Terms of service

Tenancy Watch is provided by Tenancy Watch Ltd, a company registered in England and Wales, company number 17518896, registered office 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ (we, us). Contact: hello@tenancywatch.com.

2.1 Tenancy Watch is a business service for landlords who let residential property in England, and for people they invite to help them. By creating an account you confirm you are using it for the purposes of your letting business, whether you let one property or many, and that you are 18 or over.

2.2 The rules Tenancy Watch tracks are those for England. For properties elsewhere in the UK it offers record-keeping only, and you must not rely on it for that nation's rules.

2.3 During early access, new accounts need our approval. We may decline or end early access at our discretion.

3.1 You are the account owner (you) and are responsible for everyone you invite to your workspace and for what they do in it.

3.2 Keep your sign-in details secure and tell us at once if you think someone else has used your account.

3.3 You must give accurate information and keep it up to date.

4.1 New accounts get a 30-day free trial with every feature included. We do not take payment details for the trial.

4.2 When paid plans are introduced, we will tell you at least 30 days in advance what happens at the end of your trial.

5.1 Our prices are shown on our website. At the date of these terms they are £12 a month or £115.20 a year for up to five properties, plus £2.50 a month or £24.00 a year for each extra property. We are not VAT-registered, so no VAT is added.

5.2 Paid plans renew automatically at the end of each month or year until you cancel. We will tell you how payment works before you can choose a paid plan.

5.3 We may change our prices by giving you at least 30 days' notice by email. The change applies from your next renewal after the notice period, and you may cancel before it applies.

6.1 You can cancel at any time in Settings or by emailing us. A paid plan stays active until the end of the period you have paid for. We do not refund part periods, except where the law requires it.

6.2 We may suspend or end your account if you materially breach these terms and don't put it right within 14 days of our notice, or immediately for a serious breach of clause 7. We may also stop providing Tenancy Watch altogether by giving at least 60 days' notice, and will refund any fees paid for the period after it ends.

6.3 When the contract ends, clause 13 applies to your data.

You must not:

• enter personal data you have no lawful basis to hold, or use Tenancy Watch to discriminate against applicants or tenants;
• use the emails, signing links or maintenance features to harass, threaten or mislead anyone, or to send messages unrelated to a tenancy;
• try to access another workspace, test our security without written permission, or overload or copy the service;
• upload malicious files, or content that is unlawful or infringes someone else's rights;
• resell or give access to Tenancy Watch to people outside your letting business.

8.1 You own the data you put into Tenancy Watch. You give us permission to use it only to provide and support the service for you, as set out in Schedule 1 and our Privacy notice.

8.2 For personal data about your tenants, applicants, guarantors, contractors and others, you are the controller and we are your processor. Schedule 1 forms part of these terms and sets out our processor obligations.

8.3 You are responsible for having a lawful basis for the personal data you enter, for giving those people a privacy notice, and for answering their data protection requests. We provide tools and a template notice to help; checking and adapting them is your responsibility.

8.4 You can export your workspace data in Settings at any time.

9.1 Tenancy Watch uses AI to read documents and photos, sort maintenance reports, suggest inventory and checkout notes, and draft messages. AI output can be wrong. Suggestions are shown for you to check before they are saved or sent, unless you choose to automate a task.

9.2 You are responsible for checking AI output before you rely on it, especially dates, amounts and deposit deductions.

10.1 Tenancy Watch is a record-keeping and reminder tool. Nothing in it, including reminders, checklists, generated documents, templates, tax summaries and AI answers, is legal, tax, financial or compliance advice.

10.2 You remain responsible for meeting your legal obligations as a landlord, including deadlines, notices, deposit protection, Right to Rent checks, licensing and tax. Check anything important against official guidance or with a qualified adviser.

10.3 Generated documents, including tenancy agreements, guarantor deeds, notices and privacy notice templates, are templates. Check they suit your situation before you use them. A deed may need to be signed in front of a witness to be valid.

10.4 Tenancy Watch does not file anything with HMRC, a deposit scheme or a council for you.

11.1 We aim to keep Tenancy Watch available and working, but do not promise it will be uninterrupted or error-free. It runs on third-party hosting we do not control.

