Terms of Service

1. Acceptance of Terms

These Terms of Service ("Terms") govern your access to and use of the RentAxis platform, our public website, and all related applications and services (together, the "Service"). By creating an account, accessing, or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

If you accept these Terms on behalf of a company or other organization, you represent that you have the authority to bind that organization, and "you" refers to both you and that organization.

These Terms apply to everyone who uses the Service, including property managers and their staff, landlords, tenants and residents, applicants, vendors and contractors, and visitors to our website.

2. Description of the Service

RentAxis is a software-as-a-service platform for property and rental management. Depending on the plan and configuration, it provides tools for:

• Property, unit, and portfolio management

• Public property listings and marketing

• Rental applications, leasing, lease documents, and renewals

• Rent collection, invoicing, payments, and payouts

• Accounting, expenses, banking, budgets, and financial reporting

• Maintenance and work order management, including vendor and contractor coordination

• Tenant and resident portals

• Email, messaging, announcements, and notifications

• Optional integrations and optional AI-assisted features

RentAxis provides software. We are not a real estate broker, property manager, landlord, tenant, lender, escrow agent, tax adviser, accountant, or law firm, and we are not a party to any lease, tenancy, service agreement, or transaction arranged through the Service. Nothing in the Service constitutes legal, tax, accounting, or financial advice.

3. Eligibility

You must be at least 18 years old and legally capable of entering into a binding contract to use the Service. You must not use the Service if you are barred from doing so under applicable law, or if your access has previously been suspended or terminated by us.

4. Account Registration

Some features require an account. You agree to:

• Provide accurate, current, and complete information at registration and keep it up to date

• Keep your login credentials confidential and not share them with anyone

• Enable and maintain reasonable account security measures, including two-factor authentication where available

• Notify us promptly at privacy@rentaxis.io of any unauthorized access or suspected compromise

• Accept responsibility for all activity that occurs under your account

We may refuse, suspend, or reclaim an account, and may require verification of identity or authority, where we reasonably believe it is necessary to protect the Service or its users.

5. Organizations and Administrator Accounts

The Service is organized around organizations (workspaces). The organization that creates a workspace controls it and is responsible for it.

• Administrator control. Organization administrators can invite and remove users, assign roles and permissions, configure integrations, connect mailboxes and bank accounts, access data within the workspace, and delete data within it. If you use the Service as part of an organization, that organization controls your access and can see the data in its workspace.

• Responsibility for users. The organization is responsible for its users' compliance with these Terms and for the acts and omissions of anyone it grants access to.

• Responsibility for data. The organization is responsible for the accuracy and lawfulness of the data it enters, uploads, imports, or connects, and for having a lawful basis and any necessary consents or notices to provide personal information about tenants, applicants, vendors, and other individuals to the Service.

• Account changes. If administrative control of an organization is disputed, we may, at our discretion, suspend access or require documentation establishing authority before making changes.

6. User Responsibilities and Acceptable Use

You agree to use the Service lawfully and responsibly. In particular:

• Property managers and landlords are responsible for the accuracy of listings, including descriptions, photos, pricing, availability, and terms, and for ensuring listings and tenant-selection practices comply with all applicable fair housing, anti-discrimination, tenancy, consumer protection, and advertising laws.

• Tenants and residents agree to use the Service consistently with their lease, to submit maintenance requests accurately and in good faith, to make payments due under their lease when the Service is used for payment, and to communicate respectfully.

• Vendors and contractors agree to provide accurate information about their services, quotes, invoices, and work performed.

• All users agree to keep the information they submit accurate and to promptly correct it when it changes.

7. Prohibited Activities

You must not:

• Use the Service for any unlawful, fraudulent, deceptive, or harmful purpose

• Post or transmit false, misleading, defamatory, harassing, abusive, obscene, or infringing content

• Discriminate against any protected class, or use the Service in any way that violates fair housing or anti-discrimination law

• Attempt to gain unauthorized access to any account, organization, workspace, data, system, or network

• Circumvent or attempt to circumvent authentication, authorization, permission, tenant-isolation, or rate-limiting controls

• Interfere with, disrupt, overload, or impair the Service or the infrastructure it runs on

• Scrape, harvest, or bulk-collect data or personal information from the Service without our written permission

