Terms of Service

1. Introduction

Welcome to RentKeep (referred to as "we", "us", "our", or "the Platform"). RentKeep is a property management Software-as-a-Service platform designed to help independent landlords manage their rental properties, tenants, leases, finances, and maintenance — all in one place.

The Service is the RentKeep property management platform, managed and provided by SoulSpark Games.

RentKeep is a product and service of SoulSpark Games, an independent technology and software company. SoulSpark Games develops digital tools and software products, of which RentKeep is one. All contractual obligations and liabilities under these Terms are held by SoulSpark Games.

These Terms of Service ("Terms") constitute a legally binding agreement between you ("User", "you", "your") and SoulSpark Games. They govern your use of theRentKeep website, web application, mobile applications, APIs, and any related services (collectively, the "Service").

2. Acceptance of Terms

By registering an account, accessing, or using the Service, you confirm that:

• You have read, understood, and agree to be bound by these Terms.
• You have read and accept our Privacy Policy, which is incorporated into these Terms by reference.
• You meet the eligibility requirements set out in Section 4.
• You have the legal capacity and authority to enter into this agreement.

If you do not agree with any part of these Terms, you must not use the Service.

3. The Service

RentKeep provides independent landlords with a digital platform to:

• Manage rental properties, rooms, and unit configurations
• Maintain tenant records and contact information
• Create and track rental lease agreements
• Record and monitor rent payments and financial transactions
• Log, assign, and track property maintenance requests
• Store and organise property-related documents and files
• Receive automated reminders for rent due dates and lease expiry
• View financial summaries and reports

Service availability: We strive to provide continuous, reliable access to the Service but do not guarantee 100% uptime. We may temporarily suspend the Service for maintenance, updates, or reasons beyond our control. We will make reasonable efforts to provide advance notice of planned maintenance.

Service updates: We continually develop and improve RentKeep. We reserve the right to modify, add, or remove features at any time. Where a change substantially reduces the functionality of a paid subscription, we aim to provide reasonable notice. Continued use of the Service after such changes constitutes acceptance.

4. Eligibility

To use the Service, you must:

• Be at least 18 years of age.
• Own, manage, or rent out one or more properties — whether as an individual personal landlord, a professional or portfolio landlord, a property management company, or any other person with a legitimate interest in managing rental property. The Service is available to both personal and professional property owners.
• Not have been previously suspended or removed from the Service for violation of these Terms.
• Comply with all applicable local, national, and EU laws and regulations relating to landlord obligations, data protection, and anti-money laundering.

5. Account Registration & Security

5.1 Registration

To access the Service, you must create an account using your name, email address, and a secure password. You agree to provide accurate, current, and complete information during registration and to keep this information updated.

5.2 Account Security

• You are solely responsible for maintaining the confidentiality of your account credentials.
• You must notify us immediately at [email protected] if you suspect any unauthorised access to your account.
• You are responsible for all activity that occurs under your account, whether or not you authorised it, to the extent permitted by applicable law.
• Do not share your account credentials with others. Each account is for the use of one individual or business entity.

5.3 One Account per User

You may not create multiple accounts to circumvent plan limits, access restrictions, or any other terms of this agreement. Doing so may result in termination of all associated accounts.

5.4 Email Verification

We may require you to verify your email address. Access to certain features may be restricted until verification is complete.

6. Acceptable Use Policy

You agree to use the Service only for lawful purposes. You must not:

6.1 Prohibited Activities

• Use the Service to store, process, or transmit any unlawful, fraudulent, defamatory, discriminatory, or otherwise harmful content.
• Violate any applicable local, national, or international laws or regulations, including landlord-tenant law, anti-discrimination law, GDPR, and AML regulations.
• Use the Service to facilitate illegal housing arrangements, undeclared rental income, or tax evasion.
• Use discriminatory criteria (race, gender, religion, sexual orientation, disability, national origin, etc.) when entering tenant data or making tenancy decisions.
• Upload malware, viruses, or any other malicious code.
• Attempt to gain unauthorised access to any part of the Service, our systems, or other users' data.
• Scrape, crawl, or systematically extract data from the Service using automated tools without our prior written consent.
• Circumvent, disable, or interfere with security-related features of the Service.
• Resell, sublicence, or commercially exploit the Service without our express written permission.
• Impersonate any person or entity or misrepresent your affiliation with any person or entity.

