Last updated: 4 November 2026
These terms form the contract between you and RentalForce Ltd (company number 17527562) ("RentalForce", "we", "us") for use of the RentalForce software and website (the "Service").
By creating an account or using the Service, you agree to these terms, our Privacy Policy and the Data Processing Schedule in Schedule 1. If you use RentalForce for a company or partnership, you confirm you have authority to bind it, and "you" means that organisation.
Contact us at hello@rentalforce.co.uk.
RentalForce is for people aged 18 or over who let, or plan to let, residential property in the UK.
The law treats some customers as consumers, for example an individual letting a single property who is not acting in the course of a business. If you are a consumer:
If you use RentalForce for a business, including running a portfolio as a sole trader, partnership or company, you are a business customer.
3.1 Keep your password private and tell us at once if you think someone else has used your account. You are responsible for activity on your account.
3.2 Portfolio members. You can add other RentalForce users, such as a co-owner or partner, to a portfolio. Everyone on a portfolio can see and change its records, including tenant details and transactions. Only add people you trust, and remove them when they no longer need access.
3.3 Accountants and agents. You can invite your accountant, bookkeeper or letting agent to access a portfolio. They act for you and on your instructions. Each must use their own RentalForce login and accept these terms. You decide which portfolios they can reach, and you can remove their access at any time.
3.4 You are responsible for what the members and advisers you invite do in the Service. Your arrangement with your adviser, including their fees, professional duties and confidentiality, is between you and them; we are not a party to it.
3.5 HMRC submissions for others. Each landlord connects to HMRC with their own HMRC sign-in. Filing through an agent's HMRC agent account is not yet available. Until then, an adviser may prepare figures in RentalForce, but the landlord must make the submission.
4.1 RentalForce is software. It helps you record your properties, tenancies, tasks and transactions, organise them into tax categories, and send figures to HMRC.
4.2 RentalForce does not give tax, legal, financial or lettings advice. We are not your accountant or agent. Category labels, reminders, compliance dates and AI Assistant answers are general information to help you organise your affairs. Check anything important with a qualified adviser.
4.3 The tax figures come from the information you enter. The Service only counts transactions you have reviewed, using the categories you or your mapping rules assign. If the information or categories are wrong, the figures will be wrong.
4.4 Reminders and alerts are a convenience. You remain responsible for meeting every legal, lettings and tax deadline, whether or not you receive a reminder.
4.5 We may mark some features as "beta" or "preview". These may change or be withdrawn and are provided without the commitments in clause 9.
5.1 You submit, not us. You connect to HMRC with your own HMRC sign-in and choose when to send each update. Each submission is made in your name and on your authority.
5.2 Before you submit, you must:
5.3 What we will do: build the figures correctly from your reviewed transactions, send them to HMRC as you instruct, show you HMRC's response, and keep a record of it. If a fault in our software causes a wrong figure or a failed submission, we will fix it promptly and help you correct the submission with HMRC.
5.4 What we are not responsible for:
This clause does not limit our liability for our own negligence or breach of these terms, which clause 10 deals with.
5.5 HMRC requires us to send device and connection data with each submission, as described in our Privacy Policy. Submissions cannot be made without it.
5.6 If HMRC withdraws our access, or our software is removed from HMRC's list of recognised software, we will tell you promptly so you can make other arrangements.
6.1 You own your data. Everything you enter or upload stays yours. You give us permission to store and process it only to provide, secure and improve the Service, and as our Privacy Policy describes.
6.2 Tenant and contractor data. When you enter details of tenants, guarantors, contractors or other people, you are the controller of that data and we process it for you under Schedule 1. You confirm you have a lawful basis to hold it and have told those people how you use it, for example in your tenant privacy notice.
6.3 Full download. You can download all of your data at any time: your portfolio records, transactions, notes, HMRC submission history and the files you uploaded, in standard formats such as spreadsheets and the original files. There is no charge.
6.4 Deletion when you leave. When you leave or no longer need RentalForce, ask us to delete your account. We will remind you to take your full download first, then permanently delete all your data, including tenant and contractor details, within 30 days of your request. It drops out of our backups within a further 35 days. We keep only billing records, for 6 years, because the law requires it. If you share a portfolio with others, we remove you from it; the portfolio stays for the remaining members unless all of you ask us to delete it.
6.5 Anonymised data. We may use data that has been stripped of anything identifying you or anyone else to understand how the Service is used and to improve it. We will never sell your data.
6.6 Back up anything you cannot afford to lose. Our hosting provider keeps backups, but the Service should not be your only record.
7.1 Free trial. RentalForce is currently free to use during our trial period. We do not ask for payment details.
7.2 Introducing paid plans. We expect to introduce paid plans before April 2027. We will email you at least 30 days before any charge starts, with the prices and the date. You will never be charged unless you choose a paid plan. If you do not, you can export your data as set out in clause 6.4.
