Terms of Service

Last updated: 11 June 2026

Applies to: tenancy-vault.co.uk, app.tenancy-vault.co.uk, and related TenancyVault service domains — including the Making Tax Digital (MTD) and HMRC-connected features of the TenancyVault app

1. About these terms

TenancyVault is a product owned and operated by Pixel Funnel Ltd ("we", "us", "our"). These Terms of Service govern your use of TenancyVault, including our website, app, tenant portal, and related services. By accessing or using TenancyVault, you agree to these terms. If you use the service on behalf of a business, agency, or other organisation, you confirm that you have authority to bind that organisation to these terms.

When you create a TenancyVault account, you are asked to confirm that you accept these Terms of Service and our Privacy Policy by ticking a box on the registration form. You cannot create an account without doing so, and we keep a record of the date and time you accepted. If you do not agree to these terms, do not register for or use TenancyVault.

Operator: Pixel Funnel Ltd
Contact: [email protected]

2. The service

TenancyVault provides compliance tracking, document storage, evidence logs, reminders, exports, and related workflow tools for UK landlords and agents. It also includes Making Tax Digital (MTD) features — including digital record-keeping for rental income and expenses, bank statement import and transaction review, HMRC account connection, quarterly update submissions to HMRC, amendment of submitted quarters, annual submissions, year-end calculations, final declaration for supported UK-property workflows, and retrieval of HMRC calculation feedback. We may add, change, or remove features over time.

TenancyVault helps you organise information and evidence, prepare and submit MTD updates and year-end filings, and keep digital records. It does not provide legal advice, tax advice, or accountancy services. It does not act as your solicitor or tax adviser, and it does not guarantee that:

• you are legally or tax compliant
• deadlines, figures, categories, or records are correct
• any court, tribunal, insurer, deposit scheme, or HMRC will accept your records
• HMRC will accept, approve, or not query your submissions

You remain responsible for the accuracy of your income and expense records, imported transactions, expense categories, quarterly figures, and year-end figures. Always review records before submitting to HMRC.

3. Accounts and security

You must provide accurate information, keep your login details secure, and tell us promptly if you believe your account has been accessed without authorisation. You are responsible for activity carried out using your account, including actions by invited team members, unless the activity was caused by our failure to secure the service.

We may require email verification, password resets, two-factor authentication, or other security checks before granting or restoring access.

4. Your responsibilities and data

You are responsible for the data, documents, and records you upload or generate using TenancyVault. In particular, you must:

• ensure the information you enter is accurate and kept up to date
• only upload or process personal data where you have a lawful basis or authority to do so
• avoid uploading unlawful, infringing, or malicious material
• avoid storing special category data unless it is genuinely necessary and you have a lawful basis for processing it
• check exported packs, generated documents, dates, and reminders before relying on them

5. Making Tax Digital and HMRC features

If you use TenancyVault's Making Tax Digital features, you also accept the following:

• HMRC sign-up is your responsibility. TenancyVault connects to HMRC on your behalf, but you must have completed HMRC's own MTD for Income Tax sign-up. The software cannot enrol you — that step is between you and HMRC.
• You are responsible for your records. You must review all records, imported transactions, expense categories, quarterly totals, and year-end figures for accuracy before submitting to HMRC. TenancyVault presents the figures you have entered or imported — it does not verify them.
• Bank statement imports require your review. When you import a CSV or PDF bank statement, TenancyVault extracts transaction data for your review. You must confirm the import before saving. You are responsible for identifying personal transfers, excluding irrelevant transactions, and assigning correct categories.
• You are responsible for your HMRC submissions. Quarterly updates and supported year-end filings submitted through TenancyVault are submitted on your behalf under your HMRC authorisation. You are responsible for the figures you submit. TenancyVault is not liable for tax consequences arising from inaccurate submissions.
• HMRC authorisation. You authorise TenancyVault to connect to HMRC through HMRC's standard authorisation flow. You can revoke this at any time via your HMRC online account. TenancyVault does not retain your Government Gateway credentials.
• Supported HMRC scope. The current in-app HMRC filing scope covers customer-direct submissions for individual UK-property workflows, including quarterly updates, quarter amendments, annual submissions, year-end calculations, and final declaration. Agent mode, foreign property, self-employment, BSAS, and loss-relief workflows are not currently supported in-app.
• HMRC system availability. HMRC's MTD systems may occasionally be unavailable. TenancyVault is not responsible for submission failures caused by HMRC system downtime, HMRC API errors, or changes to HMRC's requirements.

6. Electronic signatures

TenancyVault includes an electronic signing feature that lets account holders send PDF documents to tenants (and counter-sign themselves) for electronic signature. If you use this feature, you also accept the following:

• You choose what to send for signing. TenancyVault transmits and records signatures on the documents you upload. It does not review, draft, or validate the legal content of those documents, and it does not confirm that a particular document is suitable for electronic signing.
• Deeds are excluded. Documents that must be executed as a deed (for example, leases of more than three years) require witnessed signatures and must not be signed through TenancyVault.
• Signer identity is email-based. Signers are authenticated through their registered email address (tenant portal login or account login). You are responsible for ensuring signer email addresses are correct before sending a request.
• Evidence record. For each signature we record the signature image, the signer's IP address and device information, timestamps, a cryptographic hash of the document, and the consent statement agreed at signing. This evidence is included in the signature certificate appended to the completed document and is retained as part of the signed record.
• Completed documents. Once all parties have signed, the signed document (including its certificate) is stored in your account and shared with the tenancy. Keep your own copies of signed documents for your records.