6.2 Content Standards

All content you upload to the Service (property photos, documents, notes, etc.) must not infringe any third-party intellectual property rights and must comply with applicable law. We reserve the right to remove content that violates these standards.

7. Your Content & Data

7.1 Ownership

You retain full ownership of all data, content, and information you input into the Service ("Your Content"), including property data, tenant records, financial records, and uploaded files. We do not claim any ownership rights over Your Content.

7.2 Licence to Us

By uploading or inputting Your Content, you grant us a limited, non-exclusive, worldwide, royalty-free licence to host, store, transmit, display, and process Your Content solely to the extent necessary to operate and provide the Service to you. This licence terminates when you delete the content or close your account.

7.3 Data Portability & Export

You may export your data at any time using the export functions available in the Service. We are committed to ensuring you are never locked into our platform.

7.4 Your Responsibility for Tenant Data

You acknowledge that you are the data controller of any personal data about your tenants that you enter into the Service. You are solely responsible for ensuring you have a lawful basis under GDPR to collect and process such data, and for providing your tenants with appropriate privacy notices about how their data is used.

8. Intellectual Property

The Service, including its design, software, features, branding, trade marks, and all associated intellectual property, is owned by or licensed to SoulSpark Games. Nothing in these Terms transfers any intellectual property rights to you.

You are granted a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for your own internal business purposes, subject to your compliance with these Terms.

You must not copy, modify, distribute, sell, reverse engineer, or create derivative works based on the Service or any part of it, except as expressly permitted by these Terms or applicable law.

9. Subscription & Payment

9.1 Free Plan

RentKeep is currently available free of charge during our growth phase. The free plan includes access to core features within published usage limits. We reserve the right to introduce paid plans in the future, with reasonable advance notice to existing users.

9.2 Payment Processing — Planned Platform-Specific Providers

When paid plans are introduced, payment processing will be handled by trusted third-party providers depending on the platform you are using. We will never store, log, or have access to your full payment card number, bank details, or raw payment credentials.

9.3 Subscription Terms (When Paid Plans Launch)

• All prices will be clearly displayed inclusive of applicable VAT (where required) before any purchase.
• Subscriptions will auto-renew at the end of each billing period unless cancelled before the renewal date through the relevant platform (web, Google Play, or App Store).
• You may cancel your subscription at any time. Access to paid features will continue until the end of the paid billing period.
• Refund requests for web subscriptions will be handled in accordance with EU consumer rights law and applicable US state laws. Refunds for in-app purchases on Android or iOS will be subject to Google Play and Apple App Store refund policies respectively.

9.4 Right of Withdrawal (EU Consumer Rights Directive)

If you are a consumer (i.e. you are acting outside your trade, business, craft, or profession), EU law provides you a 14-day right of withdrawal from distance contracts. However, by starting to use a digital service, you may waive this right where the service has begun at your explicit request. Full withdrawal details will be provided at the point of subscription when paid plans are introduced.

9.5 Price Changes

We will give at least 30 days' advance notice of any price increases for existing paid subscribers. Continued use after the effective date of a price change constitutes acceptance of the new pricing.

10. Disclaimers & Warranties

The Service is provided "as is" and "as available" without warranties of any kind, either express or implied, to the maximum extent permitted by applicable law.

We do not warrant that:

• The Service will be uninterrupted, error-free, or completely secure at all times.
• Any errors or defects will be corrected.
• The Service is appropriate for use in every jurisdiction.
• Any information or reports generated by the Service constitute legal, financial, tax, or professional advice. You should seek qualified professional advice for legal and financial matters.

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be excluded under applicable EU law.

11. Limitation of Liability

To the maximum extent permitted by applicable law, SoulSpark Games shall not be liable for:

• Any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, business, or goodwill.
• Damages arising from your reliance on any data, reports, or information provided through the Service for legal, financial, or professional decisions.
• Any unauthorised access to or alteration of your data resulting from circumstances beyond our reasonable control.
• Any interruption or cessation of the Service.
• Losses arising from your failure to maintain adequate data backups or from data you choose to delete.

Where we are legally held liable, our total aggregate liability to you for all claims arising from or in connection with the Service shall be strictly limited to the total amount paid by you to us for your subscription in the 1 month preceding the claim, up to a maximum of €50 (fifty Euros) or $50 (fifty US Dollars).

