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Terms of Service
Last updated: November 2025
ProperLet is a decision support tool for UK landlords and letting agents. By using ProperLet, you agree to these Terms of Service. If you do not agree, do not use the service.
CRITICAL DISCLAIMER: ProperLet is a DECISION SUPPORT TOOL ONLY. It does NOT guarantee accuracy, provide legal advice, or substitute for professional tenant vetting. You retain 100% liability for all tenancy decisions. Use ProperLet as ONE input alongside credit checks, references, and in-person interviews—never as the sole basis for acceptance or rejection.
1. Service Scope & Description
ProperLet provides automated forensic document analysis for tenant application evaluation. The service analyzes:
- PDF Metadata: Creation software, modification dates, compression signatures to detect potential manipulation
- Financial Documents: Bank statements, payslips, SA302s for income verification and affordability assessment
- Cross-Document Consistency: Name matching, date alignment, employer details across multiple files
- Risk Indicators: Fraud patterns, behavioral flags, formatting anomalies for risk scoring
- Behavioral Predictions (authenticated users): Late payment risk, dispute propensity, eviction risk (for portfolio tracking)
2. Your Responsibilities
By using ProperLet, you agree to:
- Lawful Use: Only upload documents you are legally authorized to possess and analyze (voluntarily submitted by tenant applicants)
- Independent Verification: Use ProperLet as ONE input among many. Conduct credit checks, reference checks, interviews, and consult legal professionals before making final decisions
- Fair Housing Compliance: Not use ProperLet to discriminate against protected classes under UK Equality Act 2010 or other applicable laws
- Accurate Context: Provide correct vetting information (applicant name, rent, security deposit) for reliable analysis
- No Misrepresentation: Do not claim ProperLet results are legal, financial, or professional advice
- Confidentiality: Keep applicant documents and analysis results confidential and comply with data protection regulations
- Rate Limit Compliance: Respect 5-request-per-24-hours rate limiting on the `/analyze` endpoint
3. Scope Limitations & Disclaimers
YOU MUST READ AND UNDERSTAND THESE LIMITATIONS:
3.1 Accuracy Limitations
- False Positives/Negatives: AI analysis may flag legitimate documents as suspicious or miss actual fraud. No tool is 100% accurate.
- No Guarantees: ProperLet does NOT guarantee flagged documents are fraudulent or cleared documents are authentic
- Scanned Documents: Image-based PDFs rely on OCR/Vision AI, which may misread text or miss subtle manipulation
- Metadata Limitations: Sophisticated manipulation may evade metadata detection; manual review is essential
3.2 Service Scope
- ProperLet analyzes DOCUMENTS ONLY—it cannot verify employment, credit history, criminal background, or immigration status
- NOT a substitute for: Credit checks, employment verification, reference calls, in-person interviews, background screening, legal counsel
- Behavioral predictions (late payment, disputes, eviction risk) are ESTIMATES based on historical patterns, not certainties
- Does not assess: Nationality, immigration status, protected characteristics (race, gender, disability, etc.)
