Terms of Service

1. About These Terms

These Terms of Service ("Terms") govern your use of the RentVault platform, available at rentvault.co.uk and associated mobile applications (the "Service"), operated by Rentvault Software Ltd (Company No. 17165919), a company registered in England and Wales ("we", "us", "our"). By creating an account or using the Service, you agree to be bound by these Terms.

2. Eligibility

The Service is intended for landlords, property managers, and letting agents operating in the United Kingdom. Some features are jurisdiction-specific — for example, Right to Rent compliance tracking reflects the requirements in England; landlords in Scotland, Wales, and Northern Ireland should verify applicable local requirements. Certain devolved-nation requirements (such as the Scottish PRT regime, the Welsh Rent Smart Wales licence, or the Northern Ireland tenancy deposit schemes) are not covered by the Service. You must be at least 18 years old and legally capable of entering into binding contracts. By registering, you represent that the information you provide is accurate and complete.

3. Account Registration

You must provide a valid email address and create a secure password. You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. You must notify us immediately of any unauthorised use of your account.

4. Subscription Plans, Pricing and Payment

RentVault offers tiered subscription plans (Solo, Portfolio, Growth, Multi, Unlimited) with different feature limits. A 14-day free trial is available on all plans. After the trial period, continued use requires a paid subscription. Fees are billed monthly or annually as selected, with an annual billing discount as published on our pricing page.

All prices are in GBP. Rentvault Software Ltd is not currently VAT-registered; prices shown are the total amount payable. If we become VAT-registered in future, the headline price will remain unchanged and VAT will be absorbed within the existing price unless we give you 30 days' notice of a price change under clause 15. Once VAT-registered, we will issue VAT invoices on request.

Bank-feed add-on. Live Open Banking bank feeds (via TrueLayer) are billed at a flat £3.49 per month per connected bank account, in addition to your base subscription. The Growth plan includes 1 bank feed at no extra cost, Multi includes 2, and Unlimited includes unlimited feeds — any feeds beyond the included allowance are billed at the same £3.49 flat rate. Solo and Portfolio subscribers can add bank feeds at £3.49 per month each as an optional add-on; connecting your first feed activates the add-on automatically and disconnecting your last feed removes it. Per-feed charges are pro-rated by Stripe when feeds are added or removed mid-period. The £3.49 figure is VAT-inclusive on the same absorbed-VAT basis described above.

We reserve the right to change pricing with 30 days' notice to existing subscribers. Price increases will not apply to any annual billing period you have already paid for.

5. Consumer Right to Cancel

If you are a consumer (an individual acting wholly or mainly outside your trade, business, craft or profession), you have the right under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 to cancel your subscription within 14 days of contract formation without giving any reason. To exercise this right, email support@rentvault.co.uk with a clear statement of your decision to cancel, or use the model cancellation form available at rentvault.co.uk/cancellation-form. We will refund all payments received from you without undue delay and not later than 14 days from the date we receive your cancellation notice.

By starting to use the paid Service during the 14-day cancellation period, you expressly request that we begin supplying it immediately and acknowledge that you will lose the right to cancel once the Service is fully supplied.

6. Money-Back Guarantee

In addition to the consumer right to cancel above, we offer a 30-day money-back guarantee on a subscriber's first paid month (not applicable to annual renewals or to subsequent monthly payments). To claim, email support@rentvault.co.uk within 30 days of your first payment.

7. Ongoing Cancellation

You may cancel your subscription at any time via your account settings. Cancellation takes effect at the end of the current billing period. Except where clause 5 or clause 6 applies, or where required by the Consumer Rights Act 2015, no refunds are provided for partial billing periods. If you downgrade to a lower tier, the change takes effect at the next billing cycle.

8. Permitted Use

You may use the Service solely for lawful property management purposes. You must not: (a) use the Service to store or process data that violates any law; (b) attempt to gain unauthorised access to any part of the Service; (c) resell, sublicense, or redistribute the Service without our written consent; (d) upload malicious code or interfere with the Service's operation; (e) use the Service to send bulk communications to tenants that would constitute harassment or a breach of the Protection from Harassment Act 1997; (f) process special category personal data (as defined in UK GDPR Article 9) without ensuring you have an appropriate lawful basis and condition.

9. Legal Document Templates

RentVault provides legal document templates (tenancy agreements, notices, GDPR forms, etc.) as a convenience tool. These templates are for guidance only and do not constitute legal advice. You are responsible for ensuring any document you generate is appropriate for your circumstances. We recommend you seek independent legal advice for complex matters. We accept no liability for loss arising from reliance on template documents.

Important — Template Disclaimer

All document templates provided within RentVault are general-purpose drafts based on current UK legislation at the time of publication. They are not tailored to your individual circumstances. Laws and regulations change frequently, and a template that was accurate when published may become outdated. You must verify that each document complies with the law at the time of use. RentVault does not warrant that any template is fit for purpose, legally compliant, or suitable for any particular transaction. Use of any template is entirely at your own risk.

