RentAlink Terms & Conditions

1. About RentAlink

RentAlink is a cloud-based property management platform designed for landlords, letting agents, estate agents, property managers, contractors and other property professionals.

Our Platform provides tools to assist with property management, lettings, maintenance, compliance, communication, reporting, marketing and other related services.

RentAlink is a technology provider and does not act as an estate agent, letting agent, solicitor, accountant, financial adviser or regulated payment institution.

2. Definitions

In these Terms:

• Account means your registered RentAlink account.
• Authorised User means any employee, contractor or representative authorised to use your Account.
• Customer means the individual or organisation subscribing to RentAlink.
• Customer Data means any information uploaded, entered or stored within the Platform.
• Platform means the RentAlink website, software, mobile applications, APIs and related services.
• Subscription means the pricing plan selected by the Customer.
• Services means all software and services provided by RentAlink.
• Third-Party Services means services provided by external companies integrated with RentAlink.

3. Eligibility

You must be at least 18 years old to use RentAlink.

If you are registering on behalf of a business, you confirm that you have the authority to enter into this agreement on behalf of that business.

4. Creating an Account

To access the Platform you must create an Account.

You agree to:

• provide accurate information;
• keep your information up to date;
• maintain the confidentiality of your login credentials;
• immediately notify us of any unauthorised access to your Account.

You are responsible for all activity carried out using your Account.

5. Subscription Plans

Access to certain features requires an active subscription.

Subscription fees, available plans and included features are displayed on our Pricing page.

Subscriptions renew automatically unless cancelled in accordance with these Terms.

We may update our pricing from time to time by providing at least 30 days' notice.

6. Authorised Users

Depending on your subscription, you may authorise multiple users to access your Account.

You are responsible for:

• managing user permissions;
• removing users who no longer require access;
• ensuring all users comply with these Terms.

You remain responsible for all actions performed by Authorised Users.

7. Acceptable Use

You agree not to:

• use the Platform for any unlawful purpose;
• upload malicious software or viruses;
• attempt to gain unauthorised access to the Platform;
• reverse engineer, copy or modify the Platform;
• interfere with the security or performance of the Platform;
• share login credentials with unauthorised persons;
• upload content that infringes intellectual property rights;
• send spam or unsolicited communications through the Platform;
• use the Platform to harass, threaten or abuse others.

We reserve the right to suspend or terminate Accounts that breach these Terms.

8. Customer Responsibilities

You are responsible for ensuring that:

• all information entered into the Platform is accurate;
• you have permission to upload all Customer Data;
• your business complies with all applicable laws and regulations;
• you maintain your own backups of critical business information where appropriate.

You are solely responsible for any decisions made using information generated by the Platform.

9. AI Features and Automated Services

RentAlink may provide artificial intelligence ("AI") features to assist users with tasks such as generating letters, emails, tenancy documents, property descriptions, reports, maintenance summaries, reminders and other automated content.

Our AI features are provided solely as an assistance tool and should not be considered legal, financial, tax or professional advice.

You acknowledge and agree that:

• AI-generated content may contain inaccuracies or omissions.
• You are responsible for reviewing and approving all AI-generated content before it is sent, published or relied upon.
• RentAlink does not guarantee the accuracy, completeness or suitability of any AI-generated content.
• You remain solely responsible for all communications and documents generated using the Platform.

10. Property Listings

10.1 Listing Services

RentAlink enables landlords, letting agents, estate agents and authorised users to create, publish and manage property listings through the Platform. Where available, listings may also be distributed to third-party property portals and marketing channels. Publication to third-party platforms is subject to the availability, compatibility and terms of those providers.

10.2 Customer Responsibilities

The Customer is solely responsible for ensuring that all property listings published through the Platform:

• are accurate, complete and up to date;
• comply with all applicable laws and advertising regulations;
• contain truthful descriptions, pricing and availability;
• include only content that the Customer owns or has permission to use; and
• are updated promptly when a property's status changes.

The Customer is responsible for ensuring all required legal information is included within property listings where applicable.

10.3 Enquiries

RentAlink may facilitate enquiries from prospective tenants, buyers or other interested parties through the Platform.

RentAlink does not guarantee the quality, accuracy or suitability of any enquiry or applicant. The Customer remains solely responsible for carrying out all necessary referencing, affordability checks, Right to Rent checks, identity verification and any other legal or regulatory requirements before entering into any tenancy or sale.

10.4 Listing Content

The Customer retains ownership of all listing content uploaded to the Platform, including photographs, floor plans, videos, descriptions and other marketing materials.

By uploading content, the Customer grants RentAlink a non-exclusive, worldwide, royalty-free licence to host, display, reproduce and distribute such content solely for the purpose of providing, marketing and improving the Services.