3.3 Technical Limitations
- Beta Service: Features may change; downtime and errors may occur
- No Uptime Guarantee: We strive for reliability but cannot guarantee 24/7 availability
- Rate Limiting: 5 requests per 24 hours per IP address; abuse may result in suspension
4. Limitation of Liability & Warranties
4.1 Disclaimer of Warranties
- ProperLet is provided "AS-IS" WITHOUT any warranties, express or implied
- We do NOT warrant accuracy, completeness, fitness for a particular purpose, or non-infringement
- We do NOT guarantee that analysis results will prevent fraud, bad tenancy decisions, or legal disputes
- We do NOT warrant that the service will be error-free, uninterrupted, or virus-free
4.2 Limitation of Liability
To the maximum extent permitted by law:
- Financial Losses: ProperLet is NOT liable for financial losses from bad tenancy decisions, evictions, non-payment, or disputes
- Legal Claims: ProperLet is NOT liable for legal fees, court costs, or damages from regulatory violations or discrimination claims
- Data Issues: ProperLet is NOT liable for data breaches, loss of documents, or third-party data incidents
- Service Interruption: ProperLet is NOT liable for lost revenue or damages from downtime, maintenance, or service discontinuation
- Maximum Liability: Our total liability to you is LIMITED TO THE AMOUNT YOU PAID FOR THE SERVICE (currently £0 for beta users)
4.3 Your Indemnification
You agree to indemnify and hold harmless ProperLet, its developers, and affiliates from any claims, damages, or legal actions arising from:
- Your misuse or violation of these Terms
- Tenancy decisions based solely on ProperLet analysis without independent verification
- Violations of UK Equality Act 2010, fair housing laws, or data protection regulations
- Unauthorized uploading of third-party documents
- Your breach of applicable laws or regulations in using the service
- Disputes with applicants or third parties regarding your vetting decisions
5. Prohibited Uses
You may NOT use ProperLet to:
- Illegal Access: Analyze documents obtained without authorization or consent
- Discrimination: Target individuals based on protected characteristics (race, gender, disability, immigration status, religion)
- Harassment: Use analysis results to harass, intimidate, or unlawfully discriminate against applicants
- Reverse Engineering: Attempt to extract, replicate, or reverse-engineer proprietary AI models or algorithms
- System Abuse: Upload excessive files, spam, or test data unrelated to legitimate tenant vetting
- Automation: Use bots, scripts, or automated tools to interact with the service (contact support for API access)
- Data Misuse: Share applicant documents or analysis results beyond authorized recipients (e.g., co-applicants, legal advisors)
Consequences: Violation of these terms may result in immediate account suspension, access denial, and potential legal action.
6. Intellectual Property
- ProperLet Platform: All software, algorithms, AI models, branding, and content are owned by ProperLet and protected by UK/international copyright laws
- Your Documents: You retain ownership of uploaded documents; we claim no rights (documents deleted after 7 days max)
- Generated Reports: PDF forensic certificates are yours to download and share with co-agents, landlords, or legal advisors
- Feedback: Any feedback, suggestions, or bug reports you submit may be used to improve ProperLet without compensation
7. Data Privacy & GDPR
Your use is governed by our Privacy Policy, which details:
- How uploaded documents are handled (deleted within 7 days)
- What data we collect (document hashes, vetting context, property details)
- Data retention schedules and automatic deletion via CRON jobs
- GDPR compliance and your data subject rights (access, erasure, portability)
- Third-party processors (Anthropic, Resend, Replit) with Data Processing Agreements
By using ProperLet, you consent to data processing as described in the Privacy Policy.
8. Service Availability & Changes
- No Uptime Guarantee: We strive for reliability but do NOT guarantee 24/7 availability
- Maintenance: May suspend service temporarily for updates, security patches, or maintenance with minimal notice
- Service Discontinuation: We reserve the right to discontinue ProperLet at any time with 30 days' notice
- Feature Changes: ProperLet is in beta; features, algorithms, and UI may change without notice
9. Pricing (Current & Future)
- Current: ProperLet is FREE during the public beta phase
- Future Paid Plans: If we introduce paid tiers, pricing will be clearly disclosed in advance
- Existing Users: Beta users will receive 30 days' notice before any charges apply
- Refunds: Refund policy (if applicable) will be outlined in updated terms
10. Governing Law & Dispute Resolution
- Governing Law: These Terms are governed by the laws of England and Wales
- Jurisdiction: Any disputes will be resolved in the courts of England and Wales
- Informal Resolution: Before initiating legal action, contact privacy@rentforensics.uk to attempt informal resolution (5 business days)
- Arbitration: Disputes may be resolved through binding arbitration if agreed by both parties
11. Changes to These Terms
We may update these Terms to reflect new features, legal requirements, or service changes. Changes will be published with an updated "Last updated" date. Continued use after changes constitutes acceptance of the updated terms.
FINAL REMINDER: ProperLet is a DECISION SUPPORT TOOL. It does NOT replace credit checks, employment verification, reference checks, background screening, or legal counsel. You retain 100% responsibility for all tenancy decisions. Use independent verification for all critical decisions.