Please read these Terms carefully. They are a legally binding agreement between you and Gary Callaway, a sole trader trading as LandlordHub ("LandlordHub", "we", "us", "our").
In summary: LandlordHub is a software tool. It is not your letting agent, managing agent, solicitor, adviser or referencing provider, and it is not a party to any tenancy. If you are a landlord or a letting agency, you remain solely responsible for your legal obligations, for the information you put into LandlordHub, for every document you issue and decision you make, and for the personal data of the people you record. Sections 7 (your responsibility), 14 (letting agencies), 18 (partners and contractor requests), 21 (data protection) and 23 (our liability) are especially important.
1.1 LandlordHub is a trading name of Gary Callaway, a sole trader based in England. Postal address: Unit 173641, PO Box 7169, Poole, BH15 9EL. Email: [email protected]. You can also reach us through our contact form. Information Commissioner's Office (ICO) registration: fee paid, reference CSN3798849. We are not registered for VAT, so no VAT is added to our prices.
1.2 These Terms apply to everyone who uses the LandlordHub website at landlordhub.info, the LandlordHub web app (including when installed on a phone or computer) and related services (together, the "Service"). That includes landlords, letting agencies and their team members, landlords whose properties an agency manages, tenants, people who buy without an account, and visitors who use our free tools.
1.3 These Terms should be read with our Privacy Notice, Data Protection & GDPR page, Cookies Policy and Disclaimer, which form part of these Terms. For landlords and agencies, Schedule 1 (Data Processing Terms) also forms part of these Terms.
1.4 By creating an account, ticking to accept these Terms, buying anything from us or using the Service, you agree to these Terms. If you do not agree, you must not use the Service.
1.5 If the LandlordHub business is later run by a limited company, we may transfer these Terms to it under section 28.3 and will tell you.
1.6 We also run InventoryHub (inventoryhub.info), a separate condition-report service powered by LandlordHub. InventoryHub has its own terms of sale and privacy notice. If you buy a rental property inventory through InventoryHub, it is created on LandlordHub and these Terms apply to it.
1.7 If you promote LandlordHub as an affiliate for commission, our Affiliate Terms also apply to you.
3.1 LandlordHub is online software. It helps landlords and letting agencies organise information about properties and tenancies, track compliance dates, store documents, handle repairs, communicate with tenants and landlords, book viewings, track lettings from instruction to let, keep agency records (such as deposits, Right to Rent, keys, approvals and move-outs), and create draft documents. Tenants can see information shared with them, report repairs and send messages.
3.2 LandlordHub is not, and does not act as:
3.3 Information in the Service, including free tools, calculators, the council finder, checklists, legal update pages, guides and the "Ask LandlordHub" assistant, is general information only. It is not tailored to you, may not reflect the latest law and must not be relied on as advice.
4.1 You must be at least 18 to create an account or use the Service.
4.2 You must give accurate, complete and up-to-date information and keep it up to date.
4.3 You are responsible for keeping your login confidential, using a strong password, and for everything done through your account. Tell us straight away at [email protected] if you suspect someone else has used it.
4.4 A Landlord who lets someone else (such as a family member or employee) use its account, and an Agency for each of its Team Members, is responsible for what that person does as if it had done it itself.
4.5 Tenant accounts can only be created with a valid invitation from a Customer. A Tenant's access is controlled by that Customer and may end when the Customer removes it or the tenancy ends.
5.1 By registering a landlord or agency account, or buying as a Guest to let a property, you confirm you are letting (or intend to let) residential property, or acting as a letting or managing agent, as a business, and that you use the Service for that business and not as a consumer.
5.2 So consumer protection law does not apply to you, and the business terms in these Terms (including the limits in section 23) apply. Nothing in these Terms removes any right that the law does not allow to be removed.
5.3 Tenants and visitors using our free tools use the Service as consumers. Where these Terms treat consumers differently, we say so.
6.1 The Service is designed around the law of England for residential lettings, including the Renters' Rights Act 2025. The law in Wales, Scotland and Northern Ireland is materially different.
6.2 If your property is outside England, some features, reminders, templates and guidance will not reflect the law that applies to you. It is your responsibility to check which law applies and to adapt, or not use, any feature or Output.
This is the most important section for Customers. LandlordHub gives you tools. How you use them, what you put in, what you do with what they produce, and your compliance with the law remain entirely your responsibility.
