Service terms

Provider and scope

Rent to Rent CRM, 2b Woodhouse Road, Sheffield, S13 8LT. Telephone 07771234662. Support and privacy contact: info@renttorentcrm.co.uk. Version 2 October 2026. This service is for businesses managing residential rent-to-rent portfolios in England. You must be authorised to act for the subscribing business.

Subscription

A 14-day trial starts on registration. Monthly charges are £10 for up to 20 active properties, £20 for up to 100, or £30 for unlimited active properties. Rooms count within their property. Advertised charges are the total monthly subscription price; any applicable VAT is included. PayPal presents and manages recurring payment approval. Renewal is monthly until cancelled. Changing plan may require fresh approval in PayPal; the current plan remains until confirmation. Downgrades require reducing active properties to the new limit.

Cancel renewal through Billing or PayPal. Paid access continues until the recorded paid-through date. There are no automatic refunds for unused portions of a month; contact support about duplicate, unauthorised or incorrect charges and any statutory entitlement. Expired trial/subscription workspaces remain available to read and export unless suspended for security or misuse. Account closure is a separate support request.

What is included

Company workspaces, property and room records, landlords, tenants, notes, tasks, private landlord access, payment recording, expenses, monthly reports, document storage and compliance reminders. Each file is limited to 8 MB and must be PDF, PNG, JPEG, Word (.doc or .docx) or Excel (.xls or .xlsx). Fair-use storage is 100 MB per active property, with a minimum company allowance of 1 GB. Unlimited means no property-count cap; it does not permit unrelated bulk file storage. Support is by email and telephone during normal UK business hours; no guaranteed response time or uptime is offered.

Your responsibilities

Provide accurate records and lawful instructions, control staff access and export records you need. The service records payments; it does not send landlord bank transfers, perform Right to Rent checks, inspect buildings, protect deposits or serve legal notices. You remain responsible for contracts, deadlines, tax, local licensing, official check procedures and repairs. Guidance is a dated aid, not legal advice or a guarantee of compliance. Obtain professional advice for rent-to-rent agreements and possession proceedings. Do not use the system to discriminate unlawfully or upload information you are not entitled to hold.

Service operation and complaints

We may maintain or update the service and suspend access for material misuse, security concerns or nonpayment, keeping records available where reasonably possible. We will notify material price or contractual changes at least 30 days before they apply and allow cancellation before renewal. Send complaints to the contact above with the company name and relevant dates. We investigate and respond reasonably promptly. You own your uploaded business records. We own the software and grant access during the subscription.

Liability and governing law

The service must be used with reasonable checks and independent backups/exports. To the extent permitted for business customers, our aggregate contractual liability is limited to the subscription fees paid in the preceding 12 months. We do not exclude liability for fraud, fraudulent misrepresentation, death or injury caused by negligence, or any liability that law prevents us excluding. Statutory rights prevail. English law applies; disputes are subject to the courts of England and Wales.

Data processing terms

The customer is controller of its portfolio information and Rent to Rent CRM is processor. Processing covers storage, organisation, authorised display, retrieval, export, security, backup and deletion of landlord/tenant/occupier contact details, identity evidence, tenancy records, financial records and property/check notes for the duration of the service and closure retention period. The controller supplies lawful documented instructions through the service and support requests. We process only those instructions, including for transfers, unless legally required otherwise; we notify the controller where permitted and flag instructions believed unlawful.

Authorised personnel are bound to confidentiality. We maintain appropriate security measures, restrict access, encrypt stored documents, keep recovery backups and assist the controller with access/erasure requests, security obligations, breach investigations, impact assessments and regulator enquiries, considering the processing involved. We notify the controller without undue delay of a confirmed personal-data breach affecting its records. The controller remains responsible for notifying regulators or individuals where required.

The controller authorises the hosting/email provider described in the privacy notice. We impose equivalent protection on processors and remain responsible for their processing obligations. We give advance notice of proposed additions/replacements and an opportunity to object; if an objection cannot reasonably be resolved, the affected service may be ended with export access. PayPal separately controls its payment processing. We provide information reasonably needed to demonstrate compliance and allow proportionate audits arranged to protect other customers and security. At the controller's choice on closure, we return or delete its records under the privacy retention schedule, except required legal retention. These obligations survive closure while records remain held.

Discount codes

Eligible codes apply to new subscriptions only. The plans and PayPal approval show the agreed reduced monthly GBP price, which repeats until cancellation. Redemption start/end dates govern new use only; disabling or editing a code does not change an existing subscriber’s agreed price. Codes cannot be combined, exchanged for cash or applied retrospectively. Plan property limits stay the same. An offer may exclude specific plans. Contact support before changing a discounted subscription plan. Paid access still requires a completed payment.