Terms and Conditions

TenantTool is software for landlords and the people who work with them. It keeps records of properties, tenancies, rent, certificates, maintenance, documents and contractors, reminds you of dates, and helps with paperwork. Some features are only in TenantTool Pro.

TenantTool is a record-keeping and reminder tool. It is not legal, tax or financial advice, and it is not a letting agent. It does not find, vet or supply tenants or contractors: the contractors in TenantTool are ones you add yourself.

• You must be 18 or over and give us accurate details.
• Keep your password and sign-in secure. You are responsible for what happens under your account. Two-factor authentication is available and we recommend it.
• Tell us straight away at support@tenanttool.co.uk if you think someone else has used your account.
• One account is for one person. Do not share logins; invite people to your workspace instead.

Your records live in a workspace. The owner of a workspace controls it: who is in it, their roles, its plan and billing, and whether it is deleted. Admins can manage most things; members work on the records.

If you invite people into your workspace, you are responsible for giving them only the access they need, and for removing it when they no longer need it. The same goes for tenants you invite to the tenant portal: you choose what each tenant can see.

• TenantTool Standard and TenantTool Pro are paid for per workspace, monthly or yearly, at the prices shown on our website when you subscribe. Prices include or exclude VAT as shown there.
• New workspaces start with a seven-day free trial. A card is taken when the trial starts. If you cancel before the trial ends you are not charged; otherwise your subscription starts automatically when the trial ends.
• We may also give a workspace free access or a longer free trial. We will say for how long; when it ends, the workspace needs a paid plan to carry on.
• Subscriptions renew automatically until cancelled. Payments are taken by our payment provider, Stripe.
• You can cancel at any time. Your workspace then stays on its plan until the end of the period you have paid for, and is not charged again. We do not refund part-used periods, except where the law requires it.
• If a payment fails and is not put right, we may lock the workspace until it is. Nothing is deleted while it is locked.
• We may change our prices. We will tell the workspace owner at least 30 days before a change affects them, and it takes effect from their next renewal.

Every plan is priced for the way landlords and small agencies normally use TenantTool. So that it stays fast and fairly priced for everyone, these limits apply:

• Properties: plans include unlimited properties, subject to fair use of up to 100 properties in each workspace, which covers almost every landlord. For a larger portfolio we will agree a contract and a price for it; email support@tenanttool.co.uk. A limit agreed that way replaces this one for that workspace.
• TenantTool AI: each workspace has monthly allowances for reading documents, answering questions and reading spreadsheets, shown in the app. They reset at the start of each month.
• Files: store the documents, certificates and photos that belong to your properties and tenancies. TenantTool is not a general file store or backup service.
• Emails: send the emails TenantTool is built for, about your properties and lets. Not bulk or marketing email.
• Access: use TenantTool through its own screens. Do not use scripts, bots or automated tools to drive it, except the connections it offers.

If a workspace’s use goes well beyond what its plan is meant for, we will get in touch to agree a plan that fits before limiting anything, unless we need to act straight away to protect TenantTool or other customers.

The records and files you put into TenantTool are yours. You give us permission to store and use them only to provide TenantTool to you: for example to show them to the people in your workspace, send the reminders and emails you ask for, and read documents when you use features that do that.

Much of what you record is about other people: your tenants, contractors and team. For that information you are the controller under data protection law and we process it on your behalf. You are responsible for having a lawful basis to record it and for telling those people how you use their information. Section 14 sets out how we handle it for you.

You can download or copy your information while you have access, and you can ask us for a copy at any time.

• Meeting your legal obligations as a landlord, such as gas and electrical safety, deposit protection, licensing and right to rent checks. TenantTool helps you keep track of them; it does not carry them out, and a missed or wrong reminder does not change what the law requires of you.
• Checking the dates, amounts and details you enter or import, including anything filled in for you.
• What you send from TenantTool, such as emails to tenants and contractors. They go in your name, and you are responsible for their content and for having the right to contact the people you send them to.
• The contractors and tradespeople you choose and instruct. We do not vet or guarantee them.

