Terms & Conditions

1. Agreement to Terms

By accessing or using RentFig ("the Service"), you agree to be bound by these Terms & Conditions ("Terms"). If you do not agree to these Terms, you must not use the Service. These Terms constitute a legally binding agreement between you and RentFig Ltd, a company registered in England and Wales under company number 17437632 whose registered office is at 71-75 Shelton Street, Covent Garden, London WC2H 9JQ ("RentFig", "we", "us").

With effect from 4 September 2026, RentFig Ltd took over the RentFig service, and every existing customer agreement, from its founder, who previously provided the Service as a sole trader. If you signed up before that date your agreement continues on these Terms with RentFig Ltd as the provider; your plan, pricing and data are unaffected.

2. Service Description

RentFig is a cloud-based property management platform designed for landlords operating in England only. The Service includes property management, tenancy tracking, rent collection, compliance monitoring, document storage, and related features as described on our website.

All monetary amounts are displayed and processed in British Pounds Sterling (GBP) only. We do not support multi-currency transactions.

3. Eligibility

You must be at least 18 years old and legally capable of entering into a binding agreement. By using the Service, you represent that you are a landlord, property manager, or authorised agent operating rental properties in England.

4. Account Registration

To use the Service, you must create an account with accurate and complete information. You are responsible for maintaining the confidentiality of your account credentials and for all activity under your account. You must notify us immediately of any unauthorised access.

5. Subscription Plans & Billing

RentFig offers four subscription tiers:

• Free: Core features with unlimited properties and 2 tenancies
• Starter (£9/mo): Up to 10 tenancies, compliance reminders and basic Rent Chaser
• Standard (£29/mo): Up to 30 tenancies, banking, full accounting reports, To Let adverts and 5 e-signatures/mo
• Business (£79/mo): Up to 60 tenancies, unlimited portfolios and team seats, Communication hub and 25 e-signatures/mo

Subscriptions are billed monthly or yearly via Stripe, by card or Bacs Direct Debit. Monthly and yearly plans are collected on the anniversary of the date you subscribed (or, if you started with a trial, the date the trial ends). You may cancel at any time and your access will continue until the end of the current billing period. Plans are billed in full for the current period, with no refund for a partial period.

Add-on modules (available on any paid plan) are billed separately and can be added or removed at any time. Changes take effect from the next billing cycle.

6. Free Trial

New accounts can start a 1-month free trial with full Business-plan features. Starting a paid-plan trial requires a card or Bacs Direct Debit details on file via Stripe, but nothing is charged until the trial ends, and if you cancel before then no payment is taken. We’ll email you at 7 days, 3 days and on the day before your trial converts. Unless you cancel first, your trial automatically converts to a paid subscription on the plan you selected when the trial ends. You can also sign up for the Free plan at any time with no card required at all.

7. Your Data & Responsibilities

You retain ownership of all data you upload to RentFig. You are responsible for ensuring that:

• All data you enter is accurate and up to date
• You have the legal right to store tenant personal data
• You comply with your obligations as a data controller under UK GDPR
• You inform your tenants that their data is stored in our system

As you act as the data controller for your tenants' personal data and RentFig acts as your data processor, your use of the Service is also governed by our Data Processing Agreement ("DPA"), which is incorporated by reference into these Terms. The DPA sets out RentFig's obligations as a data processor under Article 28 UK GDPR.

7A. Public Property Adverts and Viewing Requests

Where you use the Service to publish a property advert on our public To Let portal, you are solely responsible for ensuring that the advert's content — including any description, photographs, and any AI-generated description you choose to publish — is accurate, not misleading, and complies with all applicable law, including the Equality Act 2010 (an advert must not discriminate, or indicate an intention to discriminate, against a prospective tenant on the basis of a protected characteristic), the Consumer Protection from Unfair Trading Regulations 2008, and the Tenant Fees Act 2019 (an advert or a reply to a viewing request must not solicit a prohibited payment).

You must have the right to use any photograph you upload and must not include images or information that identifies a current occupant without their consent.

To protect the safety and privacy of prospective tenants and of your property, the Service automatically redacts the exact house or flat number from public advert pages; you cannot opt out of this. Your full address remains visible to you within the Service and is a matter for you to disclose directly once a viewing is arranged.

Where you use the AI description-generation feature (Business plan only), the generated text is a draft only. RentFig does not review, verify or endorse AI-generated content. You are responsible for reviewing and editing any AI-generated description before publishing it, and your use of the Service in breach of this clause is covered by the indemnity in clause 13A, in the same way as any other breach of these Terms.

Viewing requests submitted by members of the public through the portal are personal data you control; you are responsible for handling that data lawfully, in the same way as for any other personal data you process through the Service (see clause 7 above).

7B. Tenant Referencing

Tenant referencing checks ordered through the Service are performed by an independent specialist referencing provider using licensed credit-reference-agency data. RentFig facilitates the ordering of checks and the delivery of results; it does not itself carry out credit checks and is not a credit reference agency.

