LEGAL

Terms of Service

Last updated: 11 August 2026 · Version 2.0

These Terms govern your access to and use of RenteRoo at www.renteroo.co.uk, operated by 4Real Estate Limited (company number 15119929), registered office 42 Ffordd Y Meillion, Llanelli, SA15 2EX, Wales, trading as RenteRoo ("RenteRoo", "we", "us", "our").

By creating an account or using RenteRoo, you agree to these Terms. If you do not agree, do not use RenteRoo.

The following form part of these Terms:

our Privacy Policy
our Cookie Policy
Schedule 1 — the Data Processing Agreement, which applies if you are a landlord
our list of sub-processors

RenteRoo is a compliance companion, not a legal adviser.
RenteRoo helps you organise compliance information, but the legal responsibility for complying with the law rests with you. RenteRoo does not provide legal, tax, financial, or professional advice, and using it does not by itself make you compliant. See section 5.

Part A — applies to everyone

1. Who can use RenteRoo

You must be at least 18 years old and able to enter into a binding contract.
RenteRoo is built for independent, self-managing landlords of residential property in Wales, and the tenants they invite. It is not designed for, and we do not support, use outside that.
During the private Beta, access is by invitation. We may decline or withdraw an invitation.
If you use RenteRoo for a company or other organisation, you confirm you are authorised to accept these Terms on its behalf, and "you" means both you and that organisation.

2. Your account

Give us accurate information when you register, and keep it up to date.
Keep your login details to yourself. You are responsible for what happens under your account.
Turn on multi-factor authentication where we offer it. We strongly recommend it, and for accounts holding other people's personal data we consider it the baseline.
Tenant accounts are created by invitation from a landlord and confirmed using date of birth and postcode. Only accept an invitation meant for you.
Tell us at hello@renteroo.co.uk as soon as you think someone else has used your account.
One person, one account. Do not share a login.

3. What RenteRoo does

RenteRoo lets you:

record properties, tenancies and compliance documents — gas safety, electrical (EICR), energy performance (EPC), alarms, Rent Smart Wales registration, inspections;
see a compliance status view, and receive reminders before something is due;
invite tenants, share documents with them, and exchange messages;
produce a move-in inventory from what you record;
record rent received and related notes.

What RenteRoo does not do. This list is part of the agreement, not marketing:

We do not find tenants, advertise properties, or conduct viewings.
We do not collect, hold, or handle rent, deposits, or any other client money. Money never moves through RenteRoo.
We do not act for you in any dealing with a tenant, a contractor, a scheme, or an authority.
We are not a letting agent, an estate agent, an inventory clerk, a surveyor, or an adviser of any kind.
We do not check, inspect, verify, certify or approve anything you record. Where the product produces a document, it is a record of what you told it.

Features available during the private Beta may be limited, and may change, be added or be removed.

4. The Beta

RenteRoo is currently a private Beta. It is provided "as is" and "as available", and it will contain bugs, gaps and unfinished features.
The Beta is free. If we introduce paid plans, we will tell you clearly and in advance, and nothing will be charged to you without your agreement.
We may change, suspend or withdraw any part of the Beta, and we may end the Beta itself. We will give you reasonable notice where we can, and we will always give you a way to get your records out first (section 9).
We will ask you about your experience. You can opt out of that contact at any time and keep using the product.
Do not use the Beta as your only record of anything you cannot afford to lose. Keep your own copies of documents that matter. This is not us disclaiming a duty — it is a genuine instruction about an early-stage product.

5. Compliance information is not advice — read this one

RenteRoo helps you organise compliance information. The legal responsibility for complying with the law rests with you.

More specifically:

Reminders, statuses and dates are calculated from rules we have configured and from information you have entered. They may not cover every obligation that applies to your circumstances, they may not reflect the most recent change in the law, and an interval we apply may not be the interval that applies to you.
You must satisfy yourself what the law requires of you, from the legislation, from Rent Smart Wales, or from a qualified adviser. RenteRoo is a place to keep track of the answer, not the source of it.
A reminder that does not appear does not mean an obligation does not exist. Silence from RenteRoo is not a clean bill of health.
You are responsible for what you enter. A status is only as accurate as the certificate date behind it.
You remain responsible for your duties under the Renting Homes (Wales) Act 2016, the Rent Smart Wales registration and licensing regime, gas, electrical and energy-performance regulations, fire and alarm requirements, deposit protection rules, and any other law that applies to you.
RenteRoo does not give legal, tax, financial or professional advice. For your specific situation, ask a qualified professional.
Documents RenteRoo produces are records of what you entered. They are not inspections, certificates, or professional reports, and we make no representation that any of them will be accepted by a court, a tribunal, a deposit scheme adjudicator, a local authority or anyone else.

