Terms & Conditions

1. Who We Are

RentReply is operated by CodeHawks Limited, a company registered in England and Wales (Company No. 16095971). These Terms & Conditions (“Terms”) govern your use of the RentReply platform at rentreply.io.

By creating a RentReply account, you confirm you have read, understood, and agree to these Terms. If you do not agree, please do not use our service.

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.

2. The Service

RentReply provides landlords and property managers with a platform to automate the handling of tenant rental inquiries. The service includes:

• A unique email inbox address ([id]@mail.rentreply.io) for each listing
• AI-powered automated responses to tenant inquiries, asking qualifying questions
• Applicant scoring on a 0–100 scale based on responses
• A daily digest summarising qualified applicants
• An online dashboard for reviewing applicant activity

3. Pricing and Billing

Free Trial

RentReply offers a 30-day free trial from the date of registration. No credit card is required to start the trial. During the trial, you have full access to all features for one listing.

Subscription

After the free trial period, the service is billed at $79 per month per active listing. “Active listing” means any listing for which your RentReply inbox address is configured and in use.

Billing is monthly and renews automatically on the same date each month. You will receive an email receipt after each charge. Payments are processed by Stripe, Inc.

Prices are quoted in US Dollars (USD). You are responsible for any currency conversion fees charged by your bank or card provider.

4. Cancellation Policy

You may cancel your subscription at any time. To cancel, email hello@rentreply.io or cancel directly in your account dashboard. Upon cancellation:

• Your access to the service continues until the end of your current billing period.
• You will not be charged for subsequent billing periods.
• Your data is retained for 90 days after the billing period ends, after which it is permanently deleted.

Statutory Cancellation Rights

Under the Consumer Rights Act 2015, you have a 14-day right to cancel your subscription from the date of first payment (i.e. when the trial ends and billing begins). If you exercise this right within 14 days and the service has not yet been materially used, you are entitled to a full refund of any amount charged. To exercise this right, email hello@rentreply.io within 14 days of first payment.

After 14 days, or if the service has already been used (e.g. automated responses have been sent on your behalf), no refund is due for the current billing period.

5. Your Responsibilities as a Landlord

By using RentReply, you agree to:

• Comply with anti-discrimination law:You are responsible for ensuring your use of RentReply complies with the Equality Act 2010 and all applicable housing discrimination laws. RentReply's AI qualification questions are designed to be neutral, but you must not use the service in a way that discriminates against protected characteristics.
• Notify prospective tenants: You confirm you will inform prospective tenants that their inquiries are processed by an automated AI system (see Section 8: Fair Processing Notice).
• Review AI outputs: Applicant scores and summaries are generated by AI and should be treated as a starting point for your assessment, not a definitive evaluation. You must apply your own judgement before making any tenancy decision.
• Keep your account secure: You are responsible for maintaining the confidentiality of your account credentials and for all activity under your account.

6. What RentReply Does Not Guarantee

We do not guarantee:

• That using RentReply will result in finding a suitable tenant
• The accuracy of AI-generated applicant scores or qualification summaries
• That all tenant inquiries received to your RentReply address will be processed without error
• Uninterrupted availability of the service

7. Acceptable Use

You must not use RentReply to:

• Discriminate against prospective tenants based on protected characteristics under the Equality Act 2010
• Send unsolicited marketing or spam emails via the RentReply inbox system
• Circumvent rate limits, security measures, or abuse the platform
• Resell or redistribute the service without prior written permission
• Use the service for any purpose other than managing genuine rental inquiries

We reserve the right to suspend or terminate accounts found to be in breach of this section, without refund.

8. Fair Processing Notice

By using RentReply, you confirm that you will take reasonable steps to inform prospective tenants that their inquiry emails will be processed by an automated AI system. This notification can be provided:

• In your property listing description
• In your email signature or listing contact details
• As an auto-reply from your personal email before forwarding to RentReply

Failure to provide this notice may constitute a breach of your obligations under UK GDPR. We provide suggested wording in our Privacy Policy to assist you.

9. Limitation of Liability

To the fullest extent permitted by law, CodeHawks Limited shall not be liable for:

• Any tenancy decisions made on the basis of AI-generated scores or summaries
• Any discrimination claims arising from your use of the service
• Any loss of rental income arising from vacant properties
• Any indirect, incidental, or consequential loss or damage
• Any loss arising from missed or incorrectly processed inquiries due to technical issues

Our total liability to you for any claim shall not exceed the total subscription fees paid by you to RentReply in the 12 months preceding the claim.

Nothing in these Terms limits liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded under English law.

10. Electronic Commerce

These Terms comply with the Electronic Commerce (EC Directive) Regulations 2002. A clear summary of pricing and features is presented before you complete registration. You will receive a confirmation email when your paid subscription begins.

11. Changes to These Terms

We may update these Terms from time to time. We will notify you by email of any material changes at least 14 days before they take effect. Continued use of the service after the effective date constitutes acceptance of the updated Terms.

12. Contact Us

For any questions about these Terms:

CodeHawks Limited
Company No. 16095971
Email: hello@rentreply.io