grounds, and the parties will work in good faith to address the objection. Rentalink imposes data-protection obligations on each subprocessor no less protective than those in this Schedule and remains responsible for their processor performance to the extent required by law.

D. International Transfers

Where Client Personal Data is transferred to a country not covered by UK adequacy regulations, Rentalink will implement a lawful transfer mechanism (such as the UK IDTA, the UK Addendum to the EU SCCs, another approved safeguard, or an applicable derogation) and take supplementary measures where required.

E. Audit

Rentalink will provide information reasonably necessary to demonstrate compliance (which may include security documentation, certifications, independent audit summaries or questionnaire responses). On at least thirty (30) days' written notice, no more than once in any twelve-month period (unless a regulator, breach or reasonable evidence of material non-compliance justifies otherwise), the Client may conduct a proportionate audit, using remote/documentary review first where reasonable, avoiding access to other customers' information, minimising disruption, and under confidentiality. The Client bears its audit costs unless the audit identifies material non-compliance by Rentalink.

F. Return and Deletion

Following termination and subject to the Client's instructions, Rentalink will return or delete Client Personal Data within a reasonable period, ordinarily not exceeding ninety (90) days after the end of the standard export window, unless law requires longer retention. Protected backups remain until overwritten in the normal cycle and are not restored to production except for legitimate disaster-recovery or legal purposes.

G. Client Obligations

The Client is responsible for the lawfulness of its instructions, lawful bases, transparency notices, data minimisation, retention choices, accuracy and any special-category or criminal-offence data it processes through the Platform, and will not instruct processing that knowingly breaches Data Protection Law.

Schedule 3. Migration & Onboarding

A. Migration Scope

• Source system(s): as agreed during onboarding.
• Source export / format: as agreed during onboarding.
• Included datasets: Tenancies / landlords / applicants / properties / documents / communications / other: ____
• Excluded items: as agreed during onboarding.
• Document migration: Included / Excluded / Limited to: ____
• Historical records period: as agreed during onboarding.
• Custom mappings / transformations: as agreed during onboarding.
• Included iterations: Initial migration plus reasonable correction of verified Material Migration Errors.
• Client validation period: 10 Business Days after migration-ready notice.
• Target timing: Up to 4 weeks from Contract Start Date, subject to dependencies.

• The Client will provide agreed source data, export files, credentials and mapping information in complete, usable form.
• The Contract Start Date and Free Introductory Period begin as set out in clause 4.
• Rentalink's migration target is up to four weeks from the Contract Start Date, subject to Client cooperation, outgoing-provider responsiveness, source-system limitations and agreed scope.
• The migration period is part of, not additional to, the Free Introductory Period.
• The Client will keep source-system access and backups until migration is validated and accepted, and will review migrated data within 10 Business Days, reporting material discrepancies in enough detail to investigate.
• Material scope changes, repeated replacement datasets, bespoke cleansing/transformation or additional iterations may require revised timing and/or additional fees agreed in writing.
• Rentalink is not required to recreate functionality, data relationships or historical information the source system does not make available in a reasonably usable export.

C. Migration Acceptance

A "Material Migration Error" means a material discrepancy between the agreed source data supplied and the data imported into Rentalink that materially affects ordinary use of the migrated records and is caused by Rentalink's migration process. It excludes source-data errors, unsupported source fields, immaterial formatting differences and items outside the agreed scope. Rentalink will use reasonable efforts to correct verified Material Migration Errors reported within the validation period. If none are reported within that period, the migration is treated as accepted, subject to latent errors that could not reasonably have been detected during validation.

Schedule 4. Change Control Procedure

This Schedule sets out how changes to the Services or an SOW are agreed. It is deliberately lightweight and proportionate to a subscription SaaS relationship.

• Either party may request a change. The requesting party describes the change and its purpose in writing.
• Rentalink will respond within a reasonable period with the impact on scope, fees, timing and any dependencies (a 'change note').
• A change takes effect only when the change note is agreed in writing (including by email confirmation) by an authorised representative of each party.
• Until a change is agreed, both parties continue to perform on the existing terms.
• Rentalink may make changes required by law, regulation or security necessity, or that do not materially reduce the Client's rights, without a change note, notifying the Client where appropriate.
• Chargeable changes are priced per the online sign-up details or Rentalink's current rate card.

Schedule 5. Service Support Framework

This Schedule provides a baseline support framework unless the online sign-up details or a separate Service Schedule states different or enhanced terms. Target response times are targets for initial acknowledgement or triage, not guaranteed resolution times, unless a Service Schedule expressly states otherwise. Rentalink may reclassify severity where reported impact does not match the applicable definition. No service credits apply unless expressly stated in the online sign-up details.

• Support channel: Rentalink support portal and/or support email notified to the Client.
• Standard support window: Business Days during Rentalink's published UK support hours, unless the online sign-up details states otherwise.
• Critical issue: Production Service materially unavailable for most authorised users, with no reasonable workaround.
• High issue: Material function unavailable or materially degraded for multiple users, with limited workaround.
• Normal issue: Non-critical defect, configuration question, user assistance or general request.
• Target response: Triage in a commercially reasonable manner by severity and any plan-specific targets in the online sign-up details or support documentation.
• Planned maintenance: Reasonable efforts to give advance notice where material disruption is expected.
• Availability: No guaranteed percentage or service credit unless expressly stated in the online sign-up details or a Service Schedule.

Schedule 6. Contract Timeline Example (Illustrative)

• Effective Date / signature: 25 August 2026 (illustrative only).
• Complete migration data received / Contract starts: 1 September 2026.
• Free Introductory Period: 1 September – 31 October 2026.
• Migration target: Up to ~4 weeks from 1 September.
• Paid subscription (Minimum Term): 1 November 2026 – 31 August 2027 (remaining 10 months of the 12-month Minimum Term).
• Minimum Term ends: 31 August 2027 — Contract then continues rolling.
• Earliest convenience exit: End of Minimum Term, or 60 days after notice if later (clause 11).
• First annual price review: Can take effect 1 April 2027 at the earliest (>=3 months after start), capped per clause 12.
• If neither party gives notice: Contract simply continues month to month on the same terms.

The dates above are illustrative only. The actual Effective Date, Contract Start Date, end date and notice deadline are determined under clause 4 and the online sign-up details.