• Upload malware, or any code intended to damage, disable, or gain unauthorized access to any system

• Reverse engineer, decompile, or disassemble any part of the Service, except to the extent that restriction is prohibited by law

• Resell, sublicense, or provide the Service to third parties except as expressly permitted by your plan

• Use the Service to send unsolicited bulk email or other communications in violation of applicable anti-spam law

• Use any connected mailbox in a way that violates the terms of the mail provider whose account is connected

8. Subscriptions, Billing, and Payments

Subscription fees

Paid plans are billed in advance on a recurring basis according to the plan selected and the pricing displayed at the time of purchase. By subscribing, you authorize us and our payment processor to charge your payment method for the applicable fees, including recurring fees, until the subscription is cancelled.

Trials

Where a free trial or trial-based access to a feature is offered, it runs for the period stated at the time it is offered and may be changed or withdrawn for future users at any time. Unless you cancel before the trial ends, the plan may convert to a paid subscription at the then-current rate.

Changes, cancellation, and refunds

You may cancel a subscription at any time; cancellation takes effect at the end of the current billing period, and you retain access until then. Fees already paid are non-refundable except where required by law or where we expressly state otherwise. We may change pricing on notice, with changes taking effect at the start of a subsequent billing period.

Failed payments and taxes

If a payment fails, we may retry it and may suspend or downgrade access until the amount due is paid. Fees are exclusive of taxes unless stated otherwise, and you are responsible for applicable taxes other than taxes on our income.

Rent and other payments between users

Where the Service is used to collect rent, deposits, fees, invoices, or vendor payments, RentAxis facilitates the transaction through a third-party payment processor. We are not a party to the underlying lease or service agreement, do not act as an escrow agent or a party to the funds transfer, and are not responsible for the underlying obligation, for disputes between payer and payee, or for the terms agreed between them. Payment processing is additionally subject to the payment processor's own terms, and the processor may impose its own verification, fee, hold, and payout requirements.

9. Service Availability and Changes

We aim to keep the Service available and reliable, but we do not guarantee uninterrupted availability. The Service may be unavailable during maintenance, updates, or circumstances beyond our reasonable control. We may add, modify, or discontinue features at any time. Where we discontinue a feature that is material to your use of a paid plan, we will make reasonable efforts to give advance notice.

10. Third-Party Integrations

The Service offers optional integrations with third-party providers, including payment processing, banking data, accounting, mapping, email delivery, and messaging. These integrations are enabled at your choice.

• Your use of a third-party service is governed by that provider's own terms and privacy policy, in addition to these Terms.

• You are responsible for maintaining any credentials, API keys, or authorizations you supply, and for the costs charged by any provider with whom you hold your own account.

• We are not responsible for the availability, accuracy, security, or acts and omissions of third-party services, and a third-party service may change or discontinue its offering in ways that affect the integration.

• We may suspend or remove an integration where a provider's terms, technical requirements, or availability make it impractical to continue offering it.

11. Google and Gmail Integration

RentAxis offers an optional Gmail and Google Workspace mailbox integration. If an organization administrator connects a Google account:

• You confirm you are authorized to connect that mailbox and to permit the organization's users to access its contents through the Service.

• You grant us permission to access and use the mailbox solely to provide the mail features of the Service — displaying, searching, organizing, sending, replying to, drafting, labelling, and managing mail on your behalf.

• Our access and use of information received from Google APIs is governed by our Privacy & Cookies Policy and adheres to the Google API Services User Data Policy, including the Limited Use requirements. The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

• Data received from Google Workspace or Gmail APIs is never sent to any third-party AI or machine learning provider, and is never used to train or improve any AI or machine learning model.

• Your use of the connected mailbox remains subject to Google's own terms. You can withdraw the authorization at any time by deleting the mailbox connection in the Service and by removing access at myaccount.google.com/permissions.

• The integration depends on Google's APIs and policies. If Google changes, restricts, or withdraws access, the integration may become unavailable, and we are not liable for that unavailability.

RentAxis is not affiliated with, endorsed by, or sponsored by Google. Google is a trademark of Google LLC.

12. AI-Powered Features

The Service includes optional AI-assisted features, such as an in-app assistant that answers questions about your organization's own records, help with drafting content, explanation of documents you submit, and a support assistant on our public website.

