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Last updated on April 11th 2025
DOTGOMM LTD
Company no. 16289808

TERMS AND CONDITIONS FOR ACCESSING AND USING RENTMAN – LETTINGS AND ESTATE AGENCY SOFTWARE

Welcome to Rentman (“Platform”) – a cloud-based property management solution for letting agencies in the UK and Ireland, operated by DOTGOMM LTD with registered office at 60 High Street Chobham, Woking, Surrey, United Kingdom, GU24 8AA (“Company”, “we”, “us”, or “our”).

In these terms, “you” or “User” refers to the user accessing the Platform.

If you’re looking for our Privacy Policy, which we will comply with and you also agree to be bound by, you can find it here.

I’ve returned to your Platform, do I need to read these terms again?

We may update these terms with 30 days' notice via email. Your continued use after such notice constitutes acceptance of the updated terms.

  1. ACCESS AND USE OF THE Platform

    You must only use the Platform in accordance with these Terms and any applicable laws. As a business entity, you must ensure that your employees, contractors, and agents who use or access the Platform comply with these Terms, applicable laws, and property industry regulations. You are responsible for ensuring all data processed using the Platform complies with applicable privacy laws, anti-money laundering regulations, and property industry standards.

  2. ACCOUNTS

    2.1 ACCOUNTS

    • To use the Platform, you must create an account (“Account”).

    • You must provide business information and verification documents for regulatory compliance. You are responsible for complying with all applicable laws in your jurisdiction.

    • You agree that you’re solely responsible for:
      • keeping your Account information and password secure; and

      • any activities and those of any third party that occur through your Account, whether those activities have been authorised by you or not.

    • You warrant that any information you give to the Company in the course of completing the Account registration process will always be accurate, honest, correct and up to date.

    • Once you complete the Account registration process, Company may, in its absolute discretion, choose to accept you as a registered user within the Platform and provide you with an Account.

    • Company reserves the right to contact you about any concerning behaviour by you, or to seek a resolution with you.

    • Company may suspend or cancel your Account immediately for Terms violations or legal requirements, or with 30 days’ notice otherwise. You remain liable for fees during suspension.

    • You also agree to let us know if you detect any unusual activity on your Account as soon as you become aware of it.

    • We will not be responsible to you for, and expressly disclaim any liability for, any cost, loss, damages or expenses arising out of a failure by you to maintain the security of your Account information or your password.

    • You agree to release Company from any and all liability for any loss or damage that arises out of or in connection with information you provide that is not accurate, honest, correct or up-to-date.

    2.2 ACCOUNT CANCELLATION

    • (Cancellation by the User) You may cancel your Account anytime through the Platform. We will retain your data for 6 years (or longer if legally required) in an encrypted environment, during which you may export your content.

    • (Cancellation by us) To the extent permitted by law, we reserve the right to terminate your access to any or all of the Platform at any time without notice without issuing a refund if you breach any provision of these terms.

    This privacy policy relates to your use of the Services only.

    The Services may link to or rely on other apps, websites, APIs or services owned and operated by us or by certain trusted third parties to enable us to provide you with Services. These other apps, websites, APIs or services may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to these other apps, websites or services, please consult their privacy policies as appropriate. For more information see the section ‘Who we share your personal data with’ below.

  3. PAYMENT FOR SUBSCRIPTION

    • (Subscription and Onboarding) Access to the Platform requires:
      • Creation of a valid user account and acceptance of these Terms;

      • For paid tier users, payment of the applicable subscription fee (monthly) based on the selected subscription plan; and

      • Completion of the account verification process and acceptance of any applicable third-party platform distribution requirements before accessing monetisation features (paid tier only).

    • (Subscription models) Standard pricing and features are available at www.dotgomm.ca/dotgomm/software.php#pricing.

    • (Payment obligations) Unless otherwise agreed in writing, you must pay for the subscription plan selected by you at the time of placing an order. All fees are due and payable in advance of the applicable subscription period. Failure to pay fees when due may result in service suspension or termination after 14 days' notice.

    • (VAT) Unless otherwise indicated, amounts stated do not include VAT. In relation to any VAT payable for a taxable supply by us, you must pay the VAT subject to us including that amount in the order, or otherwise providing a tax invoice.

    • (Pricing errors) In the event that we discover an error or inaccuracy in the price at which your order was purchased, we will attempt to contact you and inform you of this as soon as possible. You will then have the option of purchasing your order at the correct price, or cancelling your order. If you choose to cancel your order and payment has already been debited, the full amount will be credited back to your original method of payment.

