LandlordOS / Terms of Service

Terms of Service

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1. Introduction and Acceptance

Welcome to LandlordOS. These Terms of Service ("Terms") govern your access to and use of the LandlordOS website, platform, and services (collectively, the "Service").

LandlordOS is operated by LandlordOS Ltd, a company registered in England and Wales ("we", "us", "our").

By accessing or using our Service, you agree to be bound by these Terms. If you do not agree to these Terms, you must not use our Service.

We may update these Terms from time to time. Continued use of the Service after changes constitutes acceptance of the updated Terms. We will notify you of significant changes via email or through the Service.

2. Service Description

LandlordOS is an AI-powered property management platform designed for UK landlords. The Service provides:

  • AI Assistant: An intelligent chat interface that answers questions about UK landlord law, your properties, tenants, and finances
  • Receipt and Document Scanning: Optical character recognition to extract data from receipts, certificates, and documents
  • Financial Tracking: Upload bank statements for AI-powered import and categorisation
  • Compliance Tracking: Monitoring of gas safety certificates, EICRs, EPCs, deposit protection, and other regulatory requirements
  • Document Generation: Creation of legal notices and documents including Section 8, Section 13, and prescribed information
  • Financial Reporting: Profit and loss statements, expense tracking, and Making Tax Digital (MTD) submissions

The Service uses artificial intelligence to provide information and assistance. While we strive for accuracy, AI-generated content may occasionally contain errors or be incomplete.

3. Account Registration and Responsibilities

3.1 Eligibility

To use LandlordOS, you must be at least 18 years old and legally capable of entering into binding contracts under the laws of England and Wales.

3.2 Account Creation

You must provide accurate, complete, and current information when creating an account. You are responsible for maintaining the accuracy of this information.

3.3 Account Security

You are responsible for:

  • Keeping your login credentials secure and confidential
  • All activity that occurs under your account
  • Notifying us immediately of any unauthorised access or security breach

3.4 One Account Per User

Each user may only maintain one account. You may not share your account with others or allow others to access your account.

4. Free and Paid Plans

4.1 Free Plan

Our Free plan includes:

  • Up to 2 properties
  • AI chat assistant
  • Receipt scanning
  • Compliance tracking
  • Document storage
  • Statement upload and AI import

The Free plan is available at no cost for as long as you use the Service. We reserve the right to modify Free plan features with reasonable notice.

4.2 Pro Plan

Our Pro plan includes everything in the Free plan, plus:

  • Unlimited properties
  • Voice commands
  • Document generation (Section 8, Section 13, prescribed information)
  • MTD quarterly submissions
  • Priority support
  • Advanced reporting

4.3 Plan Changes

You may upgrade from Free to Pro at any time. If you downgrade from Pro to Free, the change takes effect at the end of your current billing period. Properties beyond the Free plan limit will become read-only until you upgrade or remove properties.

5. Payment Terms

5.1 Pro Plan Pricing

The Pro plan is priced at £9 per month, inclusive of VAT where applicable.

5.2 Billing

Pro plan subscriptions are billed monthly in advance. Payment is due on the same date each month as your initial subscription date.

5.3 Payment Methods

We accept payment by debit card and credit card. All payments are processed securely through our payment provider. We do not store your full card details on our servers.

5.4 Failed Payments

If a payment fails, we will attempt to process it again and notify you. If payment cannot be collected after reasonable attempts, your account may be downgraded to the Free plan.

5.5 Price Changes

We may change our prices with at least 30 days' notice. Price changes will apply from your next billing cycle after the notice period. You may cancel before the new price takes effect.

5.6 Refunds

Monthly subscriptions are non-refundable. If you cancel, you retain access to Pro features until the end of your current billing period.

6. Acceptable Use Policy

You agree to use LandlordOS only for lawful purposes and in accordance with these Terms. You must not:

  • Use the Service for any illegal activity or to violate any applicable laws or regulations
  • Upload, transmit, or store content that is unlawful, harmful, threatening, abusive, defamatory, or otherwise objectionable
  • Attempt to gain unauthorised access to the Service, other accounts, or any related systems or networks
  • Interfere with or disrupt the Service or servers or networks connected to the Service
  • Use automated systems, bots, or scripts to access the Service except where expressly permitted
  • Reverse engineer, decompile, or disassemble any part of the Service
  • Reproduce, duplicate, copy, sell, resell, or exploit any portion of the Service without express written permission
  • Use the Service to send spam, unsolicited messages, or conduct phishing
  • Impersonate any person or entity or misrepresent your affiliation with any person or entity
  • Upload viruses, malware, or other harmful code

We reserve the right to suspend or terminate accounts that violate this Acceptable Use Policy.

7. Intellectual Property

7.1 Our Intellectual Property

The Service, including its design, features, content, software, and all related intellectual property rights, is owned by LandlordOS Ltd or its licensors. This includes but is not limited to:

  • The LandlordOS name, logo, and branding
  • The platform design, layout, and user interface
  • AI models, algorithms, and underlying technology
  • Documentation, guides, and educational content

7.2 Limited Licence

We grant you a limited, non-exclusive, non-transferable, revocable licence to use the Service for your personal or business use in managing rental properties, subject to these Terms.

7.3 Restrictions

You may not copy, modify, distribute, sell, or lease any part of our Service or included software, nor may you reverse engineer or attempt to extract the source code, unless laws prohibit these restrictions or you have our written permission.

