Terms and conditions

1. What Landlord Buddy provides

Landlord Buddy provides software, property records, guided workflows, information and support for landlords in England. It can organise tenancy information, rent events, compliance documents, property licensing screening, maintenance, inspections, tenant activity and related property workflows. It may also provide access to separately priced third party products or referral services.

2. Seven-day free trial

The free trial is a limited version of the normal Landlord Buddy account. Current trial allowances are one real property, one PropertyData lookup, one initial property-licensing area check, one AI document check and five Ask Landlord Buddy questions, together with access to a read-only example property and product onboarding. Trial allowances may be changed for future trial customers.

The trial does not automatically become a paid membership. When it expires, paid features are restricted and the account may remain available in read-only form so you can review the information you added and choose whether to activate a paid plan.

3. Your account

You must provide accurate information, keep your login secure and use the service lawfully. Because a workspace can contain sensitive tenancy, rent, contract and identity/contact records, Landlord Buddy may require two-factor authentication and recovery controls as part of account access. You are responsible for keeping your password, registered mobile number, phone and trusted devices secure. You are also responsible for checking that property, tenant, rent and compliance information entered into Landlord Buddy is correct. You must not upload information you are not entitled to hold or share.

4. Membership, renewal and payment

Landlord Buddy costs £14.99/month or £150/year for up to 5 active properties; Plus costs £24.99/month or £250/year for up to 15 active properties; Unlimited costs £34.99/month or £350/year with no property cap. There are no recurring per-property add-ons.

Monthly plans renew monthly. If you request cancellation, the next scheduled monthly Direct Debit after notice is the final payment. Access continues throughout that additional paid monthly period and the account closes on the following monthly billing date. Before you confirm, Landlord Buddy shows the notice date, expected final payment date and amount where available, and expected closure date. Annual plans are paid upfront for a 12 month term and renew annually unless cancelled; cancellation stops the next annual renewal and access continues to the end of the prepaid term. A voluntary part-way cancellation does not normally result in a pro rata refund, except where required by law.

All paid plans include 50 Ask Landlord Buddy questions per calendar month. Plus and Unlimited include one Ask a Human question per calendar month; unused Ask a Human questions do not roll over. AI document-review allowances are 50/month on Landlord Buddy, 100/month on Plus and 250/month on Unlimited, subject to any published onboarding allowance.

5. Separate purchases and partner services

The Pre Tenancy Pack is a separate purchase, currently £50.00 per new tenancy. It pays for the Landlord Buddy guided tenancy workflow and does not include third party tenant verification or deposit-registration fees.

Recurring Landlord Buddy, Plus and Unlimited memberships are collected by Direct Debit through GoCardless. WooCommerce is not used to administer those recurring subscriptions. One-off services, including the Pre Tenancy Pack, Tenant Verification, MyDeposits registration and the Case Support initial payment, may be collected by card through WooPayments or a configured Stripe gateway via WooCommerce when available.

Where selected, MyDeposits deposit registration is currently £10 per registration and Tenant Verification through The Lettings Hub is currently £30 per adult. Other insurance, deposit-alternative, utility/home-move, letting, sales or partner services may be offered separately. The provider and applicable price should be shown before you choose to proceed.

Partner remuneration. Landlord Buddy may receive commission where a landlord or tenant purchases an insurance product following a referral through The Lettings Hub. Products may include Rent & Legal Protection, landlord/home insurance, contents or tenant insurance, other insurance products and deposit-alternative insurance where applicable. The current commercial understanding is 20% on an initial insurance sale and 10% on subsequent renewals. The contractual calculation basis for those percentages is still to be confirmed, so these figures should not be read as a stated percentage of premium, net premium, provider commission, revenue or any other calculation base unless and until the commercial agreement confirms it.

Utilities, AnyVan/moving services and other non-insurance services may generate a separate referral or commission payment where the applicable partner arrangement provides for one. These non-insurance payments are separate from insurance remuneration. Landlord Buddy does not take referral commission from solicitor introductions made as part of Case Support.