    • (Refunds) If you cancel a contract with us for a Subscription, we will process any refund due to you as soon as possible and, in any case, within 14 days after the day you have given notice of your cancellation. We will refund any money received from you using the same method originally used by you to pay for your purchase unless otherwise agreed.

    • (Auto renewal) Subscriptions auto-renew unless cancelled at least 14 days before period end. Rate changes require 45 days' notice.

    • (Recurring Billing) By placing an order for a Subscription, you authorise us to charge you the subscription fee then in effect at the beginning of each billing period to your payment method. For example, you authorise us to charge your payment method the agreed subscription rate in subsequent billing periods. We reserve the right to change the timing of our billing, in particular, in the event your payment method has not successfully settled. If your payment method is declined for a recurring payment of your subscription fee, provide us a new payment method promptly or your subscription will be cancelled. You acknowledge that the amount charged each billing period may vary for reasons that may include price changes or changing your subscription, and you authorise us to charge your payment method for such varying amounts each billing period.

  4. YOUR OBLIGATIONS

    You must not:

    • copy, mirror, reproduce, translate, adapt, vary, modify, sell, decipher, reverse engineer, reverse assemble, reverse compile or decompile any part or aspect of the Platform, including but not limited to its proprietary property management software, database structures, APIs, algorithms, source code, or technical documentation without the express written consent of the Company, except as strictly permitted by applicable law or as necessary for interoperability with independently created software;

    • use the Platform for any purpose other than property management, tenant administration, and authorised business operations in accordance with these Terms and applicable property industry regulations;

    • use, or attempt to use, the Platform in a manner that is illegal or fraudulent, facilitates illegal or fraudulent activity, violates third-party intellectual property rights, or breaches property industry regulations, including but not limited to: (i) unauthorised processing of tenant or landlord personal data; (ii) falsification of property records or financial transactions; (iii) violation of anti-money laundering regulations; or (iv) breach of property advertising standards;

    • use, or attempt to use, the Platform in a manner that may interfere with, disrupt or create undue burden on the Platform or the servers or networks that host the Platform;

    • use the Platform with the assistance of any automated scripting tool or software, including but not limited to automated property listing bots, tenant screening scrapers, or automated data extraction tools;

    • process or store any personal information of individuals under 18 years of age without appropriate legal basis under the applicable data protection laws, or handle tenant data without complying with applicable privacy laws (including but not limited to UK GDPR, EU GDPR, and other applicable regional requirements). Users are responsible for ensuring compliance with all applicable data protection regulations and maintaining appropriate records of processing activities in jurisdictions where they operate;

    • act in a way that may diminish or adversely impact the reputation of the Company globally, including but not limited to: (i) unauthorised linking to the Platform; (ii) making false or misleading statements about the Platform or Company on any property portal, website, social media platform, or industry forum; (iii) misrepresenting the relationship between User and Company; (iv) attempting to circumvent the Platform's subscription tier restrictions; or (v) using the Platform in a way that violates UK or Irish property management regulations; and

    • attempt to breach the security of the Platform, or otherwise interfere with the normal functions of the Platform, including by:
      • gaining unauthorised access to Platform accounts or data;

      • scanning, probing or testing the Platform for security vulnerabilities;

      • overloading, flooding, mailbombing, crashing or submitting a virus to the Platform; or

      • instigate or participate in a denial-of-service attack against the Platform.

  5. INFORMATION ON THE Platform

    • While we make every effort to ensure that the Platform functions as intended, you acknowledge and agree that we do not (to the maximum extent permitted by law) guarantee that:
      • we will pre-moderate any user-generated content, though we reserve the right to remove content that violates these terms or third-party rights upon notice;

      • the Platform will be free from errors or defects (or both, as the case may be);

      • the Platform will be accessible at all times;

      • messages sent through the Platform will be delivered promptly, or delivered at all;

      • information you receive or supply through the Platform will be secure or confidential; and

      • any information provided through the Platform is accurate or true.

    • Material changes require 45 days' notice, pricing changes 60 days' notice, and service discontinuation 90 days' notice. Users may export their data and retain all rights to it.

  6. USER CONTENT

    • You retain ownership of your uploaded content (“User Content”) and grant us a license to use it for Services and anonymised analytics. You are the data controller and we are the processor under applicable data protection laws.

