Clockwork Applications Limited
Effective Date: October 2025
“Software” means the lettings management software system, including all features, updates, and documentation.
“Service” means access to and use of the Software.
“User” means a letting agent, property manager, landlord, or authorised staff member using the Service.
“We”, “Us”, “Our” means the software provider.
“Landlord” means a property owner whose data is processed using the Software.
“Tenant” means any prospective or current tenant whose data is stored in the Software.
“Property Data” means details relating to properties, tenancies, rents, deposits, compliance records, and related information.
“Personal Data” has the meaning given in UK GDPR.
By accessing or using the Software, you confirm that you have authority to bind your organisation to these Terms and agree to be bound by them.
We grant you a non-exclusive, non-transferable, revocable licence to use the Software solely for managing residential lettings, recording tenancy, landlord, and tenant information, producing documentation, reports, and compliance records, and day-to-day lettings administration.
You must not use the Software to provide services to third parties on a bureau or resale basis without written consent, reverse-engineer or attempt to extract source code, or use the Software for unlawful, misleading, or fraudulent purposes.
You acknowledge that the Software does not provide legal advice.
You remain fully responsible for compliance with all applicable lettings legislation, including but not limited to the Housing Act 1988, Tenant Fees Act 2019, Deregulation Act 2015, Right to Rent legislation, deposit protection rules, and Gas Safety, EPC, and Electrical Safety requirements.
The Software is a management tool only and does not guarantee legal or regulatory compliance.
Each User must have unique login credentials.
You are responsible for all actions taken under your account.
You must ensure former staff no longer have access.
You must notify us immediately of any suspected unauthorised access.
You retain ownership of all Property Data and Personal Data.
You act as the Data Controller and we act as the Data Processor.
Data is processed in accordance with UK GDPR and the Data Protection Act 2018.
You confirm that you have a lawful basis to collect and process Landlord and Tenant data and have provided appropriate privacy notices to data subjects.
The Software may store tenant application data, referencing information, rent schedules and payment histories, deposit and tenancy records, and compliance documentation.
You are solely responsible for the accuracy of all data entered, lawful handling of sensitive or financial information, and decisions made based on Software outputs.
We aim for high service availability but do not guarantee uninterrupted access.
Planned maintenance may occur outside business hours where possible.
Support levels depend on your subscription plan.
Fees are payable monthly in advance, by Direct Debit.
All fees are exclusive of VAT unless stated otherwise.
Failure to pay may result in restricted access or suspension.
No refunds are provided for partial billing periods unless required by law.
Where the Software records rent, deposits, client money, statements, or balances, the Software does not act as a bank or client money account.
All figures are indicative only.
You are responsible for reconciliation and safeguarding of client money.
The Software may integrate with referencing providers, accounting platforms, payment processors, and compliance services.
We are not responsible for third-party availability, accuracy, or data handling.
All intellectual property rights in the Software, including configuration, workflows, and templates, remain our exclusive property.
To the maximum extent permitted by law, we are not liable for loss of rent, loss of business, or regulatory penalties.
We are not liable for decisions made using the Software.
Our total liability is limited to the fees paid in the previous 12 months.
Nothing in these Terms limits liability for death, personal injury, or fraud.
You agree to indemnify us against claims arising from breach of lettings legislation, incorrect or unlawful processing of Personal Data, misuse of the Software, or disputes between you, landlords, or tenants.
We may suspend or terminate access if these Terms are breached, fees remain unpaid, or continued use poses a legal or security risk.
Upon termination, access will cease, data may be exported during a reasonable notice period, and data may be deleted after termination.
Both parties agree to keep confidential any non-public information obtained through the Service.
We may update these Terms from time to time. Continued use constitutes acceptance of the updated Terms.
These Terms are governed by the laws of England and Wales, and the courts of England and Wales shall have exclusive jurisdiction.
Company Name: Clockwork Applications Limited
Email: terms@clockworkapplications.co.uk