8. User Content and Data

8.1 Your Content

You retain ownership of all content you upload to or create using the Service ("User Content"), including property information, tenant details, financial records, documents, and images.

8.2 Licence to Us

By uploading User Content, you grant us a limited licence to store, process, display, and use your content solely to provide and improve the Service. This includes using your content to train and improve our AI systems in an anonymised and aggregated form.

8.3 Your Responsibilities

You are responsible for ensuring that:

  • You have the right to upload and use any content you submit
  • Your content does not infringe any third party's rights
  • You comply with data protection laws when uploading tenant or other personal data
  • The information you provide is accurate and up to date

8.4 Data Protection

We process personal data in accordance with our Privacy Policy and applicable data protection laws including the UK GDPR and Data Protection Act 2018. By using the Service, you acknowledge you have read and understood our Privacy Policy.

8.5 Data Export

You may export your data at any time through the Service. Upon account closure, we will retain your data for a reasonable period to allow you to retrieve it, after which it will be deleted in accordance with our data retention policy.

9. Disclaimers

Important: LandlordOS provides information and tools to assist with property management. We are not solicitors and do not provide legal advice.

9.1 No Legal Advice

The information, AI responses, generated documents, and tools provided through LandlordOS are for informational purposes only. They do not constitute legal advice and should not be relied upon as such.

While we strive to ensure our information is accurate and up to date with current UK legislation, we strongly recommend:

  • Consulting a qualified solicitor or legal professional for specific legal matters
  • Seeking professional advice before taking action on possession, eviction, or other legal proceedings
  • Verifying any generated documents with a legal professional before serving them

9.2 No Financial or Tax Advice

LandlordOS provides financial tracking and MTD submission tools but does not provide financial, tax, or accounting advice. We recommend consulting a qualified accountant for tax matters.

9.3 AI Limitations

Our AI assistant uses advanced language models to provide helpful information. However:

  • AI responses may occasionally be inaccurate, incomplete, or outdated
  • AI-generated content should be verified before relying upon it
  • The AI does not have access to real-time legal updates unless specifically provided

9.4 Service Availability

We aim to provide reliable access to the Service but cannot guarantee uninterrupted availability. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control.

10. Limitation of Liability

10.1 Exclusion of Liability

To the maximum extent permitted by law, LandlordOS Ltd and its directors, employees, and agents shall not be liable for:

  • Any indirect, incidental, special, consequential, or punitive damages
  • Loss of profits, revenue, data, or business opportunities
  • Damages arising from your reliance on any information provided by the Service
  • Damages arising from actions taken based on AI-generated content or documents
  • Damages resulting from unauthorised access to or alteration of your data
  • Any third-party claims arising from your use of the Service

10.2 Cap on Liability

Our total liability for any claims arising out of or relating to these Terms or the Service shall not exceed the greater of (a) the amount you paid us in the 12 months preceding the claim, or (b) £100.

10.3 Statutory Rights

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under applicable law.

10.4 Consumer Rights

If you are a consumer, you have legal rights under consumer protection laws that cannot be excluded or limited. These Terms do not affect those rights.

11. Termination and Cancellation

11.1 Cancellation by You

You may cancel your account at any time through the account settings or by contacting us. Upon cancellation:

  • If on the Free plan, your account will be closed immediately
  • If on the Pro plan, you will retain access until the end of your current billing period
  • Your data will be retained for 30 days to allow export, then deleted

11.2 Termination by Us

We may suspend or terminate your account if:

  • You breach these Terms
  • You violate the Acceptable Use Policy
  • Your use of the Service poses a security risk
  • We are required to do so by law
  • Payment cannot be collected after reasonable attempts

We will provide reasonable notice before termination unless immediate action is required due to security concerns or legal requirements.

11.3 Effect of Termination

Upon termination, your right to use the Service immediately ceases. Provisions that by their nature should survive termination shall survive, including intellectual property provisions, disclaimers, and limitations of liability.

12. Changes to Terms

We may modify these Terms at any time. If we make material changes, we will notify you by:

  • Posting the updated Terms on our website
  • Sending you an email notification
  • Displaying a notice within the Service

Material changes will take effect 30 days after notification, unless the changes are required by law, in which case they may take effect immediately.

Your continued use of the Service after the effective date of any changes constitutes your acceptance of the updated Terms. If you do not agree to the changes, you must stop using the Service.

13. Governing Law and Disputes

13.1 Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales.

13.2 Jurisdiction

Any disputes arising from these Terms or your use of the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13.3 Consumer Rights

If you are a consumer resident in the UK, you may also bring proceedings in the courts of the country where you reside, and nothing in these Terms affects your statutory rights under consumer protection laws.

13.4 Dispute Resolution

Before initiating formal legal proceedings, we encourage you to contact us to attempt to resolve any dispute informally. Many concerns can be addressed quickly through direct communication.

14. Contact Us

If you have any questions about these Terms, please contact us:

For account-related enquiries, please use the email address associated with your LandlordOS account to help us assist you more quickly.

15. General Provisions

15.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and LandlordOS Ltd regarding your use of the Service.

15.2 Severability

If any provision of these Terms is found to be unenforceable, that provision shall be modified to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force and effect.

15.3 Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.

15.4 Assignment

You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations without restriction.

15.5 Third-Party Rights

These Terms do not confer any rights on any third party under the Contracts (Rights of Third Parties) Act 1999.