7. Fees, billing, and cancellation

TenancyVault may offer free, paid, and custom plans. Paid subscriptions are processed through Stripe and are billed in advance on the billing interval you choose.

• paid plans renew automatically at the end of each billing period until cancelled
• you can cancel at any time from your billing settings or the Stripe billing portal; cancellation takes effect at the end of the current billing period, and you keep access to paid features until then
• if a renewal payment fails, we may retry the charge and may suspend or downgrade your account if payment is not received within a reasonable period
• we may change prices or plan limits on notice, with changes applying from a future billing period — if you do not accept a price change, you can cancel before it takes effect
• prices may be shown exclusive of taxes; taxes may apply depending on your location and billing details

8. No refunds

All fees paid for TenancyVault are non-refundable. Except where we expressly agree otherwise in writing, or where a refund is required by law, we do not provide refunds or credits for:

• partially used or unused billing periods, including where you cancel part-way through a monthly or annual period
• downgrades to a cheaper plan or to the free plan
• unused properties, seats, or features within your plan limits
• accounts suspended or terminated for breach of these terms
• dissatisfaction with the service where the service has performed materially as described

When you cancel a paid subscription, your plan remains active until the end of the billing period you have already paid for, and no further charges are taken. We recommend choosing monthly billing if you want to try a paid plan before committing to a year.

Consumer cooling-off period. If you subscribe as a consumer, you may have a statutory 14-day cancellation right under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. Because TenancyVault is a digital service supplied immediately, by starting a paid subscription you expressly request that we begin supplying the service straight away and acknowledge that, once the supply has begun, you lose the right to cancel for a refund under those Regulations.

Nothing in this section affects your non-excludable statutory rights, including any rights you may have under the Consumer Rights Act 2015 where a digital service is faulty or not as described. If you believe you have been charged in error, contact [email protected] within 14 days of the charge and we will investigate.

9. Acceptable use

You must not use TenancyVault:

• for any unlawful or fraudulent purpose
• to store, transmit, or distribute malicious code, spam, or infringing content
• to attempt unauthorised access to the service, other accounts, or connected systems
• to interfere with the service, scrape it at scale, or reverse engineer it except where the law gives you a non-excludable right
• in a way that would breach data protection law, confidentiality obligations, or others' rights

We may suspend or restrict access if we reasonably believe your use breaches these terms or threatens the service or other users.

10. Intellectual property and your content

TenancyVault, including our software, branding, website copy, guides, templates, and design assets, is owned by or licensed to Pixel Funnel Ltd and protected by intellectual property laws.

You retain ownership of the documents and content you upload. You grant us a limited licence to host, store, back up, process, transmit, and export that content only as needed to operate, secure, and improve TenancyVault and to comply with the law.

11. Availability, changes, and third parties

We aim to provide a reliable service, but we do not promise uninterrupted or error-free availability. Maintenance, security work, bugs, third-party outages, or events outside our control may affect the service.

TenancyVault relies on third-party providers including Stripe, DigitalOcean, Sentry, Resend, Google Analytics, and Web3Forms. Your use of certain features may also be subject to those providers' terms and privacy practices.

12. Liability

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any liability that cannot lawfully be excluded.

Subject to the paragraph above, TenancyVault is provided on an "as is" and "as available" basis. To the fullest extent permitted by law, we are not liable for indirect or consequential loss, loss of profit, loss of business, loss of reputation, loss of data caused by your own actions, or losses arising because you relied on TenancyVault as a substitute for legal or professional advice.

Subject to the same paragraph, our total aggregate liability arising out of or in connection with TenancyVault will not exceed the greater of £100 and the fees you paid us for TenancyVault in the 12 months before the event giving rise to the claim.

13. Suspension and termination

You can stop using TenancyVault at any time. We may suspend or terminate your access immediately if you materially breach these terms, fail to pay applicable fees, or if continued access would create a security, legal, or operational risk.

On termination, your right to use the service ends immediately, but provisions dealing with fees, the no-refund policy, intellectual property, liability, and disputes will continue to apply. Before closing your account, you should export any documents and records you need — you can do this from your privacy settings in the app.

14. Governing law

These terms are governed by the laws of England and Wales, and the courts of England and Wales will have exclusive jurisdiction unless the law says otherwise.

15. Changes to these terms

We may update these terms from time to time. If we make a material change, we will post the updated version on this page and change the date above. Continued use of TenancyVault after a change takes effect means you accept the updated terms.

16. Contact

For questions about these terms, contact [email protected] or use our contact page.