Terms & Conditions

Last updated: 15 July 2026

LettingsHQ

These Terms and Conditions ("Terms") govern your use of the LettingsHQ website and software service (the "Service"), provided by LettingsHQ Software Ltd ("LettingsHQ", "we", "us", "our"), a company registered in England and Wales (company number 17340908), registered office Unit 82a, James Carter Road, Mildenhall, Bury St. Edmunds, IP28 7DE.

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

1. What the Service is — and what it is not

1.1 LettingsHQ is a compliance-tracking and record-keeping tool. It helps letting agents record and monitor certificates, deadlines, tenancy information and related obligations, and sends reminders about them.

1.2 The Service is not legal advice. LettingsHQ is a software tool, not a solicitor, law firm, or regulatory adviser. Nothing in the Service constitutes legal, professional, financial or regulatory advice. The reminders, flags, calculations and information the Service provides are there to assist you — they are not a substitute for your own professional judgement or for advice from a qualified professional.

1.3 You remain responsible for compliance. You are solely responsible for meeting your legal and regulatory obligations as a letting agent, and for the compliance of the properties and tenancies you manage. The Service is a tool to help you stay organised; it does not transfer any of your legal responsibilities to us. You must not rely on the Service as your only means of ensuring compliance.

1.4 Regulations change, and the way the Service interprets them may not always reflect the latest legal position or your specific circumstances. You should verify important dates, obligations and requirements independently.

2. Your account

2.1 You must provide accurate information when creating an account and keep it up to date.

2.2 You are responsible for keeping your login details secure and for all activity that happens under your account. Tell us promptly at support@lettingshq.com if you believe your account has been accessed without authorisation.

2.3 You must be at least 18 years old and authorised to enter into these Terms on behalf of your agency.

2.4 Each agency account may be used by the agency's own team. You are responsible for the actions of everyone you allow to access your account.

3. Free trial

3.1 We offer a 30-day free trial. No payment card is required to start it.

3.2 At the end of the trial, unless you subscribe, your account moves to a read-only state: you can still view and export your data, but you cannot add or change records until you subscribe.

3.3 We may change the length or terms of the free trial for future users, but this will not affect a trial already in progress.

4. Subscription and payment

4.1 Paid access to the Service costs £99 per month unless we have agreed a different price with you in writing (for example, a founding-customer rate). Prices are exclusive of VAT unless stated; VAT will be added where applicable.

4.2 Subscriptions are billed monthly in advance and renew automatically each month until cancelled. There is no minimum contract term.

4.3 Payment is handled by our payment provider, Stripe. By subscribing you authorise us, through Stripe, to charge your payment method for the recurring fee.

4.4 If a payment fails, we may retry it and may suspend or move your account to read-only until payment succeeds.

4.5 We may change our prices. If we change the price of your subscription, we will give you at least 30 days' notice by email, and the change will take effect at your next renewal. If you do not agree, you may cancel before the change takes effect.

5. Cancellation and refunds

5.1 You can cancel at any time from within the Service or via the billing portal. Cancellation takes effect at the end of your current billing period.

5.2 Because billing is monthly and you can cancel any time, we do not generally provide refunds for the current month, except where required by law.

5.3 After cancellation, your data is retained for up to 90 days (during which you can reactivate or export it) and is then permanently deleted, as described in our Privacy Policy. You may request immediate deletion.

6. Your data and content

6.1 You retain all rights to the data and content you enter into the Service ("Your Data"). We do not claim ownership of it.

6.2 You grant us a limited licence to store, process and display Your Data solely to provide and improve the Service.

6.3 You are responsible for ensuring you have the right to enter Your Data into the Service, including any personal data about landlords and tenants, and for complying with data protection law in respect of that data. As explained in our Privacy Policy, your agency is the data controller of that information and LettingsHQ is the data processor.

6.4 You can export Your Data at any time using the tools in the Service.

6.5 You must not upload anything unlawful, or anything you do not have the right to store, or any material that is malicious or harmful.

7. Acceptable use

You agree not to: use the Service for any unlawful purpose; attempt to gain unauthorised access to the Service or other users' data; interfere with or disrupt the Service; copy, resell or redistribute the Service; reverse-engineer the Service except to the extent the law permits; or use the Service to send spam or unlawful communications.

We may suspend or terminate accounts that breach this section.

8. Availability

8.1 We work to keep the Service available and reliable, but we do not guarantee it will be uninterrupted or error-free. Access may be affected by maintenance, updates, or issues with third-party providers.

8.2 We may modify, update or discontinue features of the Service. If we plan to discontinue the Service altogether, we will give you reasonable notice and an opportunity to export Your Data.

9. Our liability

9.1 Nothing in these Terms limits or excludes our liability where it would be unlawful to do so — including liability for death or personal injury caused by negligence, or for fraud.

9.2 Subject to clause 9.1, and because the Service is a low-cost tool that assists with (but does not guarantee) compliance:

- We are not liable for any fine, penalty, loss, claim or damage arising from your failure to meet a legal or regulatory obligation, from a missed deadline, from inaccurate data you have entered, or from your reliance on the Service in place of your own professional judgement.

- We are not liable for indirect or consequential losses, or for loss of profit, business, goodwill or data.

- Our total liability to you for any and all claims arising out of or in connection with the Service in any 12-month period is limited to the total amount you paid us for the Service in that period.

9.3 You acknowledge that the Service is provided to assist you and that responsibility for compliance remains with you (see Section 1).

9.4 The Service is provided "as is" and "as available". To the fullest extent permitted by law, we exclude all warranties not expressly set out in these Terms.

10. Suspension and termination

10.1 You may stop using the Service and close your account at any time.

10.2 We may suspend or terminate your access if you breach these Terms, if payment fails, or if we are required to by law. Where reasonable, we will give you notice and an opportunity to export Your Data first.

11. Changes to these Terms

We may update these Terms from time to time. If we make significant changes we will notify you by email or through the Service. Continuing to use the Service after changes take effect means you accept the updated Terms.

12. Governing law

These Terms are governed by the laws of England and Wales, and any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Contact

Email: support@lettingshq.com

Post: LettingsHQ Software Ltd, Unit 82a, James Carter Road, Mildenhall, Bury St. Edmunds, IP28 7DE