Property licensing screening. Where enabled, Landlord Buddy may send the property address or UPRN to Tuxa to identify selective or additional licensing schemes and Article 4 HMO directions. The result is a screening aid based on third party data and the information supplied by the landlord. It does not replace checking the local authority scheme, exemptions, conditions, planning status or obtaining professional advice where needed. Pre Tenancy occupancy screening is similarly indicative and the landlord remains responsible for the final licensing and planning position.

6. Cancellation

You can give cancellation notice through your Landlord Buddy account without emailing us. For a monthly plan, your next scheduled monthly Direct Debit after notice is the final payment. Your access continues for that additional paid monthly period and the account closes on the following monthly billing date. For an annual prepaid plan, cancellation stops the next annual renewal and access continues to the end of the prepaid term. Before confirming, the account shows the expected dates and final amount where available.

Once cancellation notice has been given, the account provides a closure section and a downloadable Landlord Buddy Closure Pack containing the available audit trail and rent history. You should download any uploaded property or tenancy documents you wish to retain before the closure date; Landlord Buddy does not email the tenancy file as part of closure. Cancellation of Landlord Buddy does not automatically cancel a separate contract with an insurer, agent, utility provider or other third party.

7. Who manages the tenancy

Landlord Buddy does not become your landlord, letting agent or property manager. We do not take possession or control of the property and do not assume responsibility for day to day tenancy management, repairs, deposit decisions, notices, rent enforcement or compliance decisions on your behalf.

Landlord Buddy can also be used where a letting agent manages the tenancy. In that case it is your own record and support layer; it does not override or duplicate the agent's contractual responsibilities.

8. Ask Landlord Buddy and Case Support

Ask Landlord Buddy, optional AI document reading, property/comparable data, reminders and generated workflows are decision-support tools. Uploading a document stores it in the workspace; an uploaded file is only sent to the configured AI document checker when you choose that feature. Outputs may be incomplete, delayed or unsuitable for unusual facts. Review important outputs before relying on them.

Case Support — £49 initial payment

Where a customer wants Landlord Buddy to become involved in a specific tenancy problem, Case Support starts with a £49 initial payment. This is not a separate fixed-fee tenancy review. The customer must provide enough information for Landlord Buddy to understand the issue and may be asked to provide relevant tenancy history or documents.

If Landlord Buddy agrees to take the matter on, the £49 already paid is credited against the applicable Case Support charge. We will scope the proposed work and confirm the applicable rate or price before further paid work proceeds. The support request may instead result in a recommendation that a different practical route or specialist solicitor is more appropriate.

Eligible member Case Support — £40/hour

Where Landlord Buddy agrees to support a genuinely new matter that first arose while paid membership was active, the current member Case Support rate is £40/hour. The initial £49 payment is credited against those agreed charges.

Pre-existing Case Support — £65/hour, five-hour minimum

Pre-existing or legacy matters are only accepted by agreement. Where accepted, the current rate is £65/hour with a minimum five-hour engagement because earlier tenancy history, correspondence, rent records and chronology may need to be reconstructed before useful support can be provided. The initial £49 Case Support payment is credited against the agreed support charge.

Case Support is practical residential-lettings support and does not replace a specialist solicitor or other professional. Landlord Buddy does not take referral commission from solicitor introductions made through this support route. Membership and Case Support are not insurance, legal-expenses cover or a guarantee of any particular outcome, and they do not create a solicitor-client relationship.

9. Referrals and third party services

For properties in England, Landlord Buddy may offer optional introductions to selected partner businesses when a landlord wants help finding a tenant, moving to full management, obtaining a tenanted-property valuation, considering another sale route or accessing specialist legal support. Landlord Buddy may carry out proportionate checks before configuring a partner. Depending on the business and service, checks may include statutory redress membership, Client Money Protection where relevant, ICO/data-protection checks, company or business checks, customer reviews, Propertymark or Safeagent where relevant, and other appropriate quality checks. Propertymark or Safeagent membership is not a universal requirement.

At the initial referral stage, an explicit request shares only the landlord contact details and the minimum property information shown in the consent step. It does not authorise sharing the tenancy agreement, tenant identity or personal documents, compliance documents, passports or other sensitive tenancy files.