6. Acceptable use

You must not:

use RenteRoo for anything unlawful or fraudulent, or to discriminate unlawfully against a tenant or applicant;
upload content you do not have the right to share, or that infringes someone else's rights;
upload someone else's personal data without a lawful basis for doing so (if you are a landlord, see Part B);
try to reach data, accounts or areas you are not authorised to reach;
probe, scan or test the security of the platform, or get around any access control — if you find a vulnerability, tell us at hello@renteroo.co.uk and we will thank you for it;
upload malware, or use RenteRoo to harass, abuse or harm anyone;
scrape or bulk-extract the platform, resell it, or use it to build a competing product.

We may remove content or suspend access if you break this section.

7. Content you provide

You keep ownership of the documents, photographs, messages and other content you upload ("Your Content").
You give us a limited licence to host, store, process and display Your Content only to run RenteRoo for you and to show it to the people you have chosen to share it with. That licence ends when the content is deleted, except for backups and retained records described in the Privacy Policy.
We do not use Your Content to train any artificial-intelligence model, our own or anyone else's, and we do not sell it or share it for anyone's marketing.
You are responsible for having the right to upload and share what you upload.

8. Availability and changes

We aim to keep RenteRoo available but we do not guarantee uninterrupted access. We may take it down for maintenance.
We may change these Terms. Where a change is material — anything that affects your rights, your liability, what we do with your data, or what you pay — we will email registered users at least 14 days before it takes effect and show a notice in the product. Continuing to use RenteRoo after that means you accept the change. If you do not accept it, you may close your account under section 9 and we will not hold you to the new terms.
We keep every published version of these Terms, and you can ask us for the version that applied on a given date.

9. Ending it

You may stop using RenteRoo and close your account at any time, from your settings.
Before you go, you can download your records — we offer a bulk export at closure, and you can take it whether or not you go through with closing.
We may suspend or end your access if you break these Terms, if we are required to by law, or if we need to protect the platform or other users. Where we can, we will tell you first and give you a chance to put it right; where the risk is immediate we may act first and tell you straight after.
What happens to your data afterwards is set out in the Privacy Policy, and — for landlords — in Schedule 1. In short: your own profile is anonymised, and records that concern a relationship with someone else are kept for a defined period rather than destroyed, so neither of you loses evidence you might need.
Sections 5, 6, 7, 10, and Parts B and C's liability sections survive the end of this agreement.

10. Our intellectual property

RenteRoo — the software, the design, the branding and the content, excluding Your Content — belongs to 4Real Estate Limited or its licensors. These Terms give you a right to use it, and transfer nothing. The name "RenteRoo" and the RenteRoo logo may not be used without our written permission.

11. Privacy and data protection

How we handle personal data is set out in the Privacy Policy.

There are two different relationships and it matters which one you are in:

For your own account — your name, your email, your login, how you use the product — we decide how that data is handled. We are the controller, and the Privacy Policy is our notice to you.
For the information a landlord records about their tenants and properties — the landlord decides, and we act on their instructions. The landlord is the controller and we are their processor. Schedule 1 is the agreement that governs it, and it is required by UK law.

12. Complaints and contact

Email hello@renteroo.co.uk. We aim to respond within 5 working days.
If your complaint is about how we have handled personal data and you are not satisfied, you can complain to the Information Commissioner's Office — ico.org.uk, 0303 123 1113.

13. General

Nothing in these Terms transfers to anyone else. You may not transfer your rights under them without our written consent. We may transfer ours if the business is sold or reorganised, and will tell you if we do.
If any part of these Terms is found unenforceable, the rest continues to apply.
Not enforcing something once does not mean we have given up the right to enforce it.
Nobody other than you and us has any right to enforce these Terms, and the Contracts (Rights of Third Parties) Act 1999 does not apply — except that a tenant may rely on Part C.

14. Governing law

These Terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. If you are a consumer (see Part C), you may also bring proceedings in the courts of the part of the UK where you live, and nothing in these Terms affects your statutory rights.

Part B — applies if you are a landlord

You are a landlord for these Terms if you use RenteRoo in connection with letting residential property. You are acting in the course of a business, and the protections that apply to consumers do not apply to you.

B1. Your tenants' data — you are the controller

When you record information about your tenants in RenteRoo, you decide what it is used for. That makes you the data controller and us your processor.

Schedule 1 — the Data Processing Agreement applies to you and forms part of these Terms. UK GDPR Article 28 requires it to exist in writing, and it is how you meet that duty as well as how we meet ours.
You confirm that you have a lawful basis for holding your tenants' personal data, and that you have given your tenants a privacy notice telling them how you use it — including that you use a software supplier that holds it for you.
We do not advise you on your own data-protection duties, and nothing in RenteRoo is that advice.
Do not upload other people's personal data you have no reason to hold. If you no longer need something, take it out.

