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Terms of Service

Last updated: 4 September 2025

1. Agreement to Terms

By accessing or using Rent Collection Toolkit ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you disagree with any part of these terms, you may not access the Service.

2. Description of Service

Rent Collection Toolkit is a cloud-based software service designed for UK housing providers to manage rent collection, payment arrangements, and tenant communications. The Service includes:

  • Rent calculation tools
  • Payment arrangement planning
  • UC/HB entitlement calculations
  • Case management and logging
  • Reporting and analytics features

3. User Accounts

3.1 Account Creation

To use the Service, you must create an account and provide accurate, complete information. You are responsible for:

  • Maintaining the confidentiality of your account credentials
  • All activities that occur under your account
  • Notifying us immediately of any unauthorised use

3.2 Organisation Accounts

If you create an account on behalf of an organisation:

  • You represent that you have authority to bind the organisation
  • The organisation accepts these Terms
  • You will ensure all users comply with these Terms

4. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose
  • Attempt to gain unauthorised access to any part of the Service
  • Interfere with or disrupt the Service
  • Upload malicious code or content
  • Use the Service to harass, abuse, or harm others
  • Violate any applicable laws or regulations
  • Reverse engineer or attempt to extract source code

5. Subscription and Payment

5.1 Pricing

The Service is provided on a subscription basis with tiered pricing:

  • 1-5 users: £15 per user per month
  • 6-10 users: £12 per user per month
  • 10+ users: £10 per user per month

Prices are subject to change with 30 days' notice.

5.2 Payment Terms

  • Subscriptions are billed monthly or annually in advance
  • All fees are non-refundable except as required by law
  • You authorise us to charge your payment method automatically
  • Late payments may result in service suspension

5.3 Free Trial

We offer a 14-day free trial. No credit card required. Full functionality is available during the trial period.

6. Intellectual Property

6.1 Our Property

The Service and its original content, features, and functionality are owned by Rent Collection Toolkit Ltd and are protected by international copyright, trademark, and other intellectual property laws.

6.2 Your Content

You retain ownership of any data you input into the Service. By using the Service, you grant us a limited license to use, store, and process your content solely to provide the Service.

7. Data Protection

7.1 GDPR Compliance

We comply with the General Data Protection Regulation (GDPR). Our role:

  • We act as a Data Processor for tenant data
  • You act as the Data Controller
  • We will process data only on your instructions
  • We maintain appropriate security measures

7.2 Data Processing Agreement

A separate Data Processing Agreement is available and forms part of these Terms when processing personal data.

8. Service Level Agreement

  • Availability: 99.9% uptime (excluding scheduled maintenance)
  • Support: Email support during business hours
  • Maintenance: Scheduled outside peak hours with advance notice
  • Backups: Daily automated backups with 30-day retention

9. Limitation of Liability

To the maximum extent permitted by law:

  • The Service is provided "as is" without warranties of any kind
  • We are not liable for any indirect, incidental, or consequential damages
  • Our total liability shall not exceed the fees paid in the preceding 12 months
  • We are not responsible for third-party services or content

10. Indemnification

You agree to indemnify and hold harmless Rent Collection Toolkit Ltd from any claims, damages, or expenses arising from:

  • Your use of the Service
  • Your violation of these Terms
  • Your violation of any rights of another party
  • Your content or data

11. Termination

11.1 By You

You may terminate your account at any time through the account settings or by contacting support.

11.2 By Us

We may suspend or terminate your account if you:

  • Violate these Terms
  • Fail to pay fees when due
  • Engage in fraudulent or illegal activity
  • Pose a security risk to the Service or other users

11.3 Effect of Termination

Upon termination:

  • Your access to the Service will cease immediately
  • You may request data export within 30 days
  • We may delete your data after 30 days
  • Provisions that should survive will remain in effect

12. Changes to Terms

We reserve the right to modify these Terms at any time. We will provide notice of material changes via email or through the Service. Continued use after changes constitutes acceptance.

13. Governing Law

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

14. Miscellaneous

  • Entire Agreement: These Terms constitute the entire agreement between you and us
  • Severability: If any provision is unenforceable, the remainder continues in effect
  • Waiver: No waiver shall be effective unless in writing
  • Assignment: You may not assign these Terms without our consent