    • As data processor, we will handle User Content in compliance with applicable privacy laws and our privacy policy. We will:
      • only use the User Content for providing the Services;

      • process aggregated, anonymised data at an industry level for analytical purposes;

      • not share personally identifiable information with third parties;

      • implement appropriate technical and organisational measures to protect the User Content; and

      • not use any User Content containing personal data or confidential business information for development or improvement of its Services without explicit consent, while maintaining the right to use anonymised, aggregated data in accordance with applicable data protection laws and industry regulations.

    • You are responsible for all input data and warrant that you have all necessary rights and permissions to provide such data. You are solely responsible for evaluating the accuracy and appropriateness of any output data.

    • You shall not use Platform content or output to develop competing services or train AI models.

  7. INTELLECTUAL PROPERTY

    1. Company retains ownership of the Platform and Platform Content, while Users retain ownership of their business data. Property analytics are available during subscription. All rights not expressly granted are reserved.

    2. You may make a temporary electronic copy of all or part of the Platform for the sole purpose of viewing it. You must not otherwise reproduce, transmit, adapt, distribute, sell, modify or publish the Platform or any Platform Content without prior written consent from Company or as permitted by law. This restriction specifically includes any attempt to extract or repurpose aggregated industry data or analysis provided through the Platform’s modules.

    3. Company retains all intellectual property rights in the Services, or those rights are owned by a third party. You must not attempt to copy, reproduce, manufacture or otherwise commercialise the Services.

    4. In this clause 7, “intellectual property rights” means copyright (including rights in computer software), database rights, trade mark, design, patent, semiconductor and circuit layout rights, trade, business, company and domain names, confidential and other proprietary rights, know-how and trade secrets, and any other rights to registration of such rights whether created before or after the date of these terms both in the United Kingdom and throughout the world.

  8. THIRD PARTY SUPPLIERS

    1. We may use third party suppliers for technical support or disaster recovery without notice. You will be notified about any substantive change to the platform at least 30 days in advance.

    2. To the maximum extent permitted under applicable law, we will not be liable for any acts or omissions of third parties. We will maintain appropriate security measures and data protection safeguards compliant with applicable regulatory requirements.

  9. THIRD PARTY TERMS AND CONDITIONS

    • The User acknowledges and agrees that third party terms & conditions (Third Party Terms) may apply.

    • Users must comply with all applicable Third Party Terms, and maintain required licenses. Company may terminate access for violations dan is not liable for Third Party-related losses.

    • You must use the Services in compliance with applicable UK and Irish property laws, data protection regulations, AML legislation and professional standards. You agree not to: upload infringing or fraudulent content, violate tenant rights, or breach professional codes. You are responsible for compliance with property management regulations, advertising standards and data protection requirements.

  10. LINKS TO OTHER WEBSITES

    1. The Platform may contain links to other websites that are not our responsibility. We have no control over the content of any linked websites, and we are not responsible for that content.

    2. Inclusion of any linked website on the Platform does not imply our approval or endorsement of the linked website.

  11. Security

    The Company implements industry-standard security measures to protect the Platform and its data in compliance with UK GDPR requirements, RICS guidelines, and property industry regulations. While the Company maintains these security standards, Users must also implement appropriate security measures, including but not limited to:

    1. maintaining up-to-date anti-virus and security software;

    2. ensuring secure access protocols for their authorised users;

    3. implementing appropriate access management procedures; and

    4. following security best practices as communicated by the Company.

    The Company does not accept responsibility for loss or damage to computer systems or data arising from use of the Platform where such loss or damage is not caused by the Company's negligence or breach of its security obligations under this agreement.

  12. REPORTING MISUSE

    You must report security incidents or unauthorised access within 24 hours, and other Platform issues within 48 hours, through our designated support channels.

  13. PRIVACY and DATA PROTECTION

    13.1 CLIENT DATA

    • Terms in this section have the meanings defined in UK GDPR and Data Protection Act 2018.

    • The Company processes personal data as a controller under Data Protection Legislation for the following purposes:
      1. the Company providing Services;

      2. the Company and/or its subcontractors and third party suppliers use the contact details of the User to send marketing materials or other publications;

      3. the Company may process personal data concerning its other clients and contacts in other ways for its own business purposes;

      4. the Company may process and transfer personal data as necessary to effect a re-organisation of its business; and

      5. the Company shares personal data only: (i) as required by law; (ii) with User consent; (iii) for Service delivery; (iv) during business reorganisation; or (v) with contracted service providers. Anonymised data may be used for analysis and reporting.

