Terms of use
These are the terms of use for Pro Landlord AI, a property management platform operated by Pro Landlord AI Ltd ("we", "us", "our"). By using our service you agree to these terms. Please read them carefully.
If you have questions, contact us at info@prolandlordai.co.uk.
1. The service
Pro Landlord AI provides tools to help UK landlords manage properties, tenants, maintenance, compliance documents, rent tracking and communications. When we say the Service we mean all features and functions of prolandlordai.co.uk.
When we say you or your we mean you as a registered user of the Service.
2. Your account
To use the Service you must create an account with a valid email address and password. You agree to:
- Keep your login details secure and not share them with anyone
- Provide accurate and up-to-date information
- Notify us immediately if you suspect unauthorised access to your account
- Use the Service only for lawful purposes in connection with property management
3. Free trial
When you create an account and sign our service agreement, you receive a 14-day free trial with full access to the Service. No payment is taken during the trial period. At the end of the trial your chosen subscription plan will be charged monthly unless you cancel before the trial ends.
4. Subscription and payment
After your free trial, continued use of the Service requires a paid monthly subscription. Subscription fees are charged in advance at the start of each billing period. You authorise us to charge your payment method automatically each month.
If a payment fails we will notify you and may suspend access to the Service until payment is received. We reserve the right to update subscription pricing with 30 days' notice.
5. Cancellation
You may cancel your subscription at any time by providing at least one calendar month's written notice. Notice must be submitted by:
- Email to info@prolandlordai.co.uk, or
- Through your account Settings page
You will continue to have access to the Service for the duration of the notice period. No refunds are given for any period already paid. If you cancel during a free trial, no charge will be made.
6. Your data
All data you enter into the Service — including property details, tenant information and documents — remains your property. You grant us a licence to store, process and use this data solely to provide the Service to you. We do not sell your data to third parties.
You are responsible for the accuracy of data you enter and for maintaining your own backups of important information.
7. Acceptable use
You agree not to:
- Use the Service for any unlawful purpose
- Attempt to gain unauthorised access to any part of the Service
- Upload malicious code, viruses or harmful content
- Resell, sublicence or commercially exploit the Service without our written consent
- Use the Service in a way that interferes with other users
- Provide false or misleading information
- Use the Service to store or transmit content that is offensive, illegal or infringes third-party rights
8. Intellectual property
All intellectual property in the Service — including its design, code, features and content — belongs to Pro Landlord AI Ltd. You may not copy, modify, reverse engineer or create derivative works from any part of the Service without our written permission.
9. AI features
The Service includes AI-powered features to assist with property management. AI-generated content is provided for informational purposes only and does not constitute legal, financial, tax or professional advice. You should always verify important information and consult qualified professionals where appropriate. We are not liable for any decisions made based on AI-generated content.
10. Availability and maintenance
We aim to keep the Service available 24 hours a day. Occasionally we may need to perform maintenance which may cause temporary downtime. We will endeavour to give advance notice where possible. We are not liable for any loss arising from unavailability of the Service outside our reasonable control.
11. Limitation of liability
To the maximum extent permitted by law, Pro Landlord AI Ltd's total liability to you for any claim arising from your use of the Service shall not exceed the total subscription fees paid by you in the 12 months prior to the claim.
We are not liable for any indirect, consequential, incidental or special loss including loss of revenue, data, goodwill or business opportunity. Nothing in these terms excludes our liability for death or personal injury caused by our negligence, fraud or any other matter that cannot be excluded by law.
12. Termination by us
We may suspend or terminate your access to the Service immediately if you:
- Breach these terms and fail to remedy the breach within 14 days of notice
- Use the Service fraudulently or unlawfully
- Fail to pay subscription fees
We may also terminate with one month's notice for any other reason. Upon termination your data will be retained for 30 days before deletion, during which time you may request an export.
13. UK law compliance
The Service provides tools and guidance to help you manage your properties. You remain solely responsible for complying with all applicable UK legislation including but not limited to the Renters Rights Act 2025, Housing Act 1988, Gas Safety Regulations, Electrical Safety Standards, and all other relevant landlord obligations. The Service does not constitute legal advice.
14. Changes to these terms
We may update these terms from time to time. We will notify you by email at least 30 days before material changes take effect. Continued use of the Service after that date constitutes acceptance of the updated terms. If you do not accept the changes you may cancel your subscription in accordance with section 5.
15. Governing law
These terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
16. Contact
Pro Landlord AI Ltd
167-169 Great Portland Street
5th Floor
London, W1W 5PF
United Kingdom
Email: info@prolandlordai.co.uk
Website: prolandlordai.co.uk
Thank you for reading our terms of use.
Privacy Notice
Table of contents
- Who are we
- What does this notice cover
- What this notice doesn't cover
- Personal data we collect and how we get it
- How we use your personal data
- Cookies and similar tracking technologies
- How we share your personal data
- Personal data retention
- Security
- International transfers
- Your rights
- Updates to this notice
- How to contact us
- Additional information for UK users
1. Who are we?
When we say "Pro Landlord AI", "we", "our" or "us", we mean Pro Landlord AI Ltd, a company registered in England and Wales. We provide a cloud-based property management platform for UK landlords at prolandlordai.co.uk.