B2. Rent, deposits and money

RenteRoo never touches money. Rent figures and payment records you enter are your own notes. We do not collect rent, we do not hold deposits, we do not protect deposits with a scheme, and we do not check that you have. That is yours, and the law about it is yours.

B3. Fees

The private Beta is free. If we introduce charging, we will publish the price, give you at least 30 days' notice, and not charge you without your agreement. If you do not agree, you can close your account and take your records with you.

B4. Our liability to you

Nothing in these Terms limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited.

Subject to that, and to the fullest extent the law allows:

We are not liable for any fine, penalty, sanction, enforcement action, rent repayment order, prosecution, loss or damage arising from your failure to meet a legal or compliance obligation — including where a RenteRoo reminder was missed, delayed, wrong, or never shown at all. Meeting your obligations is yours under section 5, and this is the consequence of that.
We are not liable for indirect or consequential loss, or for loss of profit, revenue, business, contracts, goodwill, or anticipated savings.
We are not liable for loss or corruption of data to the extent you could reasonably have avoided it by keeping your own copies (section 4).
We are not liable for anything caused by your own breach of these Terms, information you entered incorrectly, or something a third party did — including a tenant, a contractor, or a certificate issuer.
Where we are liable, our total liability to you for everything arising out of or in connection with RenteRoo is capped at the greater of (a) £500 and (b) the total fees you have paid us in the 12 months before the claim arose.

This section allocates risk in a free, early-stage product, and the price reflects it. If that allocation does not work for you, do not use RenteRoo.

B5. Your indemnity to us

You will cover our reasonable losses, costs and legal fees arising from a third-party claim caused by:

your breach of these Terms or of Schedule 1;
your use of RenteRoo for something unlawful;
personal data you uploaded without a lawful basis, or a privacy notice you did not give your tenants;
content you uploaded that infringes someone else's rights.

We will tell you promptly about any such claim, will not settle it without asking you, and will let you take over defending it if you want to.

This does not apply to tenants — see Part C.

B6. When you leave

You can export your records at any time and we offer the export at closure.
Records that concern a relationship with a tenant are retained rather than deleted, on the schedule in the Privacy Policy and Schedule 1 §11. By accepting these Terms you instruct us to keep them for that period — it exists so that neither you nor your tenant loses evidence you might need if something is disputed later.
You can ask us to delete them earlier, and we will unless we have a legal reason not to.

Part C — applies if you are a tenant

You are a tenant for these Terms if your landlord invited you into RenteRoo to see documents about your home and to message them. You are a consumer, and consumer law protects you.

C1. What your account is

Your landlord invited you. Your account is free and always will be — you will never be asked to pay for it, and nothing in RenteRoo will ask you for a payment.
You can use it to see documents your landlord has shared with you, to message them, and to see information about your tenancy.
You can close your account at any time, from your settings. Closing it does not affect your tenancy in any way.

C2. Your landlord controls your tenancy information

This is the most important thing on this page.

Your landlord decides what information about you is held in RenteRoo and what it is used for. In data-protection language, your landlord is the data controller and we act on their instructions.
So if you want to see, correct, or delete information about your tenancy — ask your landlord first. They are the ones who can answer, and the law puts that duty on them. If you contact us, we will help you reach them, and we will tell them, but we cannot change or delete their records without their instruction.
For your own account — your name, your email address, your login, the fact that you signed in — we are the controller, and you can exercise all your rights with us directly. The Privacy Policy explains which is which.
You can always complain to the Information Commissioner's Office — ico.org.uk, 0303 123 1113 — about your landlord, about us, or about both.

C3. What we do and do not do for you

We show you what your landlord has shared. We do not check whether it is right, complete or up to date.
We are not part of your tenancy. We are not your landlord's agent, we are not a party to your occupation contract, and we cannot help with a dispute between you.
We do not handle your rent or your deposit. If your landlord records a rent payment in RenteRoo, that is their note of it — it is not a receipt from us and it is not proof of anything.
A document RenteRoo produces — an inventory, for example — is a record of what your landlord entered. It was not made or checked by an independent professional. If you disagree with something in it, say so to your landlord, in writing, and keep a copy.

C4. Our liability to you

We are responsible to you for loss or damage you suffer that is a foreseeable result of us breaking these Terms or failing to use reasonable care and skill. We are not responsible for loss or damage that is not foreseeable.

We do not limit or exclude our liability for death or personal injury caused by our negligence, for fraud, or for anything else the law does not allow us to limit — including your rights under the Consumer Rights Act 2015 to services carried out with reasonable care and skill.

We are not responsible for what your landlord does — including what they record about you, what they share, whether they meet their obligations, or anything about your tenancy.

Nothing in these Terms takes away your statutory rights. If any part of them would, that part does not apply to you.

4Real Estate Limited (company number 15119929), trading as RenteRoo · registered office 42 Ffordd Y Meillion, Llanelli, SA15 2EX, Wales · hello@renteroo.co.uk