Terms of Service

Roommatch is a service operated by Eben Owen, a sole trader trading as Roommatch ("Roommatch", "we", "us", "our"). Our trading address is [INSERT TRADING ADDRESS] and our contact address for all notices is ebenowenn@gmail.com.

These Terms of Service ("Terms") govern your use of the Roommatch website at roommatch.me and the Roommatch enquiry-handling service (together, the "Service"). By creating an account or using the Service you agree to these Terms. If you do not agree, do not use the Service.

"You" means the person or business that registers for the Service. If you register on behalf of a company or letting agency, you confirm you have authority to bind that organisation.

Roommatch monitors the tenant enquiries you direct to it, uses automated systems including automated systems to draft and send replies on your behalf, scores enquiries for likely suitability, and records leads to your connected spreadsheet or inbox.

Roommatch sends replies automatically. You are not required to approve each message before it is sent. You accept that automated messages will be sent to third parties in your name and on your behalf, and that you are responsible for the content and consequences of those messages as if you had written and sent them yourself. You may review sent messages in your dashboard at any time and may pause or disable automated sending at any time from your account settings.

Roommatch is an administrative tool. We are not a letting agent, estate agent, property manager, tenant referencing agency, or provider of legal, financial, tax or lettings advice. We do not verify the identity, immigration status, creditworthiness, income or references of any prospective tenant, and we do not carry out Right to Rent checks. Those obligations remain entirely yours.

Fit scores, suitability indicators and similar outputs are non-binding statistical estimates generated by software. They are not recommendations, references, or professional assessments, and must not be used as the sole basis for accepting or refusing any prospective tenant.

You are the landlord or agent of record. You retain full legal responsibility for your property, your listings, your lettings decisions and your dealings with prospective and actual tenants.

You must: (a) supply accurate and current property information, including rent, deposit, availability, permitted occupancy and any restrictions; (b) review the messages Roommatch sends on your behalf and correct any error promptly; (c) comply with all laws applying to you as a landlord, including the Housing Act 2004, the Tenant Fees Act 2019, deposit protection requirements, gas, electrical and fire safety obligations, Right to Rent requirements under the Immigration Act 2014, the Equality Act 2010 and applicable data protection law; and (d) keep your account credentials secure.

You must not use the Service to send unlawful, misleading, harassing or discriminatory messages, to contact people who have asked not to be contacted, to send unsolicited marketing in breach of the Privacy and Electronic Communications Regulations 2003, or to advertise a property you are not lawfully entitled to let.

You are responsible for ensuring that any statement Roommatch makes about your property on your behalf is accurate. Where an automated reply contains an error, you must correct it with the recipient as soon as you become aware of it.

Artificial intelligence systems produce output that can be inaccurate, incomplete, out of date, or inappropriate to the circumstances. This is an inherent characteristic of the technology and not a defect in the Service.

We do not warrant that any reply drafted or sent by Roommatch will be accurate, suitable, complete, compliant with any particular legal requirement, or free from error. You acknowledge that you use automated sending at your own risk and that the safeguard available to you is to enable manual approval or to disable automated sending.

We may use third-party AI providers to process message content. We may change providers, models or behaviour at any time, which may change the style or content of generated replies.

The Service processes personal data about prospective tenants, including names, contact details and the contents of their enquiries. In respect of that data, you are the controller and we act as your processor under the UK GDPR and the Data Protection Act 2018.

You confirm that you have a lawful basis for processing enquirer personal data, that you provide enquirers with the privacy information required by Articles 13 and 14 of the UK GDPR, and that you are registered with the Information Commissioner's Office where required. Most landlords who process tenant data are required to register and pay the ICO data protection fee.

We will process personal data only on your documented instructions, keep it confidential, apply appropriate security measures, assist you with data subject requests so far as reasonably practicable, and delete or return the data on termination. We may appoint sub-processors, including hosting and AI providers, and remain responsible for their performance.