• Third-party providers. These features are powered by third-party AI providers — Anthropic, OpenAI, or Google Gemini, depending on configuration. Where an organization supplies its own provider API key, its AI requests are made under its own account with that provider and are additionally subject to that provider's terms.

• What is sent. Only the content needed to answer a given request is sent to the provider: the prompt, the conversation in progress, any file the user explicitly attaches, and the results of the internal queries the assistant runs. Data from features you are not using is not sent.

• Google data is excluded. Data received from Google Workspace or Gmail APIs is never sent to any AI provider, and the Mail module contains no AI functionality.

• No training on your content. We do not use your content to train our own models or to build models from customer data.

• Accuracy and human review. AI output can be incomplete, inaccurate, or misleading. It is provided as assistance, not as advice, and it is not a substitute for professional legal, tax, accounting, or financial judgement. You are responsible for reviewing and verifying AI output before relying on it, sending it to anyone, or acting on it. We are not liable for decisions made in reliance on AI output.

• Availability and limits. AI features may be subject to usage limits, plan entitlements, trial periods, or provider availability, and may be changed or withdrawn.

13. Customer Data and User Content

"Customer Data" means the data, documents, files, images, messages, and other content that you or your organization submit to, upload to, import into, or connect to the Service.

• Ownership. As between you and us, you and your organization retain all rights in Customer Data. We claim no ownership of it.

• Licence to operate the Service. You grant us a worldwide, non-exclusive, royalty-free licence to host, store, copy, transmit, display, and process Customer Data solely to provide, secure, support, and maintain the Service for you, and as otherwise described in our Privacy & Cookies Policy. This licence ends when the Customer Data is deleted, except for copies retained in backups until they expire or where retention is required by law.

• Your warranties. You represent that you have the necessary rights, consents, and lawful basis for the Customer Data you provide, and that it does not infringe any third party's rights or violate any law.

• Public content. Content you publish to public listings or public pages is, by design, visible to the public. Do not publish confidential or sensitive personal information there.

• Enforcement. We do not routinely monitor Customer Data, but we may review, restrict, or remove content that we reasonably believe violates these Terms or the law, or that poses a security risk.

14. Uploaded Documents and Files

Uploaded files are subject to type and size restrictions, and to any storage limits associated with your plan. You must not upload malware or content you have no right to store or share. Files uploaded to an organization's workspace are accessible to users of that organization according to the roles and permissions the organization has configured. Deleting a record may not delete every related file immediately, and copies may persist in backups for a limited period.

15. Intellectual Property

The Service, including its software, source code, design, interfaces, text, graphics, logos, trademarks, and documentation, is owned by RentAxis or its licensors and is protected by intellectual property laws. Subject to these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable right to access and use the Service for your internal business purposes.

You may not copy, modify, distribute, sell, lease, or create derivative works from any part of the Service, or remove any proprietary notice, except as expressly permitted. All rights not expressly granted are reserved. Third-party names and marks referenced in the Service belong to their respective owners.

If you send us feedback or suggestions, you grant us a perpetual, irrevocable, royalty-free right to use them without obligation to you.

16. Privacy

Our collection and use of personal information is described in our Privacy & Cookies Policy, which forms part of these Terms. Please read it, including the Google User Data and Gmail Integration section if you connect a Google account.

17. Security

We apply security measures appropriate to the data we handle, as described in our Privacy & Cookies Policy. Security is a shared responsibility: you are responsible for safeguarding your credentials, configuring roles and permissions appropriately, promptly removing access for people who no longer need it, and securing any credentials or API keys you supply for integrations.

We do not represent that the Service holds any particular security certification or accreditation. If you become aware of a vulnerability or a security incident affecting your use of the Service, notify us promptly at privacy@rentaxis.io.

18. Suspension and Termination

You may stop using the Service at any time and may cancel a subscription as described in section 8.

We may suspend or terminate access, in whole or in part, where:

• You materially breach these Terms, including the acceptable use and prohibited activity provisions

• Payment is overdue after reasonable notice

• Suspension is necessary to protect the Service, its users, or a third party from harm, security risk, or legal liability

• We are required to do so by law

Where practical and lawful, we will give notice before suspending or terminating, and where a suspension arises from a curable breach, a reasonable opportunity to cure. Upon termination, your right to use the Service ceases immediately. Sections that by their nature should survive termination do so, including provisions on Customer Data ownership, intellectual property, disclaimers, limitation of liability, indemnification, and governing law.