If you are using the Service on a free plan, you acknowledge and agree that we shall have no financial liability to you whatsoever, and you are not eligible for any refund, compensation, or damages under any circumstances.

Nothing in this Section limits our liability for fraud, wilful misconduct, gross negligence, death or personal injury, or any non-excludable statutory rights you have as a consumer under applicable EU law.

12. Indemnification

You agree to defend, indemnify, and hold harmless SoulSpark Games, its officers, directors, employees, and agents from and against any claims, damages, obligations, losses, liabilities, costs, or debts arising from:

• Your use of or access to the Service in breach of these Terms.
• Your violation of any applicable law or regulation, including landlord-tenant law and data protection law.
• Your breach of any obligation owed to third parties, including your tenants, in connection with your use of the Service.
• Any content you upload to the Service that infringes third-party rights.

13. Termination

13.1 Termination by You

You may terminate your account at any time by contacting us at [email protected] or by using the account deletion feature in Settings. Upon deletion, your data will be permanently erased in accordance with our Privacy Policy (excluding legally required retention of financial records).

13.2 Termination by Us

We reserve the right to suspend or terminate your account and access to the Service at any time and for any reason, with or without notice. This includes, but is not limited to, situations where we reasonably believe you have:

• Materially breached these Terms or our Acceptable Use Policy.
• Engaged in fraudulent, illegal, or harmful activity using the Service.
• Failed to pay any amounts due under a paid subscription.

13.3 Effect of Termination

Upon termination, your right to access and use the Service ceases immediately. We will provide you with a reasonable opportunity (30 days) to export your data before deletion, unless termination is for cause involving illegal activity. Sections of these Terms that by their nature should survive termination (including Sections 7.4, 8, 11, 12, 14, and 15) will continue to apply.

14. Governing Law

These Terms shall be governed by and construed in accordance with the laws of [Your Country], without regard to its conflict of law provisions.

If you are a consumer resident in an EU member state, you also benefit from any mandatory consumer protection laws in your country of residence that cannot be overridden by contract. Nothing in these Terms limits your statutory consumer rights under EU law.

The courts of [Your Country] shall have exclusive jurisdiction to settle any dispute arising from or in connection with these Terms, except where mandatory EU law requires otherwise (e.g. where you as a consumer may bring proceedings in the courts of your own member state).

15. Dispute Resolution

15.1 Informal Resolution

Before initiating formal proceedings, we ask that you first contact us at [email protected] to attempt to resolve the dispute informally. We will endeavour to resolve most disputes within 30 days of receiving your complaint.

15.2 EU Online Dispute Resolution

If you are an EU consumer, you may use the European Commission's Online Dispute Resolution (ODR) platform, which is designed to facilitate out-of-court resolution of disputes:

Our contact email for ODR purposes is: [email protected]

16. Changes to These Terms

We may update these Terms from time to time. When we make changes, we will:

• Update the "Last updated" date at the top of this page.
• Provide reasonable notice before material changes take effect for registered users.
• For significant changes that affect your rights, provide a clear summary of what has changed.

Your continued use of the Service after the effective date of revised Terms constitutes your acceptance of the changes. If you do not agree with the changes, you must stop using the Service and may request account deletion before the changes take effect.

17. General Provisions

17.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and SoulSpark Games with respect to the Service and supersede all prior agreements, representations, and understandings.

17.2 Severability

If any provision of these Terms is found to be unenforceable by a court of competent jurisdiction, that provision will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will continue in full force and effect.

17.3 Waiver

Our failure to enforce any right or provision of these Terms shall not be considered a waiver of those rights. A waiver of any breach shall not be construed as a waiver of any future or other breach.

17.4 Assignment

You may not assign or transfer these Terms or any rights or obligations hereunder without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of our assets, with reasonable notice to you.

17.5 Force Majeure

We shall not be liable for any delay or failure in performance resulting from causes beyond our reasonable control, including acts of God, governmental actions, natural disasters, pandemic events, power failures, internet service disruptions, or acts of third parties.

17.6 Language

These Terms are written in English. In the event of any conflict between an English version and any translation, the English version shall prevail.

18. Contact Us

If you have any questions, concerns, or feedback about these Terms, please contact us:

We aim to respond to all enquiries within 5 business days.