Automated fit scoring may amount to automated decision-making. You are responsible for ensuring that no significant decision affecting a person is taken solely by automated means without the safeguards required by Article 22 of the UK GDPR.

Our handling of your own account data is described in our privacy notice.

Paid plans are billed monthly in advance in pounds sterling. Prices are stated on our pricing page and are inclusive of VAT where VAT applies. We are not currently VAT registered; if we become VAT registered, prices may be adjusted to add VAT on notice to you.

You may cancel at any time with effect from the end of your current billing month. We do not provide refunds for part-months except where required by law.

The free plan is provided as-is and may be changed, limited or withdrawn at any time. We may change the fees for paid plans on 30 days' written notice; if you do not accept the change you may cancel before it takes effect.

Photography and other add-on services are quoted separately and are subject to their own scheduling and cancellation terms notified at the time of booking.

We aim to keep the Service available but we do not guarantee uninterrupted or error-free operation. The Service depends on third parties including email providers, listing portals, hosting providers and AI providers, and may be interrupted by their failure, by maintenance, or by changes they make to their systems.

We may suspend the Service where necessary for maintenance or security, or where we reasonably believe you are in breach of these Terms.

The Service is provided without any service level commitment. Missed, delayed or failed enquiries may occur, and you should not rely on the Service as your only means of receiving tenant enquiries.

Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be limited or excluded. If you deal with us as a consumer, nothing in these Terms affects your statutory rights, including your rights under the Consumer Rights Act 2015.

Subject to the paragraph above, we are not liable for: lost profits, lost rent, void periods, lost or delayed lettings, loss of business or opportunity, loss of goodwill or reputation, loss or corruption of data, fines or penalties imposed on you by a regulator, or any indirect or consequential loss, in each case however arising.

Subject to the first paragraph of this section, we are not liable for loss arising from: the content of any automated reply sent on your behalf; any statement made to a prospective tenant that turns out to be inaccurate; any lettings decision you take, including one informed by a fit score; your failure to comply with your legal obligations as a landlord; or the acts or omissions of any tenant, prospective tenant or third-party service.

Subject to the first paragraph of this section, our total aggregate liability to you arising out of or in connection with the Service, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited to the greater of (a) the total fees you paid us in the 12 months immediately before the event giving rise to the claim, and (b) £100.

We only supply the Service for business use. If you use the Service for any personal purpose, we have no liability to you for any loss arising from that use, so far as the law allows.

You will indemnify us against all losses, damages, fines, costs and reasonable legal expenses we incur arising out of or in connection with: (a) your breach of these Terms; (b) any claim by a prospective or actual tenant, or by a regulator, relating to your property, your listing, your lettings decisions, or a message sent on your behalf through the Service; (c) your breach of data protection, equality, consumer protection or lettings law; and (d) any inaccurate information you supplied to us.

This indemnity does not apply so far as the loss was caused by our own breach of these Terms or our negligence.

We own the Service, the Roommatch name and all associated software and materials. We grant you a non-exclusive, non-transferable licence to use the Service during your subscription.

You own your property content and your enquiry data. You grant us a licence to use that content solely to provide and improve the Service. We will not sell your data or your tenants' data.

Either party may terminate at any time. We may suspend or terminate your account immediately if you breach these Terms, use the Service unlawfully, or fail to pay.

On termination we will stop sending replies on your behalf and will delete or return your data within a reasonable period, subject to any legal retention obligation.

We may change these Terms. We will give you reasonable notice of any material change, and continued use of the Service after the change takes effect means you accept it.

If any provision of these Terms is found unenforceable, the rest continues to apply.

These Terms do not create a partnership, agency or employment relationship beyond the limited authority you give us to send messages on your behalf.

A person who is not a party to these Terms has no right to enforce them under the Contracts (Rights of Third Parties) Act 1999.

These Terms and any dispute arising from them are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.