Terms of service

Who we are

These terms are between you and Lettings Management Ltd (“we”, “us”), which runs selfmanaged. We’re a company registered in England and Wales, number 12072778, with our registered office at 31 High Street, Lyndhurst, SO43 7BE. VAT number: to be added. Email: hello@selfmanaged.co.uk.

selfmanaged is separate from the lettings agency Lettings Management Ltd runs, and nothing you record is shared with it.

Who selfmanaged is for

selfmanaged is for landlords who let homes in England and manage them themselves. The dates and rules it uses are the law in England; it isn’t built for Wales, Scotland or Northern Ireland. You must be 18 or over to create an account.

Making the agreement

You make this agreement with us when you create an account. You enter your name, email address and a password, and can correct them before you press Create account. You then confirm your email address from the link we send.

We don’t keep a separate copy of these terms for each account. This page always shows the version in force and its date, and you can print or save it. These terms are in English only.

What selfmanaged does

selfmanaged helps you keep track of your lets: the dates that matter (certificates, the deposit, rent increases, pet requests and repairs), the rent you’ve recorded as arrived or not, an evidence file for each tenancy, and an email address for your tenants. Receiving email isn’t switched on yet: until it is, email sent to that address doesn’t reach selfmanaged, and certificate reading can’t work. It works from what you enter and from the law as we’ve checked it. Where it explains a rule, it says what it relies on and when that was checked.

Information, not advice

selfmanaged gives information, not legal advice. It doesn’t know everything about your tenancy, and the law changes. You stay responsible for your duties as a landlord. If you’re unsure, get advice from a solicitor or another qualified adviser.

What it doesn’t do

The app doesn’t send you reminders or notifications. It shows what’s due when you open it.

The app never replies to, forwards or sends on the emails it receives. Email sent to a mistyped address is lost, and the sender isn’t told, so ask your tenants to phone you in an emergency.

Whether an email to your selfmanaged address counts as a notice under your tenancy agreement depends on that agreement; selfmanaged doesn’t decide it.

Certificate reading

Premium can read a gas safety record, EICR or EPC that you forward, once you turn certificate reading on in Account. It needs receiving email, which isn’t switched on yet. The AI model can misread a document, so check the dates it records. You can correct or undo them. There’s a daily limit on how many documents can be read. During the trial it is 3 documents a day, and reading may stop for the rest of the day if many trial accounts have used it.

Backups and the evidence file

Your records are backed up daily. Photos and attachments aren’t included in those backups, so keep your own copies of anything important.

An evidence file is your own record of what happened, with the date and time each entry was made. It isn’t proof of anything: a court decides what evidence shows.

Plans and the trial

• Free: £0, for one property.
• Standard: £12 a month including VAT, for up to five properties.
• Premium: £29 a month including VAT, for any number of properties.

Every new account starts with a 30-day free trial with Premium features. The trial runs until the date shown on your Account screen. We don’t ask for payment details for the trial, and nothing is charged. When it ends, your account moves to the Free plan unless you’ve chosen a paid one. Nothing you’ve recorded is deleted when a trial ends or your plan changes.

Paid plans

Paid plans aren’t on sale yet. Before you pay for one, we’ll show you the price, what the plan includes and how to cancel.

Changes

We may change selfmanaged, these terms or our prices for a good reason: a change in the law, keeping the service secure, fixing a problem, a change in our costs, or adding or changing features. If a change materially affects you, such as a price rise or losing a feature you use, we’ll email you at least 30 days before it takes effect. If you don’t agree, you can cancel before then, and we’ll refund any payment for the time after the change.

Your account and fair use

Keep your password to yourself, and tell us straight away if you think someone else has used your account. Don’t use selfmanaged to break the law, to keep information you have no right to hold, or to send or collect spam. Don’t try to get into other people’s accounts or disrupt the service. If your selfmanaged email address starts attracting spam, we may change it; we’ll tell you first.

Data protection: your records

These are the UK GDPR Article 28 terms.