7.1 Your legal obligations remain yours. You are solely responsible for every legal and regulatory obligation that applies to you, whether or not the Service tracks it, reminds you about it or mentions it. This includes (without limitation): gas, electrical and fire safety; smoke and carbon monoxide alarms; energy performance and minimum standards; housing health and safety and property condition; repairs; HMO, selective and additional licensing; planning; tenancy deposit protection and prescribed information; holding deposits and the Tenant Fees Act 2019; Right to Rent checks; written tenancy terms and prescribed documents; rent increases; possession notices and procedures; the Private Rented Sector Database; redress schemes; client money protection; property advertising and consumer protection law (for example giving accurate material information in adverts); equality and anti-discrimination law; tax and Making Tax Digital; insurance; and data protection.
7.2 Accuracy. You are solely responsible for the accuracy, completeness and lawfulness of all Customer Content, including certificate and expiry dates, property and tenancy details, rent, advert descriptions, check results and the identity and contact details of the people you invite. The Service works only from what you enter. If information is wrong, missing or out of date, Output will be wrong.
7.3 Your decisions. Every decision about your properties, lettings, tenants and applicants is yours alone. That includes who to show a property to, who to let to, what terms to offer, what documents to issue, whether to serve a notice, how and when to carry out repairs, and how to respond to a tenant or landlord. We do not make, recommend or approve those decisions.
7.4 Check Output before use. You must review every Output carefully before relying on it or giving it to anyone. You are responsible for any document you issue, sign, serve, publish or share, whether or not the Service produced it.
7.5 Your records. Your records, certificates and documents belong to you (or, for an Agency, as agreed between you and your landlords). Keep your own copies of anything you are required to keep or produce. The Service is not a substitute for your own record-keeping (see section 22.4).
7.6 Personal data. You are the controller of Customer Personal Data, and we process it for you as your processor (see section 21 and Schedule 1). You are responsible for having a lawful basis, for giving people the privacy information the law requires, for entering only what is necessary, and for responding to their requests. You may need to pay the ICO data protection fee.
7.7 People you invite. You are responsible for inviting only the right person to the right property or team, and for removing access when a tenancy ends, a team member leaves, or someone should no longer see the information.
7.8 Professional advice. Where a matter is significant, such as serving notice, seeking possession, a dispute or a safety issue, get advice from a suitably qualified professional.
8.1 The compliance tracker shows a status (for example green, amber or red) calculated only from the dates you enter, using general thresholds (for example amber when something is due within two months). It is an organisational aid. It is not a statement that a property is, or is not, legally compliant, and a green status does not mean you have met any legal requirement.
8.2 Legal requirements differ between properties, councils and types of letting, and change over time. The tracker may not cover every obligation that applies to you.
8.3 Reminders by in-app notification, email, text message or app notification are a courtesy. We do not guarantee that any reminder will be created, sent, delivered, received or read, or sent at any particular time. Delivery depends on third-party providers and on your contact details being correct. You must not rely on LandlordHub reminders to meet any legal deadline.
8.4 We have no duty to monitor your compliance, chase you, or tell you about changes in the law.
9.1 The tenancy agreement builder (for Landlords) produces a document from general templates and your answers. It is a drafting tool, not legal advice. We don't review your answers or circumstances, and we don't guarantee that any document will be suitable, valid, enforceable, complete or up to date.
9.2 You must check every document before giving it to a tenant, including that it contains everything the law requires and is given at the right time and in the right way. If in doubt, have it reviewed by a solicitor.
9.3 AI inventories and the "Ask LandlordHub" assistant use artificial intelligence. AI can make mistakes: it may misdescribe items, miss defects, misjudge condition, get facts wrong or state things that aren't true.
9.4 An AI inventory is a draft made from your own recordings. It is not an independent inspection or a report by a qualified inventory clerk. You must check and correct every entry before finalising it and before giving it to a tenant. We don't guarantee that any inventory will be accepted as evidence by a deposit scheme, adjudicator, court or anyone else.
9.5 You must make sure recordings don't unnecessarily capture people or their belongings, and that you are entitled to make and upload them.
9.6 Viewings, the letting pipeline and applicant checks, the deposit tracker, Right to Rent follow-ups, the key register, landlord approvals, move-out workflow, void tracker, EPC 2030 planner and landlord onboarding links are record-keeping tools. They show what you enter. They do not carry out checks, protect deposits, verify documents or confirm that anything has been done lawfully or on time. For example, recording a check as "passed" does not mean a lawful check has been done.
9.7 Listing previews show the details you enter. You are responsible for the accuracy of any advert you publish, including giving the material information the law requires, and for any enquiries you receive.
9.8 Calculators, checkers, the council finder, guides and checklists give general estimates and information only. Council and licensing information comes from public sources that may be incomplete or out of date. Always confirm requirements with the relevant council.
9.9 The Section 13 rent increase builder, PRS Database registration pack, property evidence pack, Renters' Rights Act pack, move-in and move-out checklists, inspections, reports and the Making Tax Digital expense export help you prepare and organise information. They are not legal or tax advice. The expense export is not HMRC-recognised software and doesn't submit anything to HMRC. The Expenses & tax page, including its HMRC categories, totals, category descriptions, deadline reminders and notes about finance costs, is a record-keeping tool and general guidance only. LandlordHub is not an accountant or tax adviser. We don't check whether an expense is allowable, correctly categorised or claimed in the right tax year, and we don't check receipts or invoices you upload. You should keep your original records as HMRC requires and take advice from a qualified accountant or tax adviser where needed. You are responsible for the content, timing and service of any notice, and for your records and tax returns.
9.10 Damp and mould response timers show suggested timescales based on the Awaab's Law standard. At the date of these Terms, Awaab's Law applies to social housing, and the government is consulting on extending it to private rented homes. The timers are a planning aid only. They don't tell you what the law requires of you, and you remain responsible for responding to hazards within the time the law requires.
9.11 When the Service reads dates or ratings from a certificate you upload, or shows information from a public register (for example the official EPC register, council licensing information or postcode data), the result may be incomplete, out of date or wrong. Always check it against the original certificate or the official register before relying on it.
9.12 Where the Service lets people sign or acknowledge documents electronically (for example an inventory or a tenancy agreement), we record who signed, when, from which account or private signing link, and the internet (IP) address used. A tenant can sign using a private link emailed to them without a LandlordHub account; the person who sends the document is responsible for entering the right name and email address for the tenant. You are responsible for deciding whether an electronic signature is suitable for the document and the people involved. Some documents, such as deeds and some guarantees, may need a different form of signature or a witness. We don't guarantee that an electronic signature will be accepted in every situation.
10.1 Tenant referencing and credit checks ordered through LandlordHub are carried out by our independent referencing partner (currently Vorensys), not by us. If we change or add referencing partners, we will update these Terms and our Privacy Notice first. We provide the ordering service and pass on the information you give.
10.2 Referencing is also subject to Vorensys's own terms and privacy notice, which each applicant must accept. Vorensys is responsible for the checks, how it carries them out and the accuracy of its results. We are not responsible for the content, accuracy, timeliness or outcome of any reference.
10.3 The decision whether to let to an applicant is yours alone. You must make it lawfully, including under the Equality Act 2010 and any rules on refusing applicants that apply to you.
10.4 The price shown when you order (currently £25 per applicant) is the total you pay us. It includes our charge for the ordering service as well as the referencing fee. Once an order has been passed to Vorensys it cannot be cancelled or refunded, except where the law requires or Vorensys's terms allow.
10.5 You must only order referencing where the applicant knows about it and will complete Vorensys's application and consent process.
11.1 LandlordHub is not an emergency service. Tenants must not use it to report emergencies. In an emergency involving risk to life, a gas leak, fire, flooding or a serious electrical fault, contact the emergency services, the National Gas Emergency Service (0800 111 999), or the emergency contact your landlord or agency has given you.
11.2 Reporting a repair through LandlordHub does not mean the Customer has received, read or accepted it, and doesn't replace any other method of notice required by the tenancy or the law. Customers remain solely responsible for their repairing obligations and for responding within the time the law requires.
11.3 We do not read, monitor, moderate or verify messages, repair requests or documents exchanged between users, and we are not responsible for their content. We only access them as described in our Privacy Notice (for example to give support you ask for, investigate misuse or comply with the law).
11.4 Email, text and app notifications go through third-party providers and are not guaranteed to arrive. Check the Service regularly. Agencies receive alerts by email only.
11.5 By adding a mobile number and switching on text alerts, you agree to receive service texts about your account. Your network's standard charges may apply. You can switch text alerts off at any time.
12.1 LandlordHub is free for Tenants.
12.2 We are not your landlord or letting agent and we are not a party to your tenancy. Your rights and obligations are between you and your landlord (and their agent). Information shown to you (such as compliance statuses and documents) comes from your landlord or agency, and we don't check it.
12.3 Your landlord or agency controls what you can see and may remove your access. When your tenancy ends, your access may end. Download anything you want to keep while you can.
12.4 If your property is managed by a letting agency, you deal with the agency through LandlordHub, not with the landlord directly.
12.5 If you have a problem with your landlord or agency, raise it with them first. Organisations such as Shelter and Citizens Advice can give independent help, and you may be able to complain to the landlord's or agency's redress scheme or your council.
13.1 If an Agency manages your property through LandlordHub, you can have a free account to see that property's information, such as compliance, documents and repairs, in a read-only view, and to message the Agency privately. It stays free while an Agency manages at least one of your properties.
13.2 Your arrangement with the Agency (including fees, authority to act and who is responsible for what) is between you and the Agency. We are not a party to it and are not responsible for the Agency's services.
13.3 While an Agency manages your property, the Agency is the Customer for it and controls its records in LandlordHub. When you hand a property to an Agency, the whole property record, including its history, documents and tenant links, moves to the Agency.
13.4 You can take management of a property back from the Agency in LandlordHub after confirming the warnings shown. The record moves back to you, and you will need a paid landlord plan to keep managing it (with a free trial if you haven't had one). Ending your agreement with the Agency is a separate matter between you and the Agency.
14.1 Your team. The person who creates an agency account is its owner. Owners and admins can invite Team Members, choose their roles and remove them. You are responsible for your Team Members' use of the Service and for removing access when someone leaves. If an Agency tells us its owner has left, we may, after reasonable checks, make another Team Member the owner.
14.2 Authority from landlords. You must have each landlord's authority to manage their property through LandlordHub, to receive their property records in a handover, and to invite them and their tenants. You must hand records back when your authority ends.
14.3 Your regulatory obligations. You are responsible for meeting every obligation that applies to letting and managing agents, including membership of a government-approved redress scheme, client money protection, displaying your fees, the Tenant Fees Act 2019, Right to Rent, deposit protection, anti-money laundering rules where they apply, and consumer protection law.
14.4 Viewings and applicants. When you record people who book viewings or apply for a property, you must tell them how you use their data, keep only what you need, and delete it when you no longer need it.
14.5 Branding. If you add your logo and colours, they appear in your landlords' and tenants' portals, emails and listing previews. You confirm you have the right to use them and that they don't infringe anyone's rights. Other agencies cannot see your branding, and you cannot see theirs.
14.6 Plan limits. Each agency plan allows up to a set number of properties (shown on our pricing page). Properties in the letting pipeline count towards the limit. If you reach it, you'll need to move to a larger plan to add more.
15.1 Landlord plans are shown on our pricing page (currently Starter £5.99, Growth £10.99 and Portfolio £15.99 a month). The features and fees are those shown when you subscribe.
15.2 New landlord accounts start with a free trial of the length shown at sign-up (currently 14 days). You don't need to give payment details to start. If you haven't chosen a paid plan by the end of the trial, your account becomes read-only (section 25).
15.3 Plans are paid monthly in advance, by card through Stripe or by Direct Debit through GoCardless, and renew automatically each month until cancelled.
15.4 12-month option. Where offered, you can choose the 12-month option, which gives you two months free over 12 months. It is still paid monthly. You can cancel at any time and we don't charge an early-cancellation fee.
15.5 Agency plans are shown on our pricing page (currently Agency Starter £49 a month for up to 30 properties, Agency Growth £99 for up to 80, Agency Professional £199 for up to 200, and Agency Portfolio £299 with no property limit). The features, limits and fees are those shown when you subscribe.
15.6 Every new agency gets its first 3 months free. You don't need to give payment details to start. Your chosen plan starts charging after the 3 months if you've added a payment method. If you haven't, your agency account becomes read-only (section 25). Agency plans are paid monthly in advance by card through Stripe, renew automatically each month and have no minimum term.
15.7 Agency credit. Agencies can top up prepaid credit to pay for pay-per-use items. Each item is paid from credit first, then from your saved card, then through a payment page. Credit has no cash value, can't be transferred, and doesn't expire while your agency account is open. It isn't refundable, except where the law requires, or if we close your account or stop the Service when you haven't broken these Terms, in which case we'll refund any unused credit.
15.8 Some products are one-off purchases, including the tenancy agreement builder (currently £24.99, for Landlords), the AI inventory (currently £19.99) and tenant referencing (currently £25 per applicant). The price is always shown before you pay. Some landlord plans include a monthly free allowance of certain products; unused allowances don't roll over, have no cash value and end when your plan ends or changes. Landlords on a free trial pay for one-off products.
15.9 One-off products are digital content or services supplied straight away once payment is confirmed. By asking us to supply them immediately, you agree that supply starts at once. If you are a consumer, you acknowledge that you lose your right to cancel once supply has started. This doesn't affect your rights if something is faulty.
15.10 You can cancel a plan in your account settings (landlords) or on the Billing page (agencies). Cancellation takes effect at the end of the billing month in which you cancel, and you keep full access until then. After that, your account becomes read-only (section 25). Except as set out in these Terms or required by law, fees already paid are not refundable.
15.11 If a payment fails, we or our payment provider may retry it and ask you to update your payment details. If it remains unpaid 30 days after it failed, your account becomes read-only.
15.12 Promotional codes are subject to the conditions shown with them, can only be used as described and may be withdrawn at any time.
15.13 We may change our fees or plan features by giving you at least 30 days' notice by email. The change applies from your next billing month after the notice period. If you don't agree, you can cancel before it takes effect.
15.14 Payments are processed by Stripe and GoCardless under their own terms. We don't see or store your full card or bank details.
16.1 Anyone can buy an AI inventory (£19.99), a tenancy agreement (£24.99) or tenant referencing (£25 per applicant) without an account. For an AI inventory, you can record and preview your full report free of charge and only pay to unlock it (to download, print, email, or sign and send it). For a tenancy agreement, you pay when you generate the final document. For tenant referencing, you pay before the checks start. We email you a private link.
16.2 An unpaid guest AI inventory draft lasts 7 days and can include up to 15 room recordings, and we limit how many free drafts can be started each day. Once you pay, your link works for 7 days from payment and for up to 30 room recordings in total. Your draft is kept in the browser on the device you used, and nothing is saved to an account: you must download or print your report before the link expires. We don't keep your recordings after each room is analysed, so we can't recover a report you didn't save.
16.2A A guest tenancy agreement link works for 7 days. Until then you can change your answers, generate the agreement again, download it, and sign it and send it to your tenant. Nothing is saved to an account, so download the PDF before the link expires. We keep your answers only so the link works, and delete them 30 days after it expires.
16.3 A guest referencing link lets you track your order. Section 10 applies to guest referencing.
16.4 Keep your private link safe. Anyone with it can use what you bought.
17.1 Landlords can refer other landlords using their personal link or code on the Refer & Earn page.
17.2 You earn one free month on your current subscription for each landlord you refer who signs up to a paid plan with your link or code and makes their third successful monthly payment. The free trial doesn't count as a payment. The reward is applied automatically, has no cash value and can't be transferred.
17.3 No reward is earned if the referred landlord cancels, stops paying, or is suspended before qualifying. Self-referrals, referring someone who has or has had a LandlordHub account, and referrals from spam, misleading claims or unlawful marketing are not allowed, and we may withhold or reverse any resulting reward.
17.4 When you share your link you must follow the law, including the rules on unsolicited electronic marketing. Only send it to people you know, or where you otherwise have a lawful basis.
17.5 We may change or end the programme at any time. Rewards already earned are not affected.
17.6 Separately, we run an invite-only affiliate programme that pays commission to businesses and individuals who promote LandlordHub. It is governed by our Affiliate Terms, not this section.
18.1 The Service links to and works with services provided by others, including referencing, payment, email, text messaging, AI, certificate providers, trades marketplaces, utilities and other partners on our useful links pages. They are provided under their own terms and privacy notices. We don't control them and are not responsible for them, and a link or listing is not an endorsement.
18.2 We may receive a commission or fee from some partners when you use their services through a link on LandlordHub. This doesn't change the price you pay.
18.3 Any contract you make with a third party is between you and them.
18.4 If you ask LandlordHub to find a local tradesperson for a repair, we send the job details, property postcode and the contact details you enter to our contractor-matching partner (currently MyJobQuote). The partner, and any tradespeople it contacts, will contact you directly. You must accept the partner's own terms and privacy policy before we send your request.
18.5 The partner and the tradespeople are independent of us. We don't vet, employ, recommend or supervise tradespeople, and we are not responsible for their quotes, availability, work, conduct, qualifications, insurance or prices. Before any work starts, check that the tradesperson is suitable, insured and qualified for the job (for example Gas Safe registered for gas work), and agree the price and terms with them directly.
18.6 Only include in a request the details needed for the job. Don't include a tenant's contact details unless the tenant has agreed. Arranging access with your tenant remains your responsibility.
18.7 We may receive a commission or fee from the partner when you use it. This doesn't change what you pay the tradesperson.
18.8 From time to time we may offer optional introductions to partners, such as moving-home, utility, removals or certificate services. We will only pass your details to a partner when you ask us to, and we will tell you which partner and what will be shared before you do. We don't offer or arrange insurance or credit ourselves.
You must not, and must not allow anyone else to:
20.1 You own your content. As between you and us, the Customer owns Customer Content and each user owns what they upload. You give us a non-exclusive, royalty-free licence to host, store, copy, process, send and display your content only as needed to provide, secure and support the Service and to comply with the law.
20.2 You confirm that you have all the rights needed to upload your content and give this licence, and that your content doesn't infringe anyone's rights.
20.3 Once you have paid any fee that applies, you may use Output for your own lettings business. You are responsible for how you use it.
20.4 We may create aggregated statistics from use of the Service that don't identify you or anyone else, and use them to run and improve the Service.
20.4A We don't use Customer Content, or the photos, recordings and documents you upload, to train artificial intelligence models, and our AI providers don't use them to train theirs under their business terms.
20.5 The Service, including its software, design, text, templates, graphics, logos and the LandlordHub name, is owned by us or our licensors and protected by intellectual property law. You receive no rights in it except as set out in these Terms.
20.6 If you give us feedback or suggestions, we may use them without any obligation to you.
21.1 Where we are controller. We are controller of the personal data we use about account holders, Team Members, Guests and website visitors for our own purposes, such as running accounts, billing, security and support. Our Privacy Notice explains this.
21.2 Where the Customer is controller. For Customer Personal Data, the Customer is controller and we act as its processor. Schedule 1 applies to that processing and forms part of the contract between the Customer and us.
21.3 Referencing. Vorensys is an independent controller of the personal data it processes to carry out referencing.
21.4 Each of us will comply with our obligations under Data Protection Law. We are not responsible for a Customer's compliance as controller.
22.1 We will provide the Service with reasonable care and skill, but we don't guarantee that it will be uninterrupted, error-free, secure against every threat, or available at any particular time. We may suspend it for maintenance, updates or security reasons, with notice where reasonably practicable.
22.2 We may change, add or remove features to improve the Service, reflect changes in law or technology, or for security. If we remove a feature that is a material part of a paid plan, we will give you reasonable notice and you may cancel.
22.3 Features marked "beta", "preview", "demo" or similar are provided as they are, may change or be withdrawn at any time, and may not work as expected. The play demos use made-up data and don't save anything.
22.3A New features and partners. We regularly add features and integrations, for example public data lookups (such as the official EPC register), electronic signing, contractor services and moving-home services. New features are covered by these Terms from when they appear. Where a new feature shares personal data with a new organisation, we will update our Privacy Notice and Data Protection & GDPR page before it goes live, and the sharing will only happen when someone chooses to use that feature.
22.4 Keep your own copies. We take backups for our own disaster recovery, but the Service is not a backup or archiving service. Keep your own copies of all documents and records you are legally required to keep or that matter to you, including safety certificates, EPCs, licences, tenancy agreements, deposit paperwork, Right to Rent evidence and notices.
23.1 Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else the law does not allow us to limit or exclude. If you are a consumer, nothing in these Terms affects your statutory rights.
23.2 Except as set out in these Terms, all warranties, conditions and other terms implied by statute or common law are excluded as far as the law allows.
23.3 Subject to section 23.1, we are not liable to you, whether in contract, tort (including negligence), breach of statutory duty or otherwise, for any:
23.4 Subject to sections 23.1 and 23.3, our total liability to you arising out of or in connection with these Terms and the Service in any 12-month period, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited to the greater of (a) the total fees you paid us in the 12 months before the event that gave rise to the claim, and (b) £100.
23.5 You agree these limits are reasonable given the price of the Service, that you remain responsible for your legal obligations, and that you can take professional advice and insure against the risks of your business.
23.6 If we fail to comply with these Terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breach or our failure to use reasonable care and skill. We are not responsible for loss or damage that is not foreseeable.
23.7 We are not responsible for what your landlord or letting agency does or fails to do, including their obligations under your tenancy, the information they provide, or how they handle your repair requests.
23.8 We only supply the Service to consumers for domestic and private use. We have no liability to you for any loss of profit, loss of business, business interruption or loss of business opportunity.
23.9 If defective digital content we supply damages a device or digital content belonging to you, we will either repair the damage or pay you compensation, unless the damage was caused by your failure to follow our instructions or install free updates we provided.
24.1 Each Landlord and Agency will indemnify us, and keep us indemnified, against all losses, liabilities, damages, fines, costs (including reasonable legal fees) and expenses arising from any claim, complaint or regulatory action by anyone else (including a tenant, applicant, landlord, Team Member, council, the Information Commissioner or another regulator) that results from:
24.2 We will tell you promptly about any such claim, let you conduct its defence at your cost (acting reasonably), and give you reasonable help at your cost.
25.1 You can stop using the Service at any time and delete your account in your settings. Agencies should hand properties back to their landlords before closing.
25.2 We may suspend or close your account, or restrict any part of the Service, immediately and without liability if: you seriously or repeatedly breach these Terms; fees remain unpaid as described in section 15.11; we reasonably suspect fraud, misuse or a security risk; the law or a regulator requires it; or continuing would expose us, other users or others to harm. Where reasonably possible, we will tell you why.
25.3 We may stop providing the Service to any account on at least 30 days' notice. If you have paid in advance for a period after the end date, we will refund that amount, and any unused agency credit.
25.4 Read-only access. Your landlord or agency account becomes read-only if: (a) your free trial or free months end without a paid plan; (b) your paid plan ends or is cancelled; or (c) a payment remains unpaid 30 days after it failed. While read-only, you can still sign in, view and download your information, and delete items or your whole account, but you can't add or change anything, invite anyone or buy one-off products. Tenants linked to your properties can still see what you shared and report repairs, but you won't be able to update them through LandlordHub. You remain fully responsible for your obligations to your tenants and landlords. Choosing a paid plan restores full access straight away.
25.5 Deletion after 90 days. If you don't choose a paid plan, we may permanently delete your account and all Customer Content, including properties, compliance records, documents and certificates, tenancy records, invitations, repairs, messages, viewings and pipeline records, agency records, generated documents and inventories, 90 days after we first tell you that your account has become read-only. For landlord accounts, we will email you when the account becomes read-only, 30 days before and 7 days before the deletion date, and show the deletion date when you sign in. Keep your email address up to date and download anything you need before the deletion date. Deleted data can't be recovered. Records we must keep by law (such as payment records) are kept as set out in our Privacy Notice.
25.6 Closing your account yourself. Download anything you want to keep first. When a landlord or agency account is closed, linked Tenant accounts lose access to that information. We then delete account data as set out in our Privacy Notice, except where we must keep it for legal, accounting or security reasons. Deleted data may stay in encrypted backups for a short time until they expire.
25.7 Sections that by their nature are meant to continue after closure (including sections 7, 20, 23, 24, 27 and 28, and Schedule 1 so far as it deals with returning and deleting data) will continue to apply.
26.1 We may update these Terms to reflect changes to the Service, the law or our business. We will update the date at the top.
26.2 For material changes, we will give registered users at least 30 days' notice by email or in the Service, unless a shorter period is needed for legal, regulatory or security reasons. If you keep using the Service after the changes take effect, you will be bound by them. If you don't agree, you can close your account before they take effect.
27.0 We want to put things right quickly. Most problems can be sorted by contacting us.
27.1 If you have a complaint about the Service, contact us at [email protected] or through our contact form. We will acknowledge it and aim to resolve it within 30 days. Data protection complaints are handled as described in our Privacy Notice.
27.1A If you are a consumer and we can't resolve your complaint, you may be able to use an alternative dispute resolution (ADR) provider. We are not obliged to use ADR and don't currently subscribe to an ADR scheme, but we will consider any reasonable proposal. This doesn't affect your right to go to court.
27.2 These Terms, and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with them or the Service, are governed by the law of England and Wales.
27.3 If you are a Landlord, Agency, Managed Landlord or business Guest, the courts of England and Wales have exclusive jurisdiction. If you are a consumer, you may bring proceedings in the courts of England and Wales or, if you live in Scotland or Northern Ireland, in the courts of the part of the UK where you live.
28.1 Entire agreement. For Landlords, Agencies and other business users, these Terms (including the documents in section 1.3) are the entire agreement between us about the Service and replace any earlier discussions. You have not relied on any statement not set out in these Terms. Nothing in this clause limits liability for fraud.
28.2 Events outside our control. We are not responsible for delay or failure caused by events outside our reasonable control, including failures of third-party hosting, email, text, payment or internet providers, cyber attacks we could not reasonably prevent, power failures, illness or incapacity, industrial action, pandemics or government action.
28.3 Transfer. We may transfer our rights and obligations under these Terms to another person or organisation, including a limited company set up to run LandlordHub or a buyer of the business, and will tell you if this happens. Your rights won't be reduced as a result. You may not transfer your rights or obligations without our written consent.
28.4 Third-party rights. No one other than you and us has any right to enforce these Terms, and the Contracts (Rights of Third Parties) Act 1999 does not apply.
28.5 Severance. If a court decides any part of these Terms is invalid or unenforceable, the rest continues in effect.
28.6 No waiver. If we delay or don't enforce any right, we can still enforce it later.
28.7 Notices. We may give you notice by email to the address on your account or through the Service. You may give us notice at [email protected] or at our postal address in section 1.1.
28.8 Electronic contract. You agree that these Terms, and any order, notice or consent under them, can be made, accepted and kept electronically. We keep a record of the version of these Terms you accepted. You can download or print this page at any time.
28.9 Language. These Terms are in English, and all communications with us will be in English.
This Schedule applies between LandlordHub and each Customer (Landlord or Agency) where LandlordHub processes personal data on the Customer's behalf. It is intended to meet the requirements of Article 28(3) UK GDPR.