By ordering a check you confirm that you are referencing a genuine prospective tenant or guarantor for a property you let or manage and that you will use the results for that purpose only. Where you choose to complete the application on the applicant's behalf, you warrant that the applicant has given you their explicit consent to the check being carried out and to your providing their details.

Referencing results are guidance, not a recommendation. Results depend on information held by third-party sources and supplied by the applicant and their referees, and we do not warrant that any result is accurate, complete or current. The decision to let (and on what terms) is yours alone. You must not treat a referencing result as the sole basis for a letting decision, and you remain responsible for complying with the Equality Act 2010 and all other laws governing tenant selection, including the prohibitions on discriminating against applicants in receipt of benefits or with children.

Subject to clause 15, RentFig accepts no liability for any letting decision you make (or decline to make) in reliance on a referencing result, or for any loss arising from inaccurate or incomplete information supplied by an applicant, referee, credit reference agency or the referencing provider.

7C. AI Features

Parts of the Service use artificial intelligence, including the AI assistant, the WhatsApp assistant, AI briefings, document and receipt data extraction, message drafting, voicemail transcription and summaries, and inspection comparison reports (together, “AI Features”). AI Features are provided through third-party AI providers, which process data as described in our Privacy Policy and DPA.

AI-generated output can be inaccurate, incomplete or out of date. It is provided for your convenience and information only; it is not legal, tax, financial or professional advice, and it must be reviewed by you before you rely on it or send it to anyone. Where an AI Feature proposes an action (such as sending a message or updating a record), the action takes effect only once confirmed, and you are responsible for anything you confirm.

Subject to clause 15, RentFig accepts no liability for any loss arising from reliance on AI-generated output that you have not independently verified.

8. Tenant Communication

RentFig operates a one-directional communication model. Tenants receive messages, invoices, and statements from you through the platform but do not have their own accounts. You are solely responsible for the content of communications sent to tenants via the Service.

9. Data Retention & Archiving

In accordance with UK tax and financial record-keeping requirements, we retain all financial records (invoices, payments, statements) for a minimum of 6 years from the date of creation or the end of the relevant tenancy, whichever is later.

After the 6-year retention period, records are automatically archived and subsequently permanently deleted. You may export your data at any time via Settings > Data Export. Non-financial data may be deleted earlier upon request, subject to our Privacy Policy.

10. Compliance Tracking

RentFig provides tools to help you track compliance certificates (gas safety, EPC, EICR, etc.) and their expiry dates. However, you are solely responsible for ensuring that your properties comply with all applicable laws and regulations. RentFig does not guarantee compliance and is not liable for any penalties arising from missed renewals or expired certificates.

10A. Templates, Generated Documents and Legal Information

The Service makes available standard-form documents (including, without limitation, tenancy agreements, notices, statements, letters and other templates) generated by completing fields in the Service (each a “Generated Document”). Generated Documents are made available for general use by landlords operating in England.

Generated Documents are not legal advice. RentFig is not a firm of solicitors and is not authorised by the Solicitors Regulation Authority or any other regulator of legal services. Your use of the Service, and your use of any Generated Document, does not create a solicitor-client relationship between you and RentFig and does not entitle you to rely on RentFig as a source of legal advice on any specific matter.

Tenancy law changes, sometimes at short notice, and the suitability of any clause depends on the specific facts of the let, the parties and the property. While we take reasonable care to keep templates aligned with current legislation as at the date of the template version stamped on the document, we do not warrant that any Generated Document:

• is suitable for your particular circumstances;
• reflects the most recent change in law, regulation or case law;
• will be enforceable in whole or in part in any given dispute;
• satisfies every prescribed-information, notice or service requirement that may apply to your tenancy; or
• is appropriate for use outside England.

You should take independent legal advice from a qualified solicitor before signing or relying on any Generated Document, particularly in connection with possession proceedings, deposit disputes, prescribed information under the Housing Act 2004, the Tenant Fees Act 2019, the Renters' Rights Act 2025 (as it comes into force), or any other matter on which professional advice is appropriate.

Citizens Advice (citizensadvice.org.uk), Shelter (shelter.org.uk) and the Law Society (lawsociety.org.uk) are useful starting points for free or referred advice.

10B. Special Terms and User-Entered Content

Where the Service allows you to add, edit or remove clauses, free-text fields or “special terms” to a Generated Document, the content you add is your content. You are solely responsible for ensuring that any such content:

• complies with all applicable laws, including the Tenant Fees Act 2019, the Consumer Rights Act 2015, the Equality Act 2010 and the Housing Acts;
• does not impose a prohibited payment, fee, charge or penalty;
• does not unlawfully exclude or restrict a statutory right of the tenant; and
• is accurate, lawful and not misleading.

RentFig does not review, approve or endorse user-entered content and accepts no liability for it. To the maximum extent permitted by law, you indemnify RentFig against any loss, claim, penalty, fine or cost (including reasonable legal costs) arising out of or in connection with user-entered content you include in a Generated Document.