10.5 Removal of Listings

RentAlink reserves the right to refuse, suspend, edit or remove any listing that:

• breaches these Terms;
• contains misleading, inaccurate or unlawful information;
• infringes the intellectual property rights of any third party;
• contains offensive or inappropriate content; or
• may damage the reputation, security or integrity of the Platform.

10.6 Third-Party Property Portals

Where listings are distributed to third-party property portals or advertising platforms, RentAlink will use reasonable efforts to facilitate publication. However, RentAlink does not guarantee successful publication, continued availability, ranking or performance of listings on third-party platforms and accepts no liability for delays, outages, changes or errors caused by those providers.

11. Compliance Tools

RentAlink provides tools to help users monitor and manage property compliance, including but not limited to:

• Gas Safety Certificates
• EPCs
• EICRs
• HMO Licensing
• Selective Licensing
• Smoke & Carbon Monoxide Alarm reminders
• Right to Rent reminders
• Property inspections
• Compliance reporting

These features are provided to assist users only.

The Customer remains solely responsible for ensuring compliance with all legal and regulatory obligations.

RentAlink does not guarantee that reminders or notifications will always be received or acted upon.

12. Maintenance Management

The Platform enables users to record, manage and monitor maintenance requests.

RentAlink is not responsible for:

• diagnosing maintenance issues;
• carrying out repairs;
• supervising contractors;
• guaranteeing workmanship;
• disputes between landlords, tenants or contractors.

Any maintenance work arranged through the Platform is carried out entirely at the Customer's own risk.

13. Contractor Marketplace

RentAlink may provide access to independent contractors and service providers including plumbers, electricians, gas engineers, inventory clerks, solicitors, mortgage brokers, insurers and other professionals.

RentAlink acts solely as a technology platform connecting users with independent businesses.

Unless expressly stated otherwise, RentAlink:

• is not a party to any agreement between users and contractors;
• does not employ listed contractors;
• does not guarantee availability, quality or pricing;
• is not responsible for disputes arising between users.

Customers should carry out their own due diligence before appointing any contractor.

14. Third-Party Integrations

RentAlink integrates with a number of third-party services which may include:

• Zoopla
• Rightmove
• TDS
• DPS
• Stripe
• Open Banking providers
• Referencing providers
• Identity verification services
• Calendar providers
• Email providers
• SMS providers

Use of these services may be subject to the third party's own terms and privacy policies.

RentAlink is not responsible for:

• third-party outages;
• changes to third-party APIs;
• delays caused by third parties;
• inaccurate information supplied by third parties.

15. Customer Data

You retain ownership of all Customer Data uploaded to the Platform.

By using RentAlink, you grant us a non-exclusive licence to host, process, store, back up and transmit your data solely for the purpose of providing and improving the Services.

We will not sell your Customer Data to third parties.

Aggregated and anonymised data may be used to improve our products, develop new features and generate statistical insights, provided that no individual Customer or personal data can be identified.

16. Data Migration

Where RentAlink assists with migrating data from another software provider, we will use reasonable efforts to ensure the migration is completed accurately.

However:

• migration accuracy depends on the quality of the source data;
• some data may require manual verification;
• customers are responsible for checking migrated information before relying upon it.

RentAlink shall not be liable for errors contained within the original source data.

17. Data Protection

RentAlink processes personal information in accordance with:

• UK GDPR;
• the Data Protection Act 2018; and
• our Privacy Policy.

Where RentAlink processes personal data on behalf of a Customer, the Customer acts as the Data Controller and RentAlink acts as the Data Processor.

Further information regarding our processing of personal data is available in our Privacy Policy.

18. Electronic Communications

By using RentAlink, you agree that the Platform may send:

• emails;
• SMS messages;
• push notifications;
• in-app notifications;
• reminders;
• system alerts;
• service announcements.

You are responsible for ensuring that any communications sent through the Platform comply with all applicable laws, including UK GDPR and the Privacy and Electronic Communications Regulations (PECR).

19. Beta Features

From time to time, RentAlink may make beta or trial features available.

Beta features:

• may change or be withdrawn without notice;
• may not be fully tested;
• may contain bugs or limitations;
• are provided "as is" without warranty.

Use of beta features is entirely at your own risk.

20. Feedback

We welcome feedback and suggestions about the Platform.

If you provide feedback, suggestions or ideas regarding RentAlink, you agree that we may use, develop and incorporate those suggestions into our products without any obligation to compensate you.

Providing feedback does not transfer ownership of your Customer Data.

21. Fees and Payment

Access to certain features of the Platform requires payment of the applicable Subscription Fees.

Subscription fees are payable in advance on either a monthly or annual basis, depending on the plan selected.

By subscribing, you authorise RentAlink or its payment provider to collect recurring payments using your chosen payment method.

Unless otherwise stated:

• Subscription Fees are non-refundable.
• All prices are exclusive of VAT unless stated otherwise.
• Customers are responsible for ensuring their payment details remain valid and up to date.