Note: Section 21 notices are not available for new tenancies following commencement of the Renters' Rights Act 2025. The platform generates Section 8 notices under the new possession grounds framework.

10. Compliance Features

The Service includes compliance tracking tools (gas safety, EICR, EPC reminders, Right to Rent checks, HMO licensing). These are management aids to help you track your obligations. They do not guarantee compliance with any legislation.

The Service does not monitor, detect, or guarantee the occurrence of any statutory deadline. Reminders are generated from data you input; their timely receipt depends on third-party systems (email, SMS) outside our control, and on your account being in good standing. You must maintain an independent record of all statutory obligations and must not rely solely on the Service for compliance.

It remains your sole responsibility to comply with all applicable laws, including the Housing Act 2004, the Immigration Act 2014 (Right to Rent, England only), the Renters' Rights Act 2025 (as and when its provisions come into force), the Gas Safety (Installation and Use) Regulations 1998, the Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020, and all relevant regulations.

11. Open Banking

Open Banking services are provided by TrueLayer Limited (Firm Reference Number 901096), which is authorised and regulated by the Financial Conduct Authority. We are not authorised to provide payment services or account information services and do not do so in our own name. Where you choose to connect a bank account via the TrueLayer integration, you consent to TrueLayer accessing your transaction data for the purpose of automated rent reconciliation and financial reporting within RentVault. TrueLayer does not share your banking credentials with us. You may revoke consent at any time via your bank or within RentVault settings.

12. Data and Privacy

Your use of the Service is also governed by our Privacy Policy. For most personal data about your tenants that you input into the Service, you are the data controller and we act as your data processor; our Data Processing Agreement (available on request and incorporated by reference) sets out the terms of that processing.

For certain limited processing activities — including (a) the optional in-app AI assistant, (b) anonymised and aggregated analytics used to improve the Service, and (c) any tax reporting features we provide — we may act as a joint controller or independent controller. Where we do, we will disclose this in our Privacy Policy and the relevant legal basis will be described there.

You must ensure you have appropriate legal bases under UK GDPR for processing tenant data and that you provide tenants with adequate privacy notices.

13. Sub-processors

We use third-party sub-processors to provide the Service. Our current sub-processor list is published at rentvault.co.uk/sub-processors. We will give you at least 30 days' notice of any material change to this list. If you reasonably object to a new sub-processor on data protection grounds, you may terminate your subscription and we will refund any prepaid fees for the unused period.

14. Intellectual Property

All rights, title, and interest in the Service (including software, design, and content) remain with Rentvault Software Ltd. You retain ownership of the data you input. We do not claim any intellectual property rights over your content.

15. Service Availability and Force Majeure

We aim to maintain 99.9% uptime but do not guarantee uninterrupted access. We may carry out planned maintenance with reasonable notice. We are not liable for any loss resulting from service interruptions beyond our reasonable control, including failures of third-party infrastructure providers, payment processors, email or SMS delivery services, Open Banking providers, acts of God, war, terrorism, pandemic, or government action.

16. Limitation of Liability

16.1 Business users. To the maximum extent permitted by law, where you use the Service in the course of a business, our total aggregate liability to you for any claims arising from or related to the Service (whether in contract, tort, breach of statutory duty, or otherwise) shall not exceed the total fees paid by you in the 12 months preceding the claim. We are not liable to business users for any indirect, incidental, special, or consequential damages, nor for loss of profits, loss of revenue, loss of business, loss of data, or loss of goodwill.

16.2 Consumer users. Where you use the Service as a consumer, nothing in these Terms limits your statutory rights under the Consumer Rights Act 2015. If our provision of the Service is not carried out with reasonable care and skill, we will remedy the problem at our expense or refund the affected fees. We are liable to consumer users for foreseeable loss and damage caused by our breach of these Terms or our negligence.

16.3 Exclusions. Nothing in these Terms excludes or limits our liability for: (a) death or personal injury caused by our negligence; (b) fraud or fraudulent misrepresentation; (c) any liability that cannot be excluded or limited by English law.

17. Data Export on Termination

Upon termination for any reason, you may request an export of your data within 30 days in CSV and/or JSON format via the export function in your account settings or by contacting support@rentvault.co.uk. After the 30-day export period, we may delete your data in accordance with our Privacy Policy retention schedule, except where we are legally required to retain specific records.

18. Termination

We may suspend or terminate your account if you materially breach these Terms and fail to remedy the breach within 14 days of written notice. We may terminate immediately without notice in cases of serious breach, fraud, or non-payment of fees.

19. Changes to These Terms

We may update these Terms from time to time. Material changes will be communicated via email or in-app notification at least 14 days before they take effect. Continued use of the Service after changes take effect constitutes acceptance. If you do not accept the changes, you may cancel your subscription under clause 7 before they take effect.

20. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales, save that consumer users retain the right to bring proceedings in the courts of their country of residence.

21. Contact

If you have any questions about these Terms, please contact us at support@rentvault.co.uk.