7.3 Billing and renewal (once paid plans start). Prices will be shown on our pricing page and include VAT where it applies. Subscriptions will be paid in advance and renew automatically until you cancel. You can cancel at any time; your plan runs to the end of the period you have paid for. We do not refund part periods, except as clause 7.4 or the law requires.
7.4 Consumers' right to cancel. If you are a consumer, you can cancel within 14 days of first subscribing and get a full refund. If you ask us to start the Service within those 14 days, we may deduct a proportionate amount for the days you used it.
7.5 Price changes. We will give you at least 30 days' notice of a price increase. If you do not want to pay it, you can cancel before it takes effect.
7.6 Late payment. If a payment fails, we will tell you. If it is not paid within 14 days, we may limit your account to read-only and export until it is.
8.1 You must not:
8.2 Third-party services. Some features rely on services we do not control:
We are not responsible for third-party services, but we will tell you if a change on their side affects the Service.
9.1 We aim to keep RentalForce available at all times, but we cannot promise it will never be interrupted. We may pause it for maintenance, ideally outside UK working hours and, for planned work, with notice in the app.
9.2 Around MTD deadlines, submit early. We are not responsible for a missed deadline caused by leaving a submission until the last moment, unless our own fault caused it.
9.3 We improve the Service regularly. We may change or remove features, but we will not make a change that materially reduces what you have paid for without at least 30 days' notice. If such a change affects you, you may cancel and receive a refund of any prepaid fees for the remaining period.
10.1 What we never exclude. Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow us to limit.
10.2 Business customers. If you are a business customer:
10.3 Consumers. If you are a consumer, we are responsible for loss you suffer that is a foreseeable result of our breaking these terms or failing to use reasonable skill and care. We are not responsible for loss that was not foreseeable, or for losses to a business you run.
10.4 Your responsibility. You are responsible for the accuracy of the information you enter and for decisions you make using the Service. Clause 5.4 sets out the HMRC-related losses we are not responsible for.
10.5 If someone makes a claim against us because of data you entered without a lawful basis, or because you broke clause 8, you will cover our reasonable losses and costs from that claim. This clause applies to business customers only.
11.1 You can close your account at any time by emailing us.
11.2 We may suspend or close your account if you seriously or repeatedly break these terms, fail to pay, or use the Service unlawfully. Except in urgent cases, such as a security risk, we will warn you first and give you time to put things right. We may also stop providing the Service altogether on at least 90 days' notice, refunding any prepaid fees for the period after it ends.
11.3 When the contract ends, clause 6.4 applies to your data. Clauses 5.4, 6, 10 and this clause 11 continue to apply.
11.4 Changes to these terms. We may update these terms, for example to reflect new features, new laws or HMRC requirements. We will give you at least 30 days' notice of any change that materially affects you. If you do not accept it, you can cancel before it takes effect.
11.5 Complaints. Email hello@rentalforce.co.uk. We aim to acknowledge complaints within 2 working days and resolve them within 14 days.
11.6 General. We may transfer this contract to a business that takes over the Service, and will tell you if we do; your rights will not be reduced. If a court finds part of these terms invalid, the rest still applies. Delay in enforcing a right does not waive it. No one else has rights under these terms.
11.7 Law. These terms are governed by the law of England and Wales, and its courts have jurisdiction. If you are a consumer living in Scotland or Northern Ireland, you may also bring proceedings in your local courts.
This schedule applies when we process personal data for you as your processor, under Article 28 of the UK GDPR. You are the controller; we are the processor.
| Item | Detail |
|---|---|
| Subject matter and purpose | Hosting, storing and organising your portfolio records so you can manage your lettings and tax affairs |
| Duration | For as long as you use the Service, plus the deletion period in clause 6.4 |
| Nature | Storage, retrieval, display, organisation, export and deletion |
| People concerned | Tenants, guarantors, co-owners, contractors and other people you record |
| Types of data | Names, phone numbers, email addresses, postal addresses (guarantors), rent, deposit and tenancy details, notes you write, and any other details you enter |
| Special category data | Not intended. Do not enter it unless you have a lawful basis |
We will:
You will have a lawful basis for the data you enter, give the people concerned the information the law requires, and only instruct us to process it lawfully.
| Sub-processor | Service | Location |
|---|---|---|
| Microsoft Ireland Operations Ltd (Azure) | Hosting, database and file storage | UK |
| Google (Gmail) | System emails and daily digest | — |
If you use the AI Assistant, data is sent to Anthropic under your own agreement with Anthropic, on your instruction. Anthropic is not our sub-processor. Tenant, guarantor and contractor names and contact details are never sent; see our Privacy Policy, section 6.