If payment cannot be collected, we may suspend or restrict access to the Platform until payment has been received.

22. Subscription Changes

Customers may upgrade or downgrade their subscription plan at any time, subject to the terms of their selected plan.

Where a subscription is upgraded during a billing period, additional charges may apply immediately or from the next billing cycle.

Downgrades will normally take effect at the start of the next billing period unless otherwise agreed.

We reserve the right to amend our subscription plans and pricing. Any changes will be communicated at least 30 days before taking effect.

23. Intellectual Property

The Platform, including its software, design, branding, logos, source code, graphics, documentation, databases, AI models, workflows and all related intellectual property rights, remain the exclusive property of RentAlink or its licensors.

Nothing in these Terms transfers ownership of any intellectual property rights to the Customer.

Customers retain ownership of all Customer Data uploaded to the Platform.

You may not:

• copy the Platform;
• modify the Platform;
• reverse engineer the Platform;
• create derivative works;
• sell or redistribute any part of the Platform;
• remove copyright or proprietary notices.

24. Platform Availability and Support

We aim to provide a reliable and secure Platform and use commercially reasonable efforts to maintain high availability.

However, we do not guarantee uninterrupted or error-free access.

The Platform may occasionally be unavailable due to:

• planned maintenance;
• emergency maintenance;
• software updates;
• internet outages;
• failures of third-party services;
• events beyond our reasonable control.

Support is provided during our published business hours unless otherwise agreed.

25. Suspension of Services

RentAlink may suspend or restrict access to the Platform immediately where we reasonably believe that:

• these Terms have been breached;
• payment is overdue;
• fraudulent or unlawful activity has occurred;
• the Platform or other users are at risk;
• continued access may compromise security or system stability.

Where appropriate, we will notify you before or shortly after any suspension.

26. Termination

You may cancel your subscription at any time through your Account or by providing written notice.

Termination will take effect at the end of the current billing period unless otherwise agreed.

RentAlink may terminate this Agreement immediately where:

• you materially breach these Terms;
• you repeatedly fail to make payment;
• you engage in unlawful activity;
• you misuse the Platform;
• you become insolvent or cease trading.

Upon termination:

• your licence to use the Platform ends immediately;
• access to the Platform may be disabled;
• you remain responsible for any outstanding fees.

27. Export and Retention of Data

Customers may request an export of their Customer Data before their subscription ends, subject to any applicable charges where large or bespoke exports are requested.

Following termination, RentAlink may retain Customer Data for a reasonable period where required for:

• legal obligations;
• regulatory compliance;
• dispute resolution;
• fraud prevention;
• backup and disaster recovery procedures.

After the applicable retention period, Customer Data will be securely deleted or anonymised in accordance with our data retention policy.

28. Limitation of Liability

To the fullest extent permitted by law, RentAlink shall not be liable for:

• loss of profits;
• loss of business;
• loss of revenue;
• loss of goodwill;
• loss of anticipated savings;
• indirect or consequential losses;
• loss arising from inaccurate Customer Data;
• decisions made using AI-generated content;
• failures of third-party services;
• internet connectivity issues.

Nothing in these Terms excludes or limits liability for:

• death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation;
• any liability that cannot legally be excluded under the laws of England and Wales.

Our total liability arising from or relating to the Services shall not exceed the total Subscription Fees paid by the Customer during the twelve (12) months immediately preceding the event giving rise to the claim.

29. Indemnity

You agree to indemnify and hold RentAlink, its directors, employees, contractors and affiliates harmless against any claims, losses, liabilities, costs or expenses arising from:

• your breach of these Terms;
• misuse of the Platform;
• infringement of third-party rights;
• unlawful or negligent acts committed by you or your Authorised Users.

30. Changes to the Platform

We continually improve the Platform and may:

• add new features;
• modify existing functionality;
• remove obsolete features;
• improve security;
• integrate new third-party services.

Where changes materially affect your use of the Platform, we will provide reasonable notice where practicable.

31. Changes to these Terms

We may update these Terms from time to time.

Where significant changes are made, we will notify Customers by email, through the Platform or via our website.

Continued use of the Platform after the updated Terms become effective constitutes acceptance of those changes.

32. Force Majeure

RentAlink shall not be liable for any delay or failure to perform its obligations where such delay or failure results from events beyond our reasonable control, including but not limited to:

• natural disasters;
• fire;
• flood;
• war;
• terrorism;
• industrial disputes;
• internet or telecommunications failures;
• cyber-attacks;
• government action;
• pandemics.

33. Governing Law

These Terms shall be governed by and interpreted in accordance with the laws of England and Wales.

34. Jurisdiction

Any dispute arising out of or relating to these Terms or the use of the Platform shall be subject to the exclusive jurisdiction of the courts of England and Wales.

35. Contact Us

If you have any questions regarding these Terms or the Platform, please contact us: