These Terms of Service (the "Terms") set out the agreement between you and us for your use of Lettfolio. Please read them carefully, together with our Privacy Policy, our Cookie Policy and, where applicable, our Data Processing Agreement, which together govern your use of the service.
1. About these terms and who we are
Lettfolio is provided by Lettfolio Ltd ("Lettfolio", "we", "us" or "our"), a company registered in England & Wales with company number 17306482 and registered office at Faulkner House, 31 West Street, Wimborne, Dorset, BH21 1JS. You can contact us at any time at hello@lettfolio.uk.
These Terms apply to your access to and use of the Lettfolio website at lettfolio.uk, the application at app.lettfolio.uk, and the related software and features (together, the "Service"). By creating an account, subscribing to a plan, or otherwise using the Service, you confirm that you accept these Terms and agree to be bound by them. If you do not agree, you must not use the Service.
If you are entering into these Terms on behalf of a company, partnership or other organisation, you confirm that you have authority to bind that organisation, and references to "you" mean that organisation.
2. Definitions
In these Terms, the following words have the following meanings:
- "Service" means the Lettfolio software, website, application and any related features, content and support we make available.
- "Account" means the account you register to access and use the Service.
- "Customer", "you" or "your" means the person or organisation that registers for an Account, whether on a free or paid basis.
- "Consumer" means an individual who is acting wholly or mainly outside their trade, business, craft or profession.
- "Subscription" means a paid plan you choose, giving access to the features of that plan for a recurring billing period.
- "Customer Data" means the data, records and content you input into or upload to the Service, including information about your properties, tenancies and tenants.
- "Personal Data" means personal data as defined in the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
- "DPA" means our Data Processing Agreement, which governs our processing of Personal Data on your behalf.
3. Eligibility and accounts
To use the Service you must be at least 18 years old and capable of forming a legally binding contract.
When you register, you must provide accurate, current and complete information, and keep it up to date. You are responsible for all activity that takes place under your Account.
You are responsible for keeping your login credentials secure and confidential. You must not share your Account with others or allow unauthorised access. Please tell us promptly at hello@lettfolio.uk if you believe your Account has been compromised.
4. The Service
Lettfolio is software that helps UK landlords organise their property portfolios and keep track of compliance-related dates and tasks — for example gas safety certificates, EICR electrical reports, EPCs and Section 13 rent review timings. The exact features available depend on your plan and may change over time.
We are continually improving the Service, and we may add, change, or remove features from time to time. Where a change would materially reduce the core functionality of a paid plan, we will give you reasonable advance notice.
We work hard to keep the Service available, but we do not guarantee that it will be available 100% of the time or uninterrupted. The Service may occasionally be unavailable for maintenance, updates, or reasons beyond our reasonable control.
5. Plans, fees and billing
We offer a free tier as well as one or more paid Subscription plans. The features and prices of each plan are shown on our website or within the Service at the time you subscribe.
Paid plans come with a 14-day free trial. We collect your payment details when you subscribe, but your card will not be charged until the trial ends, and you may cancel at any time during the trial to avoid being charged.
Paid plans are billed either monthly or annually in advance, depending on the billing cycle you choose at checkout (annual billing is discounted to the equivalent of 10 months' cost). Unless you cancel, your Subscription will automatically renew at the start of each billing cycle — monthly or annually, as applicable — and we will charge the then-current fee for your plan using your chosen payment method.
Payments are processed securely by our third-party payment provider, Stripe. By subscribing, you authorise us (and our payment provider) to charge your payment method for the applicable fees on each renewal date.
We may change our prices from time to time. If we change the price of your plan, we will give you reasonable advance notice by email before the change takes effect, so you can decide whether to continue. The new price will apply from your next billing cycle after the notice period.
All fees are stated inclusive or exclusive of VAT as indicated at the point of sale. You are responsible for any taxes that apply to your purchase, other than taxes on our income.
If a payment fails, we may retry the charge and may suspend or downgrade your Account until payment is made.
6. Your right to cancel (consumers)
This section applies to you only if you are a Consumer. Business customers do not have the statutory cooling-off period described here.
As a Consumer, you normally have a legal right to cancel a paid Subscription within 14 days of entering into it, without giving a reason, under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 (the "cooling-off period").
However, Lettfolio is a digital service supplied online. If you ask us to begin providing the Service during the cooling-off period and acknowledge that you will lose your right to cancel once the Service has started, then:
- by starting to use the Service immediately, you agree that we may begin providing it straight away; and
- you accept that you will lose your statutory right to cancel once the Service has begun.
If you do not ask to start using the Service immediately, your cooling-off right continues for the full 14 days. To cancel within the cooling-off period, simply email us at hello@lettfolio.uk stating that you wish to cancel. Where the right to cancel applies and you exercise it, we will refund any fees paid within 14 days of receiving your cancellation.
7. Cancellation and what happens to your data
You can cancel your Subscription at any time from within your Account or by emailing hello@lettfolio.uk. Cancellation stops future renewals; it does not, by itself, entitle you to a refund of fees already paid for the current period (subject to your statutory rights and section 6 above).
When you cancel a paid plan, your access to paid features generally continues until the end of the billing period you have already paid for. After that, your Account may revert to the free tier or be closed.
You can export your Customer Data while your Account is active. After termination, we will retain, return or delete Customer Data in accordance with our Data Processing Agreement and applicable law. We recommend you export anything you need before closing your Account.
8. Acceptable use
You agree to use the Service lawfully and responsibly. In particular, you must not:
- use the Service for any unlawful, fraudulent or harmful purpose;
- attempt to gain unauthorised access to the Service, other accounts, or our systems, or otherwise breach or circumvent our security;
- copy, modify, decompile, reverse engineer or attempt to derive the source code of the Service, except to the extent the law expressly permits;
- upload or store content that is unlawful, infringing, defamatory or that you do not have the right to use;
- introduce viruses or other malicious code, or use the Service in a way that could damage, disable or impair it; or
- resell or commercially exploit the Service without our written permission.
You must ensure that you have a lawful basis under data protection law for the Personal Data you upload about your tenants and others, and that you provide any privacy information those individuals are entitled to receive.
9. Customer data and data protection
As between you and us, you own your Customer Data. You grant us a limited licence to host, process and use your Customer Data only as needed to provide and support the Service.
Where your Customer Data includes Personal Data about your tenants or other individuals, you are the data controller of that Personal Data and Lettfolio acts as your data processor. Our processing of that Personal Data on your behalf is governed by our Data Processing Agreement, which forms part of these Terms.
How we handle your own Personal Data (for example, the account and billing details of the individual using Lettfolio) is explained in our Privacy Policy.
10. Intellectual property
We (and our licensors) own all intellectual property rights in the Service, including the software, design, and the Lettfolio name and brand. Nothing in these Terms transfers any of those rights to you.
You keep ownership of your Customer Data. Subject to these Terms and your payment of any applicable fees, we grant you a limited, non-exclusive, non-transferable licence to access and use the Service for your own property management purposes during the term of your Account.
If you give us feedback or suggestions, we may use them to improve the Service without any obligation to you.
11. Disclaimers — important
Please read this section carefully, as it affects what you can rely on the Service to do.
Lettfolio is a tool to help you organise and track your properties and compliance dates. It is not legal, tax, financial or professional advice, and it is not a substitute for advice from a qualified solicitor, accountant or letting professional.
You remain solely responsible for your own legal and regulatory compliance as a landlord, including obtaining the correct certificates, meeting deadlines, and serving any required notices. Reminders, dates and tracking features are provided in good faith to assist you, but:
- we give no warranty or guarantee that the Service is accurate, complete, error-free or uninterrupted; and
- we do not guarantee that using the Service will result in you achieving compliance with any legal obligation.
To the extent permitted by law, the Service is provided "as is" and we exclude all implied warranties. Nothing in this section affects the statutory rights you have as a Consumer that cannot lawfully be excluded.
12. Limitation of liability
Nothing in these Terms limits or excludes our liability for: death or personal injury caused by our negligence; fraud or fraudulent misrepresentation; or any other liability that cannot be limited or excluded by law. If you are a Consumer, nothing in these Terms affects your non-excludable statutory rights.
Subject to the paragraph above, and to the extent permitted by law:
- we are not liable for any indirect or consequential loss, or for loss of profits, revenue, goodwill, anticipated savings, or business;
- we are not liable for any loss, penalty, fine or liability arising from your own failure to meet a legal, regulatory or contractual obligation as a landlord (including missed compliance deadlines), even where you used the Service to track it; and
- our total aggregate liability arising out of or in connection with these Terms and the Service is capped at the greater of (a) the total fees you paid to us in the 12 months immediately before the event giving rise to the claim, or (b) £50 (which applies, for example, to users of the free tier).
You are responsible for keeping your own records and backups of important information, and for independently confirming key dates and obligations rather than relying on the Service alone.
13. Suspension and termination
We may suspend or terminate your access to the Service (in whole or in part) if:
- you materially breach these Terms and, where the breach can be fixed, you do not fix it within a reasonable time of us asking;
- you fail to pay fees when due; or
- we are required to do so by law, or it is necessary to protect the Service, other customers or third parties.
Where it is reasonable to do so, we will give you notice before suspending or terminating your Account. You may also stop using the Service and close your Account at any time as described in section 7.
14. Changes to these terms
We may update these Terms from time to time, for example to reflect changes to the Service or the law. If we make a significant change, we will give you reasonable notice (for example by email or a notice within the Service). Your continued use of the Service after the change takes effect means you accept the updated Terms. If you do not agree to a change, you may cancel your Account.
15. Governing law and jurisdiction
These Terms and any dispute arising out of or in connection with them are governed by the laws of England & Wales. The courts of England & Wales have non-exclusive jurisdiction, although if you are a Consumer resident elsewhere in the UK you may also bring proceedings in your home jurisdiction. Nothing in this section affects your statutory rights as a Consumer.
16. Contact us
If you have any questions about these Terms or the Service, please contact us:
Lettfolio Ltd
Company number: 17306482
Registered office: Faulkner House, 31 West Street, Wimborne, Dorset, BH21 1JS
Email: hello@lettfolio.uk