1.1 The Customer is the controller and LandlordHub is the processor of Customer Personal Data.
| Subject matter | Providing the Service to the Customer. |
|---|---|
| Duration | For as long as the Customer uses the Service, and afterwards until deleted under paragraph 9. |
| Nature and purpose | Hosting, storing, organising, displaying and sending Customer Personal Data; generating documents, listing previews and notifications from it; enabling communication between Customers, Team Members, Managed Landlords and Tenants; receiving enquiries from people responding to the Customer's adverts; recording viewings, lettings and agency records; AI-assisted drafting of inventories and reading of certificates; recording electronic signatures; passing referencing orders to the referencing provider and contractor requests to the contractor-matching partner, when the Customer asks; support and security. |
| Types of personal data | Names, contact details, property addresses, tenancy details (dates, rent, deposit information), identity of occupiers, viewing details and feedback, applicant check results, Right to Rent records and evidence, key holder details, landlord details and uploaded documents, repair requests and messages, access and pet information, documents and certificates, photos and videos of properties, and anything else the Customer or its users choose to enter. |
| Special category data | Not required by the Service. Processed only where a Customer or user chooses to include it (for example health information in a repair request). Right to Rent evidence may reveal nationality or immigration information. |
| Categories of data subjects | Tenants, prospective tenants, applicants and people who book viewings, other occupiers, guarantors, landlords (for Agencies), contractors and key holders, and anyone else whose data the Customer enters. |
3.1 LandlordHub will process Customer Personal Data only on the Customer's documented instructions, which are these Terms and the Customer's use and configuration of the Service, unless UK law requires otherwise (in which case LandlordHub will tell the Customer first unless the law prevents it). LandlordHub will tell the Customer if, in its opinion, an instruction breaks Data Protection Law.
4.1 LandlordHub will make sure anyone it authorises to process Customer Personal Data is bound by confidentiality.
4.1A LandlordHub will not use Customer Personal Data for its own purposes, sell it, or use it to train artificial intelligence models.
4.2 LandlordHub will implement appropriate technical and organisational measures to protect Customer Personal Data, including encryption in transit, access controls restricting each user to the data they are allowed to see, private file storage, and restricted administrative access protected by multi-factor authentication.
5.1 The Customer gives general authorisation for LandlordHub to use the sub-processors listed on our Data Protection & GDPR page. LandlordHub will give at least 14 days' notice of any addition or replacement by updating that page and emailing Customers, and the Customer may object on reasonable data protection grounds. If we can't reasonably address the objection, the Customer may close its account and receive a pro-rata refund of any prepaid fees for the unused period.
5.2 LandlordHub will impose data protection obligations on each sub-processor that are no less protective than those in this Schedule, and remains liable to the Customer for its sub-processors' performance.
6.1 LandlordHub will only transfer Customer Personal Data outside the UK where the transfer complies with Data Protection Law, for example to a country covered by UK adequacy regulations, or under the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
7.1 Taking into account the nature of the processing, LandlordHub will give the Customer reasonable help in responding to requests from people exercising their rights, and in meeting its obligations on security, breach notification, data protection impact assessments and prior consultation. If LandlordHub receives a request directly from a person about Customer Personal Data, it will pass it to the Customer without undue delay and will not respond itself, except to direct the person to the Customer.
7.2 LandlordHub may charge a reasonable fee for help that goes beyond the Service's normal functions.
8.1 LandlordHub will tell the Customer without undue delay after becoming aware of a personal data breach affecting Customer Personal Data, and give the information reasonably available to help the Customer meet its own obligations to notify the Information Commissioner and affected people.
9.1 The Customer can download its documents and data from the Service at any time while its account is open. When the Customer's account is closed or deleted, LandlordHub will delete Customer Personal Data in line with the retention periods in our Privacy Notice, unless UK law requires it to be kept. Data in backups will be deleted when those backups expire. When a property is handed between a Landlord and an Agency, its records move to the new Customer.
10.1 LandlordHub will make available to the Customer the information reasonably needed to show compliance with this Schedule, and will allow for and contribute to audits reasonably requested by the Customer, no more than once in any 12-month period (unless required by a regulator or following a personal data breach), on reasonable notice, at the Customer's cost, and subject to reasonable confidentiality and security conditions. LandlordHub may meet this obligation by providing written answers, policies or third-party certifications.
11.1 The Customer confirms that it has a lawful basis for all Customer Personal Data, that it has given the people concerned all the information Data Protection Law requires (including about its use of LandlordHub and its sub-processors), and that its instructions comply with Data Protection Law.
12.1 The limits and exclusions of liability in section 23 apply to this Schedule, as far as Data Protection Law allows.
Questions about these Terms? Email [email protected] or use our contact form.