Some features read documents and spreadsheets, suggest details or answer questions, using TenantTool AI. It is often right, but not always. Check what it produces before you rely on it, and do not treat its answers as legal or professional advice.

Our Privacy Policy explains which providers help us do this and how your information is protected when they do.

You must not:

• break the law using TenantTool, or store anything you have no right to store;
• upload anything harmful, such as viruses, or try to get into accounts, workspaces or systems that are not yours;
• send spam or unwanted messages through TenantTool;
• copy, resell or build a competing product from TenantTool, or scrape or overload it;
• use it to harass, discriminate against or mislead anyone, including tenants.

We may remove content or suspend access that breaks these rules, and will tell you why unless the law or a risk of harm stops us.

You can connect TenantTool to other services, such as accounting software. Those services have their own terms, which apply to your use of them. We are not responsible for them, and a connection may stop working if they change.

We work to keep TenantTool available and your information safe, but we cannot promise it will never be interrupted or free of errors. We may need to pause it for maintenance, and will try to give notice of planned work.

We improve TenantTool all the time and may change or withdraw features. If we remove something important to a paid plan, we will tell workspace owners in good time.

• You can delete your workspace (if you own it) or your account at any time from within TenantTool. Deleting is permanent: everything deleted cannot be recovered, by you or by us. Deleting a workspace cancels its subscription immediately, without a refund for the current period.
• We may suspend or close an account or workspace if you seriously or repeatedly break these terms, if payment is not made, or if the law requires it. Unless there is a good reason not to, we will warn you first and give you the chance to take a copy of your information.
• If we ever stop providing TenantTool altogether, we will give at least 60 days’ notice so you can take a copy of your information.

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow to be limited.
• If you use TenantTool as a business, we are not liable for loss of profit, revenue, business or goodwill, or for indirect or consequential loss. Our total liability to you in any 12 months is limited to the amount you paid us for TenantTool in those 12 months.
• We are not responsible for losses caused by things outside our reasonable control, by information you or others entered, or by relying on reminders or AI output in place of meeting your own obligations.
• If you are a consumer, you have legal rights these terms do not affect. We are responsible for loss that is a foreseeable result of our breaking these terms or failing to use reasonable care and skill.

Where we process personal information on your behalf (section 6), these commitments form our data processing agreement with you under UK data protection law. We will:

• use it only to provide TenantTool and as you instruct through the way you use it, unless the law requires otherwise;
• make sure the people who can access it are bound to keep it confidential;
• keep it secure with appropriate technical and organisational measures;
• use only the providers listed in our Privacy Policy to help us, on terms that protect it as these do, and tell workspace owners before adding or replacing one so they can object;
• only transfer it outside the UK with the safeguards the law requires;
• help you respond to people exercising their data rights, and with security and data protection assessments where you need it;
• tell you without undue delay if we become aware of a breach affecting it;
• delete it when you delete it, or your workspace, apart from anything the law requires us to keep;
• give you the information you reasonably need to show these commitments are met.

We may update these terms, for example when the law or TenantTool changes. For important changes we will tell you at least 30 days before they take effect, and ask you to agree to them when you next use TenantTool. If you do not agree, you can stop using TenantTool and delete your account before they take effect.

• These terms, with our Privacy Policy, are the whole agreement between us about TenantTool.
• If part of these terms cannot be enforced, the rest still applies.
• If we do not enforce a right straight away, we can still enforce it later.
• We may transfer this agreement to someone who takes over TenantTool, and will tell you if we do. You may not transfer it without our agreement.
• Nobody else has rights under these terms.
• These terms are governed by the law of England and Wales, and the courts of England and Wales can hear any dispute. If you are a consumer living in Scotland or Northern Ireland, you can also bring proceedings there.

Questions about these terms, or anything else: support@tenanttool.co.uk. We reply by email.