If the landlord later wants relevant property or tenancy documents to form part of a management handover, legal instruction or Sale Readiness Pack, Landlord Buddy requires a separate permission or secure sharing step before those documents are made available. A referral does not appoint a partner as the landlord's agent or give it general access to the Landlord Buddy workspace. Where no secure document-sharing mechanism has been configured, recording consent does not by itself transfer documents. The partner acts under its own terms and privacy information.

For optional services provided through The Lettings Hub or another third party, we may share only the information reasonably necessary to progress the service you have chosen. This can include tenant verification, insurance, deposit-alternative and home-moving services. The relevant provider's terms, eligibility criteria, privacy information and charges apply. Clicking or opening a partner journey is not recorded by Landlord Buddy as proof that a product was purchased or completed. You remain responsible for checking that the third party service has actually been completed and for retaining the appropriate evidence.

10. Service standards, availability and liability

We aim to provide the service with reasonable care and skill. Landlord Buddy uses technical and organisational safeguards intended to protect customer accounts and documents, but no internet-based service can guarantee absolute security or uninterrupted availability. Online services, AI systems and third party data sources can also be unavailable or incorrect, so you should retain independent copies of important legal, property and financial records and review consequential documents before sending or serving them.

Nothing in these terms excludes or limits rights, duties or liabilities that cannot lawfully be excluded. Any specific contractual limits that apply will be stated in the terms accepted for the service and do not affect rights or liabilities that cannot lawfully be excluded.

11. Records, tenant activity and privacy

Landlord Buddy may record account actions such as uploads, tenant confirmations, communications and workflow events to create a property history and audit trail. Personal data is handled in accordance with the Privacy Notice. You remain responsible for having an appropriate lawful basis for information you add to the platform.

12. Data processing schedule

This section applies only to the extent Landlord Buddy processes personal data on a customer's behalf as a processor. It is intended to form part of the service terms for that processing. The customer remains responsible for determining whether it is a controller and for its own compliance obligations.

Processing details

The subject matter is the hosting and operation of the Landlord Buddy property and tenancy workspace. Processing lasts for the period the relevant service and retention obligations apply. Depending on the customer's use, the data may include property and tenancy information, tenant/applicant identity and contact information, rent/deposit records, maintenance and inspection evidence, correspondence, compliance documents and related audit records. Data subjects may include tenants, prospective tenants, occupiers, guarantors, contractors and other people whose information the customer lawfully records.

Customer instructions and confidentiality

Landlord Buddy will process processor data only on the customer's documented instructions, including instructions given through the platform and service configuration, unless applicable law requires otherwise. People authorised to process that data for Landlord Buddy must be subject to appropriate confidentiality obligations.

Security

Landlord Buddy will maintain technical and organisational measures appropriate to the service and the risks of the processing. Current product controls include SMS two-factor authentication for landlord and tenant accounts, trusted-device expiry, activation-only tenant invitation links, protected file delivery, account separation, upload restrictions, rate-limiting, incident controls and audit records. Security measures may evolve as threats, hosting and the service change.

Sub-processors

The customer gives general authorisation for Landlord Buddy to use sub-processors required to provide the service, subject to equivalent data-protection obligations being imposed where required. Landlord Buddy will make current key sub-processors available and provide reasonable notice of material changes so that a customer can raise a legitimate data-protection objection.

Assistance and incidents

Taking account of the nature of the processing and information available to it, Landlord Buddy will provide reasonable assistance with relevant individual-rights requests, security obligations, personal-data breach handling and data-protection impact assessments where required. Where Landlord Buddy becomes aware of a personal-data breach affecting data it processes on the customer's behalf, it will notify the affected customer without undue delay and provide information reasonably available to support the customer's assessment.

End of processing

At the end of the relevant processing, Landlord Buddy will delete or return processor data in accordance with the service's documented deletion/retention process and the customer's lawful instructions, unless applicable law requires continued storage. Protected backup copies may persist until the relevant backup rotation where they are kept beyond normal use.

Compliance information

Landlord Buddy will make information reasonably necessary to demonstrate compliance with these processor obligations available to the customer and will deal reasonably with proportionate audit or inspection requests, taking account of confidentiality, security and the rights of other customers.

13. Changes

We may update the service, allowances, prices or these terms. Where law or fairness requires notice or fresh agreement for a material change, we will provide it before the change applies.

14. Contact

Questions about membership or these terms can be sent through the contact page.