Legal
These Terms of Service, together with the Schedule (Data Processing Agreement) and our Privacy Policy, constitute the entire agreement between you and Tenote regarding the Service and supersede all prior agreements, representations, and understandings. In the event of any conflict, these Terms prevail on commercial and contractual matters; our Privacy Policy prevails on data protection matters.
We recommend you save or print a copy of these Terms at the time of acceptance for your records.
By accessing or using the Tenote platform at www.tenote.co.uk (the "Service"), you agree to be bound by these Terms. If you are accepting on behalf of a company or other legal entity, you represent that you have authority to bind that entity.
B2B acknowledgement: You confirm that you are entering into these Terms in the course of a business or trade and not as a consumer. The Consumer Rights Act 2015 and the Consumer Contracts Regulations 2013 do not apply to this agreement.
Tenote is a software-as-a-service (SaaS) platform designed for UK letting agents. The Service enables letting agencies to:
Tenote is a reporting and communication tool. We are not a contractor, property manager, maintenance company, or letting agent, and we accept no responsibility for the resolution or physical management of any maintenance issue reported through the platform.
We reserve the right to modify, update, suspend, or discontinue any feature of the Service at any time. Where changes materially affect existing functionality, we will provide reasonable advance notice to account holders by email.
The Service is intended for UK-based letting agents and letting agencies. By creating an account, you confirm that:
Tenants who submit reports through a letting agent's Tenote link are not account holders and are not required to accept these Terms. Their use of the submission form is governed solely by our Privacy Policy.
You must provide accurate and complete information when registering. You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account. You agree to:
The account holder is responsible for all activity by any users they grant access to, and must revoke access promptly when a user leaves their organisation.
You agree not to use the Service to:
Access to Tenote is provided on a paid subscription basis. The current standard price is £89 per month. Tenote is not VAT-registered, so no VAT is added to our prices. We will give active subscribers at least 30 days' written notice before any price increase takes effect.
Subscriptions are billed monthly on a rolling basis from the date of first payment and renew automatically until cancelled. There is no minimum contract term.
You may cancel at any time by contacting us at hello@tenote.co.uk. Cancellation takes effect at the end of your current monthly billing period. We do not offer pro-rata refunds for partial months, except where required by law or at our discretion in exceptional circumstances.
If a payment fails, we will notify you by email. Access to the Service may be suspended until outstanding amounts are settled. If payment is not received within 14 days, we may terminate your account. Following termination, your data will be retained and deleted in accordance with the retention schedule in our Privacy Policy (Section 6) — specifically, maintenance report data is deleted within 90 days of account closure.
Tenote is not VAT-registered, so no VAT is added to our prices.
Our collection and use of personal data is governed by our Privacy Policy, which forms part of these Terms.
As a letting agent using Tenote, you are the data controller in respect of your tenants' personal data. Tenote acts as a data processor on your behalf. The terms governing that processing relationship are set out in the Data Processing Agreement at the Schedule to these Terms, which is incorporated by reference.
You warrant that any personal data submitted through the platform has been lawfully collected and that you have an appropriate legal basis under UK GDPR for sharing it with Tenote as your data processor. You should include a reference to Tenote in your own privacy notice or tenancy documentation where required by UK GDPR.
The Tenote platform, including its design, code, branding, and all content created by us, is owned by Tenote or its licensors and protected by intellectual property law. Nothing in these Terms transfers ownership of our intellectual property to you.
You retain ownership of all content you submit through the Service. By submitting content, you grant us a limited, non-exclusive, purpose-bound licence to store, process, and display that content solely as necessary to provide the Service to you.
You may not reproduce, distribute, modify, or create derivative works from any part of the Tenote platform without our prior written consent.
The Service is provided on an "as is" and "as available" basis. We target 99.5% monthly uptime, excluding scheduled maintenance. We will notify subscribers at least 24 hours in advance of planned downtime where possible. We make no warranty that the Service will be error-free or continuously available, and we are not responsible for outages caused by third-party infrastructure providers.
Nothing in the Service constitutes legal, regulatory, or professional property management advice. You remain solely responsible for compliance with all applicable laws governing your letting agency activities, including tenancy law, housing standards, and data protection.
To the maximum extent permitted by applicable law, Tenote shall not be liable for any indirect, incidental, special, consequential, or punitive damages — including loss of profits, loss of data, business interruption, or reputational harm — even if advised of the possibility of such damages.
Our total aggregate liability for any claim shall not exceed the total subscription fees paid by you to Tenote in the three months preceding the event giving rise to the claim.
Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.
You agree to indemnify and hold Tenote harmless from any claims, losses, damages, costs, or expenses (including reasonable legal fees) arising from: (a) your use of the Service in violation of these Terms; (b) your breach of any applicable law or regulation; or (c) any claim by a third party arising directly from your breach of these Terms, your breach of applicable law, or your own negligence in the management of a maintenance issue.
Upon termination, your access ceases. Data will be retained and deleted in accordance with our Privacy Policy. You may request an export of your data prior to termination by contacting us.
Provisions that by their nature should survive termination — including intellectual property rights, disclaimers, limitations of liability, and governing law — shall survive.
These Terms are governed by and construed in accordance with the laws of England and Wales.
We will always attempt to resolve disputes informally in the first instance. If you have a concern, please contact us at hello@tenote.co.uk. Where a dispute cannot be resolved informally within 30 days, both parties agree to attempt resolution through a mutually agreed mediator or through the Centre for Effective Dispute Resolution (CEDR) before commencing litigation.
Any disputes not resolved through mediation shall be subject to the exclusive jurisdiction of the courts of England and Wales.
We may update these Terms to reflect changes in law, our business, or the Service. For all material changes — including changes to pricing, liability, or data processing — we will update the version number and "Last updated" date and notify active subscribers by email at least 30 days before changes take effect.
If you do not agree with updated Terms, you may cancel your subscription before the changes take effect. Continued use after the effective date constitutes acceptance.
If any provision of these Terms is found to be unenforceable or invalid under applicable law, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will continue in full force and effect.
No failure or delay by either party to exercise any right or remedy provided under these Terms or by law shall constitute a waiver of that or any other right or remedy, nor shall it prevent or restrict the further exercise of that or any other right or remedy.
You may not assign, transfer, or sub-contract any of your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations to any affiliate or successor entity in connection with a merger, acquisition, or sale of assets, provided we give you 30 days' written notice.
Neither party shall be liable for any failure or delay in performance arising from causes beyond their reasonable control, including infrastructure failures of third-party providers, cyber attacks, government action, or other events outside reasonable foresight. The affected party must notify the other promptly and use reasonable efforts to mitigate the impact.
These Terms, together with the Schedule and our Privacy Policy, constitute the entire agreement between the parties and supersede all prior agreements, representations, and understandings relating to the subject matter herein.
This Schedule forms part of the Terms of Service between you (the data controller) and Tenote (the data processor) and satisfies the requirements of UK GDPR Article 28(3).
Tenote processes personal data on your behalf for the duration of your active subscription in order to provide the property maintenance reporting service described in Section 2 of these Terms.
Storage, retrieval, and display of tenant maintenance report submissions; delivery of transactional email notifications; generation of landlord-facing maintenance reports; provision of the agent-facing dashboard and analytics.
Tenote agrees to:
Tenote — Property maintenance reporting for UK letting agents. Terms of Service v1.0 — last reviewed 6 October 2026.