2. What does this notice cover?
This notice describes how we process personal data. When we say "personal data" we mean information that relates to you and from which you can be identified — such as your name, email address, phone number, payment information and usage of our service.
This notice applies to personal data we collect across our website and app in connection with the services we provide, including data collected through account registration, support, and communications.
3. What this notice doesn't cover
This notice doesn't apply to personal data that our subscribers enter into the service about their tenants, suppliers, contractors or other third parties. In those cases, our subscribers control that personal data and we process it only as a service provider on their behalf. If you have questions about that data, contact the landlord or subscriber that controls it.
4. Personal data we collect and how we get it
The personal data we collect depends on how you interact with us. We collect personal data:
- When you provide it directly — when you register an account, subscribe, contact support, or sign documents
- Automatically — when you use the service we collect data about pages visited, features used and login activity
- From third parties — from payment processors and other service providers that help us deliver the service
Categories of personal data
Identity and contact data — name, email address, phone number. Collected directly from you.
Account data — login details, profile information, subscription details, role. Collected directly from you.
Payment data — billing address, payment method details (processed securely by Stripe — we do not store full card numbers). Collected directly from you or from Stripe.
Property and tenancy data — property addresses, rental amounts, tenant details, maintenance records, documents. Collected directly from you.
Communications data — messages sent through the service, support queries, maintenance messages. Collected directly from you.
Device and usage data — IP address, browser type, pages visited, features used, login times. Collected automatically.
Signature data — electronic signatures for documents signed through the service. Collected directly from you or your tenants.
5. How we use your personal data
We use your personal data to operate the service and manage our relationship with you. Specifically:
- To deliver the service — account management, property management features, maintenance tracking, document signing, compliance tools and AI assistance
- To communicate with you — service updates, compliance alerts, subscription invoices, support responses
- For security — detecting fraud, protecting accounts, preventing unauthorised access
- To improve the service — analysing usage to develop new features and improve existing ones
- For legal compliance — complying with applicable UK laws and regulations
- For payment processing — managing subscriptions and billing via Stripe
6. Cookies and similar tracking technologies
We use essential cookies to keep you logged in and remember your session preferences. We do not use advertising cookies, tracking pixels or third-party analytics cookies. You can control cookies through your browser settings, though disabling essential cookies may affect your ability to use the service.
7. How we share your personal data
We only share your personal data with trusted third parties necessary to provide the service.
We do not sell your personal data. We do not share your data with third parties for their own marketing purposes.
8. Personal data retention
We retain your personal data for as long as your account is active and for up to 12 months after cancellation to allow for account reactivation and to comply with legal obligations. Signed documents are retained for 7 years in accordance with UK legal requirements. After retention periods expire, data is securely deleted or anonymised.
9. Security
We take security seriously. All data is encrypted in transit using HTTPS (TLS) and encrypted at rest. Access to your data is controlled by row-level security policies ensuring users can only access their own data. We conduct regular security reviews and follow industry best practices. If you suspect a security breach, contact us immediately at info@prolandlordai.co.uk.
10. International transfers
Some of our service providers process data outside the UK. Where this occurs we ensure appropriate safeguards are in place, including standard contractual clauses approved by the UK Information Commissioner's Office (ICO), to protect your personal data to the same standard as required in the UK.
11. Your rights
Under UK GDPR you have the right to:
- Access — request a copy of the personal data we hold about you
- Rectification — ask us to correct inaccurate or incomplete data
- Erasure — ask us to delete your personal data where there is no legitimate reason to continue processing it
- Portability — receive your data in a structured, machine-readable format
- Restriction — ask us to restrict how we process your data in certain circumstances
- Object — object to processing based on legitimate interests
- Withdraw consent — where processing is based on consent, withdraw it at any time
To exercise any right, email us at info@prolandlordai.co.uk. We will respond within 30 days. We may need to verify your identity before processing your request.
12. Updates to this notice
We may update this notice from time to time. If we make material changes, we will notify you by email at least 30 days before the changes take effect. The date at the top of this page shows when it was last updated.
13. How to contact us
If you have questions, concerns or requests relating to this notice or your personal data:
Pro Landlord AI Ltd
Email: info@prolandlordai.co.uk
Website: prolandlordai.co.uk
If you are not satisfied with our response, you have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
14. Additional information for UK users
UK Controller. Pro Landlord AI Ltd is the controller of your personal data for UK GDPR purposes.
Legal bases for processing. We process your personal data on the following legal bases:
- Contractual necessity — to provide the service under our terms of use (account management, property tools, payment processing)
- Legitimate interests — to improve the service, ensure security and prevent fraud
- Legal obligation — to comply with applicable UK law
- Consent — for any marketing communications (you may withdraw consent at any time)