11. Bank Account Connection

If you connect your bank account via our integration, you consent to the import of transaction data for the purpose of auto-matching payments to tenancies. You may revoke this connection at any time via Settings > Bank Accounts.

12. Making Tax Digital Submissions

RentFig may be used to submit quarterly rental income and expense data to HMRC under the Making Tax Digital for Income Tax Self Assessment (MTD ITSA) scheme.

You remain solely responsible for the accuracy and completeness of all figures submitted to HMRC via RentFig. RentFig transmits the data you have entered; it does not verify, advise on, or guarantee the tax treatment of any transaction. You should consult a qualified tax adviser if you are uncertain about how to categorise any income or expense.

Submission confirmation from HMRC confirms receipt of the data you provided, not that the data is correct or that your tax liability has been calculated. HMRC may raise enquiries or corrections at any time after submission.

13. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Upload malicious content, viruses, or harmful code
• Attempt to gain unauthorised access to other users' accounts
• Use the Service to send spam or unsolicited communications
• Reverse-engineer, decompile, or disassemble any part of the Service
• Resell or sublicense access to the Service

13A. User Indemnity

To the maximum extent permitted by law, you agree to indemnify and hold harmless RentFig, its officers, employees and contractors against any loss, damage, liability, claim, penalty, fine, cost or expense (including reasonable legal costs) arising out of or in connection with:

• your use of the Service in breach of these Terms or any applicable law;
• your use of any Generated Document, including any consequence flowing from a clause being unenforceable, a notice being defective, or prescribed information being incomplete or incorrect;
• any user-entered content you include in a Generated Document (including special terms, clauses or fee provisions you add);
• any failure on your part to take independent legal advice that a reasonable landlord would have taken in the circumstances; and
• any third-party claim brought by your tenant, guarantor or any other person arising out of a Generated Document you have used.

This indemnity is in addition to (and not in substitution for) the limitation of liability in clause 15.

14. Intellectual Property

All intellectual property rights in the Service (including software, design, branding, and documentation) belong to RentFig. Your subscription grants you a non-exclusive, non-transferable licence to use the Service for its intended purpose.

14A. Disclaimer of Warranties

The Service is provided on an “as is” and “as available” basis. Subject to the first paragraph of clause 15, and to the maximum extent permitted by law, all conditions, warranties, representations and other terms that might otherwise be implied into these Terms by statute, common law or otherwise — including any implied terms as to satisfactory quality, fitness for a particular purpose, accuracy or non-infringement — are excluded.

Without limiting the above, we do not warrant that the Service will be error-free or uninterrupted, that defects will be corrected, or that information presented in the Service — including bank-feed transaction data, third-party content, statutory document versions, referencing results and AI-generated output — is accurate, complete or current.

15. Limitation of Liability

Nothing in these Terms limits or excludes any liability that cannot lawfully be limited or excluded — including (without limitation) liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or for breach of the implied terms as to title in section 12 of the Sale of Goods Act 1979 or section 2 of the Supply of Goods and Services Act 1982.

Subject to that paragraph, and to the maximum extent permitted by law, RentFig shall not be liable for any:

• indirect, incidental, special, consequential, exemplary or punitive damages;
• loss of profits, revenue, anticipated savings, business opportunities, goodwill or reputation;
• loss or corruption of data;
• fines, penalties, statutory damages or sanctions imposed on you by any court, tribunal, regulator or deposit-protection scheme;
• loss arising from the unenforceability of any clause in a Generated Document or from any defect in a notice generated using the Service;
• loss arising from a tenant, guarantor or other person disputing or refusing to comply with a Generated Document;
• loss arising from changes in law or regulation occurring after the template version stamped on a Generated Document; or
• loss arising from your failure to take independent legal advice that a reasonable landlord would have taken.

Our total aggregate liability under or in connection with these Terms, the Service and any Generated Document, whether in contract, tort (including negligence), under statute or otherwise, shall not exceed the total fees you have paid to RentFig in the twelve (12) months preceding the event giving rise to the claim. Where you have paid no fees, our total aggregate liability shall not exceed one hundred pounds (£100).

You acknowledge that the limits and exclusions in this clause 15 are reasonable having regard to the price you pay for the Service, the nature of the Service as a software tool (rather than a legal-advice service), the availability of independent legal advice from solicitors, and the availability of professional indemnity insurance to landlords.

16. Service Availability

We aim to provide the Service with high availability but do not guarantee uninterrupted access. We may perform scheduled maintenance with reasonable notice. We are not liable for downtime caused by factors beyond our control.

17. Termination

You may close your account at any time. We may suspend or terminate your account if you breach these Terms. Upon termination, your data will be retained for the 6-year mandatory retention period (for financial records) and then permanently deleted.

18. Changes to Terms

We may update these Terms from time to time. Material changes will be communicated via email or in-app notification at least 30 days before they take effect. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms.

19. Governing Law

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

20. Contact

For questions about these Terms, contact us at: legal@rentfig.co.uk

Post: RentFig Ltd, 71-75 Shelton Street, Covent Garden, London WC2H 9JQ