19. Account and Data Deletion

• You can deactivate your own user account from your profile settings.

• An organization administrator can delete a user from the organization.

• An organization administrator can delete a connected mailbox, which permanently deletes the stored messages and OAuth tokens for that connection.

• To close an organization and delete its data, contact us at privacy@rentaxis.io.

Export any data you need before requesting deletion. After termination or deletion, we may retain data for a limited period as described in our Privacy & Cookies Policy, and thereafter delete it. Some records may be retained for longer where accounting, tax, audit, or other legal obligations require.

20. Disclaimer of Warranties

To the maximum extent permitted by law, the Service is provided on an "as is" and "as available" basis, without warranties of any kind, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement.

We do not warrant that the Service will be uninterrupted, timely, secure, or error-free, that defects will be corrected, or that any content, calculation, report, or AI output will be accurate or complete. We do not endorse or guarantee the quality, safety, legality, or accuracy of any property, listing, user, vendor, contractor, or transaction on the platform, and we do not verify user-submitted content. Financial, accounting, and tax outputs are tools, not professional advice, and should be reviewed by a qualified professional.

21. Limitation of Liability

To the maximum extent permitted by law, RentAxis and its officers, employees, and suppliers will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost business, lost goodwill, or loss or corruption of data, arising out of or relating to the Service, whether based in contract, tort, or any other theory, and whether or not we were advised of the possibility of such damages.

To the maximum extent permitted by law, our total aggregate liability for all claims arising out of or relating to these Terms or the Service will not exceed the greater of the amounts you paid us for the Service in the twelve months preceding the event giving rise to the claim, or one hundred United States dollars.

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for fraud, or for death or personal injury caused by negligence. Some jurisdictions do not allow certain exclusions or limitations, so parts of this section may not apply to you.

22. Indemnification

You agree to indemnify, defend, and hold harmless RentAxis and its officers, employees, and agents from any claim, demand, loss, liability, damage, cost, or expense, including reasonable legal fees, arising out of or relating to: your Customer Data; your use of the Service; your violation of these Terms or of any law; your violation of the rights of any third party, including fair housing, tenancy, privacy, anti-spam, and intellectual property rights; and any dispute between you and another user, tenant, landlord, vendor, or contractor.

23. Changes to These Terms

We may update these Terms as the Service and our legal obligations evolve. When we make a material change, we will update the "Last updated" date on this page and provide reasonable notice through the Service or by email before the change takes effect. Your continued use of the Service after the effective date constitutes acceptance of the revised Terms. If you do not accept them, you must stop using the Service and may cancel your subscription.

24. General

• Entire agreement. These Terms and the Privacy & Cookies Policy, together with any order form or plan terms you agree to, constitute the entire agreement between you and us regarding the Service.

• Severability. If any provision is held unenforceable, the remaining provisions remain in full effect and the unenforceable provision will be applied to the maximum extent permitted.

• No waiver. Our failure to enforce a provision is not a waiver of our right to enforce it later.

• Assignment. You may not assign these Terms without our written consent. We may assign them in connection with a merger, acquisition, or sale of assets.

• Force majeure. Neither party is liable for failure to perform due to causes beyond its reasonable control.

• Notices. We may give notice by email to the address on your account or by posting within the Service. Notices to us should be sent to privacy@rentaxis.io.

• No third-party beneficiaries. These Terms do not create rights for anyone other than you and us.

25. Governing Law and Jurisdiction

These Terms are governed by the laws of the jurisdiction in which the RentAxis operating entity has its principal place of business, without regard to conflict of law rules. The courts of that jurisdiction have exclusive jurisdiction over disputes arising out of or relating to these Terms or the Service, and you consent to their jurisdiction and venue. If you are a consumer, this does not deprive you of the protection of mandatory laws of your place of residence.

Before commencing formal proceedings, we encourage you to contact us at privacy@rentaxis.io so we can try to resolve the matter informally.

26. Contact Us

If you have questions about these Terms, contact us at privacy@rentaxis.io or visit our Help & Contact page.