Terms of Service

Last updated: 2 April 2026

Applies to: tenancy-vault.co.uk, app.tenancy-vault.co.uk, and related TenancyVault service domains

1. About these terms

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.

2. The service

TenancyVault provides compliance tracking, document storage, evidence logs, reminders, exports, and related workflow tools for UK landlords and agents. We may add, change, or remove features over time.

TenancyVault helps you organise information and evidence. It does not provide legal advice, act as your solicitor, or guarantee that you are legally compliant, that deadlines will always be correct, or that any court, tribunal, insurer, or deposit scheme will accept your records.

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. 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 until cancelled
• you can cancel from your billing settings or Stripe billing portal, and cancellation usually takes effect at the end of the current billing period
• unless we state otherwise in writing, fees are non-refundable except where required by law
• we may change prices or plan limits on notice, with changes applying from a future billing period
• taxes may apply depending on your location and billing details

6. 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.

7. 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.

8. 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.

9. 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.

10. 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, intellectual property, liability, and disputes will continue to apply.

11. 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.

12. 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.

13. Contact

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