Terms of service

Letfolio helps landlords record and manage properties, tenancies, rent, expenses, compliance documents, maintenance and tax information, and gives tenants a portal to view their tenancy, report issues and make payments where enabled.

Letfolio is a record-keeping and workflow tool. It does not provide legal, tax, financial or letting advice. Reminders, calculations, generated letters, referencing summaries and AI-assisted answers are based on the information you enter and may be incomplete or wrong. You remain responsible for checking them and for complying with your obligations as a landlord, including deposit protection, safety certification, notices and tax returns. Where a decision has legal consequences, take professional advice.

• You must be at least 18 and provide accurate details.
• Keep your sign-in credentials confidential. You are responsible for activity under your account, including that of team members you invite.
• A portfolio belongs to one account holder. Team members act within it under the permissions you set; you are responsible for what they do.
• Tell us promptly if you believe your account has been compromised.

• New accounts get a 14-day free trial. If you do not cancel before it ends, your chosen plan begins and is billed in advance, monthly or annually.
• Plan limits (such as the number of properties and the monthly allowance of AI receipt scans and assistant requests) are shown at checkout and in your billing settings.
• Prices are in pounds sterling and include VAT where applicable. Where an introductory price is offered, the price it steps up to and when are shown before you subscribe.
• Payments on the web are processed by Stripe. Subscriptions bought through the App Store or Google Play are billed and refunded by Apple or Google under their terms.
• You can cancel at any time from your billing settings. Cancellation takes effect at the end of the current billing period and we do not refund partial periods except where the law requires.
• We may change prices with at least 30 days’ notice by email. The new price applies from your next renewal after the notice period.

You own the content you put into Letfolio. You grant us a licence to store, process and display it only as needed to provide the service to you and the people you share it with.

If your subscription lapses, your account becomes read-only rather than being closed: you can still sign in and export your records, because landlords must keep them for at least five years for HMRC. You can ask us to delete your account at any time.

We process personal data as described in our privacy policy. For data about your tenants and other third parties you are the data controller and we are your processor; you are responsible for having a lawful basis to enter their data and for telling them how it is used.

You must not use Letfolio to:

• break the law, including housing, discrimination and data protection law;
• send unlawful, harassing or misleading communications to tenants, referees or contractors;
• upload malware or attempt to access other customers’ data;
• reverse engineer, scrape or resell the service; or
• overload or interfere with the service or its providers.

We may suspend or close accounts that break these rules, and will tell you why unless the law prevents it.

Some features rely on third parties you choose to connect, such as Direct Debit collection, bank feeds, accounting software and app store billing. Their terms apply to your relationship with them. We are not responsible for their availability or for decisions they make, such as declining a payment.

We aim to keep Letfolio available at all times but do not guarantee uninterrupted service. We may change or withdraw features, and will give reasonable notice of changes that materially reduce what your plan includes. We take regular backups but you should export important documents periodically.

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

Otherwise, our total liability to you for all claims arising from the service in any twelve-month period is limited to the amount you paid us in that period. We are not liable for loss of profit, rent, business or data, or for penalties, fines or claims arising from your obligations as a landlord, including missed deadlines, invalid notices or inaccurate tax filings, even where the service produced a reminder, document or figure you relied on.

You can stop using Letfolio at any time. We may end the agreement with 30 days’ notice, or immediately if you seriously breach these terms. On termination we keep your data available for export for at least 30 days unless you ask us to delete it sooner.

These terms are governed by the law of England and Wales and the courts of England and Wales have exclusive jurisdiction. If any part is found unenforceable the rest still applies. We may update these terms; we will email account holders at least 14 days before material changes take effect.

Questions about these terms: info@zolvra.co.uk.