11.2 Reminders and emails depend on the information you enter and on email delivery. Do not rely on Tenancy Watch as your only way of tracking a deadline.

11.3 We may change or remove features. If a change materially reduces what you pay for, we will tell you in advance and you may cancel and receive a refund for any prepaid period after the change.

12.1 Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

12.2 We are not liable for: loss of profit, rent, revenue or business; fines, penalties or costs arising from a missed or wrong deadline, notice or document; or indirect or consequential loss.

12.3 Our total liability to you in any 12-month period is limited to the greater of the fees you paid us in that period and £100.

12.4 You are responsible for, and will compensate us for, claims by third parties arising from personal data or content you put into Tenancy Watch in breach of these terms or the law.

13.1 You can delete your workspace in Settings. Deletion removes your workspace records straight away and issues a deletion certificate. Uploaded files are made inaccessible and we ask our hosting provider to purge them.

13.2 We delete your sign-in account within 30 days of a deletion request, and keep only the deletion certificate and the records the law requires us to keep.

13.3 If your account is closed for any other reason, we keep your data for 30 days so you can export it, then delete it as above.

14.1 We may change these terms. For changes that materially affect you, we will give you at least 30 days' notice by email or in the app; if you don't agree, you may cancel before they apply.

14.2 You may not transfer this contract without our written consent. We may transfer it to a business that takes over Tenancy Watch, and will tell you if we do.

14.3 If a court finds part of these terms unenforceable, the rest still applies. No one else has rights under these terms.

14.4 These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

This schedule is the contract UK GDPR Article 28 requires between you (controller) and us (processor) for personal data you put into Tenancy Watch about other people.

1. Scope. Subject matter: providing Tenancy Watch. Duration: the term of the contract plus the deletion period in clause 13. Nature and purpose: storing, organising, reading with AI, sending emails and signing links, and generating documents for managing your lettings. Data subjects: tenants, applicants, guarantors, occupiers, emergency contacts, contractors and suppliers. Data: identity and contact details, tenancy and rent records, bank transactions, referencing and income information, Right to Rent evidence including ID documents, maintenance reports and photos, inventory photos, and signatures. Special category data only where you or a tenant choose to enter it, such as health or vulnerability information.

2. Instructions. We process this data only on your documented instructions, which are these terms and your use of Tenancy Watch, unless the law requires otherwise; we will tell you if we think an instruction breaks data protection law.

3. Confidentiality and access. Only Tenancy Watch Ltd's director can access your workspace data, under a duty of confidentiality, and only to provide support you ask for, fix a problem, keep the service secure, or meet a legal obligation.

4. Security. We take appropriate technical and organisational measures, including workspace isolation checked on our servers, private file storage with short-lived links, expiring tenant links, and automated isolation tests.

5. Sub-processors. You give general authorisation for the sub-processors listed below. We will give you at least 30 days' notice of a new sub-processor by email or in the app, and you may object or cancel. We impose data protection terms on each sub-processor and remain responsible for them.

6. AI training. We do not use your personal data to train AI models. Our hosting provider's terms allow it to use customer data to improve its services, which may include training AI models. We have asked it to confirm this does not apply to personal data in your workspace, and will update this schedule when it replies.

7. International transfers. Data is stored and processed in the United States. Our hosting provider's data processing agreement relies on the Data Privacy Framework and its UK Extension, or standard contractual clauses, to protect it.

8. Helping you. Taking into account the nature of the processing, we help you respond to people exercising their rights, including through the export, erasure and retention tools in Settings, and help you meet your security, breach and impact assessment obligations.

9. Breaches. We will tell you without undue delay, and aim to within 48 hours, after becoming aware of a personal data breach affecting your workspace, with the information we have.

10. End of contract. When the contract ends, we delete your workspace data as set out in clause 13, unless the law requires us to keep it. You can export it first.

11. Audits. We will make available the information reasonably needed to show we meet this schedule, and allow reasonable audits on at least 30 days' notice, at your cost, no more than once a year unless there has been a breach.

12. Our own data. For your account, billing and support data we are a controller, as described in our Privacy notice. This schedule does not cover that data.