    • The User’s instructions include the Company's use of contractors and suppliers for operational functions (including storage, billing, and processing), subject to applicable data protection regulations.

    • By accepting these Terms, the User gives positive consent for the Company to obtain, store and process information about the User as described in this clause 13.

    • Each party shall comply with the terms of the Data Protection Legislation.

    13.2 THIRD PARTY DATA

    1. The Company may act as a processor of personal data you provide to the Company. By agreeing to these terms, you also agree to the terms of our Data Processing Agreement, which is incorporated herein by reference. You can access the full Data Processing Agreement at dotgomm.ca/dotgomm/data.php.

    2. You agree that where necessary you will have satisfied relevant statutory ground under the Data Protection Legislation as also undertaken necessary compliances, in connection with the processing, before providing the Company with personal data.

    3. You warrant, in relation to the personal information and all other data that you provide to the Company in connection with this agreement (Third Party Data), that:
      1. You have all necessary rights in relation to Third Party Data, such that the Services can be performed in respect of that data;

      2. You are not breaching any Law by providing the Company with Third Party Data;

      3. the Company will not breach any Law by performing the Services in relation to any Third Party Data;

      4. there are no restrictions placed on the use of the Third Party Data (including by any Third Party Terms) and if there are any such restrictions, you have notified the Company of this, and the Company has agreed to perform the Services in respect of that data (being under no obligation to do so); and

      5. the Company will not breach any Third Party Terms by performing the Services in relation to any Third Party Data.

    4. You agree at all times to indemnify and hold harmless the Company and its officers, employees and agents from and against any loss (including reasonable legal costs) or liability incurred or suffered by any of those parties, where such loss or liability was caused or contributed to a breach of a warranty in clause 13.2(a).

    5. You and the Company acknowledge that the roles of data controller and data processor, as defined under applicable Data Protection Legislation, will vary depending on the specific processing activities: (a) where the Company processes personal data for its own purposes as described in clause 13.1, it acts as a data controller; and (b) where the Company processes personal data on your behalf as described in clause 13.2, it acts as a data processor.

    6. You and the Company will comply with the Data Protection Legislation.

    7. The Company shall, in relation to any Personal Data processed in connection with this clause 13.2:
      1. process that personal data only on your written instructions of the Client;

      2. keep the personal data confidential;

      3. comply with your reasonable instructions with respect to processing personal data;

      4. not transfer any personal data outside of the UK or European Economic Area (EEA), unless in accordance with both UK and EU Data Protection Legislation, including but not limited to UK GDPR and EU GDPR, and the Company ensures that:
        1. the transfer is to a country approved as providing an adequate level of protection for personal data; or

        2. there are appropriate safeguards in place for the transfer of personal data; or

        3. binding corporate rules are in place; or

        4. one of the derogations for specific situations applies to the transfer.

      5. assist with data subject rights requests upon reasonable notice, at your cost for non-statutory assistance;

      6. notify you without undue delay on becoming aware of a personal data breach or communication which relates to the Company’s or your compliance with the Data Protection Legislation;

      7. at your written request, delete or return personal data (and any copies of the same) to you on termination of these Terms unless required by the Data Protection Legislation to store the personal data; and

      8. maintain complete and accurate records and information to demonstrate compliance with this clause 13.2 and allow for audits by you or your designated auditor.

    8. The Company maintains appropriate security measures including:
      1. enterprise-grade encryption for data in transit and at rest;

      2. role-based access controls with multi-factor authentication;

      3. regular security audits and penetration testing;

      4. dedicated data protection personnel;

      5. documented incident response procedures; and

      6. specific measures for protecting property data, tenant information, financial records, and letting agency intellectual property.
    9. These measures are regularly updated to comply with UK GDPR, EU GDPR and industry requirements, including:
      1. pseudonymising and encrypting personal data;

      2. ensuring confidentiality, integrity, availability and resilience of its systems and services;

      3. ensuring that availability of and access to personal data can be restored in a timely manner after an incident; and

      4. regularly assessing and evaluating the effectiveness of the technical and organisational measures adopted by it.

  14. DATA BACKUP

    1. User Data will be retained for 6 years post-Account cancellation (or longer if legally required), then permanently deleted.