1. Where UK data protection law applies to what you keep in selfmanaged, you are the controller of the personal data in your records and we are your processor. This section is the contract Article 28 of the UK GDPR requires.
2. The processing.

   Subject matter

   Providing selfmanaged to you.

   Duration

   While you have an account, and until the data is deleted under point 9.

   Nature and purpose

   Storing, organising and showing your records, receiving email sent to your selfmanaged address, fingerprinting files, and (only if you turn it on) reading certificates, so you can manage your lets and keep a record of them.

   Types of personal data

   Names, contact details, addresses, tenancy, rent and deposit details, certificate details, repair details, photos (which may include location data), records of conversations, and emails and their attachments, which may include special category data such as health information.

   People concerned

   Your tenants and other occupiers, people who email your selfmanaged address, tradespeople, engineers named on certificates, and anyone else you record.

3. We process your records only on your documented instructions, which are these terms, what you do in selfmanaged, and the settings you choose, unless the law requires otherwise. In that case we’ll tell you first, unless the law forbids it. We’ll tell you if we think an instruction breaks data protection law.
4. Everyone at Lettings Management Ltd who can access your records must keep them confidential.
5. We take the security measures Article 32 requires, including those described in our Privacy policy.
6. You authorise us to use these sub-processors: Supabase (database, file storage, sign-in, and the code that receives email); Resend (receiving email sent to your address); and, only if you turn on certificate reading, Anthropic (reading certificates). Each is bound by a contract to protect the data as these terms require, and we remain responsible to you for them. We’ll email you at least 30 days before we add or replace a sub-processor. If you object and we can’t resolve it, you can close your account, and we’ll refund any payment for the time after the change.
7. We’ll help you answer requests from people using their data protection rights, as far as we reasonably can. If someone asks us directly, we’ll pass the request to you.
8. We’ll help you meet your duties on security, personal data breaches and data protection impact assessments, as far as the information we have allows. We’ll tell you without undue delay after we become aware of a personal data breach affecting your records.
9. When your account closes, we’ll delete your records. If you ask before deletion, we’ll give you a copy first. Copies in backups are deleted within 7 days, at Resend within 30 days of each email arriving, and at Anthropic within 30 days of a certificate being read (longer only if Anthropic must keep it to enforce its usage policy, or by law), unless the law requires us to keep them.
10. We’ll give you the information you need to show we meet this section, and allow audits by you or an auditor you appoint, on reasonable notice.
11. Our sub-processors may process data outside the UK, as our Privacy policy explains. Each transfer is covered by UK regulations approving it or by the Information Commissioner’s International Data Transfer Addendum to the standard contractual clauses.
12. You are responsible for having a lawful basis for what you record, for telling people how you use their data, and for recording only what you need.

Ending the agreement

You can close your account at any time: in the app (Account, then Delete Account), or by emailing privacy@selfmanaged.co.uk from the address you sign in with. For an emailed request, we’ll email that address to check the request came from you before we delete anything. Closing it deletes everything in it, including every evidence file, so print or save the files you need first. How to delete your account.

We may suspend or close your account straight away if you seriously or repeatedly break these terms, or if the law requires it. Otherwise we’ll give you at least 30 days’ notice and refund any payment for the time after your account closes.

Our responsibility to you

We’ll provide selfmanaged with reasonable care and skill, and what we tell you about selfmanaged forms part of our agreement. If we fall short, you have legal rights, and nothing in these terms affects them.

We’re responsible for loss or damage you suffer that is a foreseeable result of our breaking these terms or failing to use reasonable care and skill.

Nothing in these terms limits or excludes our liability where the law doesn’t allow it, including for death or personal injury caused by our negligence, or for fraud.

Complaints and the law

If you have a complaint, email hello@selfmanaged.co.uk. A person reads it, and we’ll tell you what we’re doing about it.

These terms are governed by the law of England and Wales, and you can bring proceedings in the courts of England and Wales. If you live in Scotland or Northern Ireland, you can also bring proceedings in your own courts.