    2. The Company will not be able to recover any such data or content after the six-year Retention Period following the end of your Account, so it is recommended that you back up anything important to it.

    3. The Company will not be responsible to the User and the Company expressly disclaims any liability for, any cost, loss, damages or expenses arising out of the cancellation of your Account and any loss of data.

  15. LIABILITY

    1. Except for data protection breaches or wilful misconduct, Company's total liability for any loss or damage in any 12-month period is limited to the total Fees paid to the Company by you in the 1 month preceding the first event giving rise to the relevant liability.

    2. To the maximum extent permitted by law, all express or implied warranties regarding the Services are excluded. The Company disclaims liability for user-generated content, property listings, third-party portals, and unauthorised Platform use.

    3. You agree to indemnify the Company and its affiliates against all claims, losses, and expenses (including legal fees) arising from:
      1. breach of any of these terms;

      2. use of the Platform; or

      3. access of any Services provided by the Company or participation in any competition organised by the Company.

    4. To the maximum extent permitted by law, the Company excludes liability for any indirect or consequential losses.

    5. Nothing in these terms will exclude or limit a party’s liability for: (a) fraud or intentional unlawful conduct by a party; (b) death or personal injury resulting from a party’s negligence; (c) breaches of data protection laws or mishandling of sensitive property and tenant information that results in unauthorised disclosure or access to such information; (d) violations of anti-money laundering regulations; or (e) breaches of property industry-specific regulatory requirements, including but not limited to RICS regulations and tenant deposit protection schemes.

    6. These liability exclusions apply to the maximum extent permitted by applicable law. Where law restricts liability limitations, these terms will be limited accordingly while remaining otherwise effective.

  16. DISPUTE RESOLUTION

    1. A party claiming that a dispute has arisen under or in connection with these terms must not commence court proceedings arising from or relating to the dispute, other than a claim for urgent interlocutory injunction, unless that party has complied with the requirements of this clause.

    2. A party that requires resolution of a dispute which arises under or in connection with this agreement must give the other party or parties to the dispute written notice containing reasonable details of the dispute and requiring its resolution under this clause.

    3. Parties must attempt to resolve any dispute through good faith negotiations for 14 business days before initiating legal proceedings.

  17. THIRD PARTY RIGHTS

    This agreement does not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this agreement.

  18. FORCE MAJEURE

    1. If a party (Affected Party) becomes unable, wholly or in part, to carry out an obligation under this agreement (other than an obligation to pay money) due to a Force Majeure Event, the Affected Party must give to the other party prompt written notice of:
      1. reasonable details of the Force Majeure Event; and

      2. so far as is known, the probable extent to which the Affected Party will be unable to perform or be delayed in performing its obligation.

    2. Subject to compliance with clause 18(a), the relevant obligation will be suspended during the Force Majeure Event to the extent that it is affected by the Force Majeure Event.

    3. The Affected Party must use its reasonable endeavours to overcome or remove the Force Majeure Event as quickly as possible.

    4. A 'Force Majeure Event' means any event beyond a party's reasonable control, including:
      1. natural disasters, severe weather conditions, or other acts of God affecting operations;

      2. strikes or other industrial action outside of the control of the Affected Party;

      3. war, civil unrest, epidemics, pandemics; or

      4. government actions or health emergencies beyond the reasonable control of the Affected Party that impact performance.

  19. GENERAL

    19.1 NOTICES

    1. A notice or other communication to a party under this agreement must be:
      1. in writing and in English; and

      2. delivered via email to the other party's designated email address, which may be updated by notice to the other party.

    2. Notice by email will be deemed to be received:
      1. 24 hours after sending (GMT/BST), or the next business day if sent on a weekend or public holiday; or

      2. when replied to by the other party,

      3. whichever is earlier.

    19.2 GOVERNING LAW AND JURISDICTION

    This agreement and any disputes arising from it (including non-contractual disputes) shall be governed by English law, with exclusive jurisdiction of the courts of England and Wales.

    19.3 WAIVER

    Any waiver of rights must be in writing and signed by the waiving party.

    19.4 SEVERANCE

    If any term is void or unenforceable, it shall be severed while the remaining terms continue in full force and effect.

    19.5 ASSIGNMENT

    Neither party may assign their rights or obligations without the Company's prior written consent, except that Company may assign its rights upon written notice to Users.

    19.6 ENTIRE AGREEMENT

    This agreement supersedes all prior agreements and understandings between the parties relating to these terms.