Terms of Service

Agreement to Terms

By accessing or using Tenrooms, you agree to these Terms of Service and our Privacy Policy. If you do not agree, you may not use our platform.

Legal Responsibilities & Disclaimers

Tenrooms is a software platform only. We do not act as a landlord, tenant, agent, property practitioner or representative in any legal sense. We do not draft, sign, enforce or uphold lease agreements or any other contracts between users.

All legal relationships, obligations and disputes arising from property ownership, leasing, rental payments, maintenance or tenant management are strictly between the relevant users. Users are solely responsible for ensuring their own compliance with applicable laws, including the Property Practitioners Act 22 of 2019, Consumer Protection Act, Rental Housing Act and any municipal bylaws.

Tenrooms provides digital tools to record organize and store information for convenience only. The platform does not verify or guarantee the accuracy, legality or enforceability of any data, documents or agreements entered or generated by users.

Services Provided

We provide a property management software platform that allows landlords, property managers and tenants to manage properties, leases, invoices and related services.

Tenant Portal & Applications

Tenrooms provides a Tenant Portal and application submission tools strictly for administrative convenience to streamline communication and record-keeping between organizations and their tenants.

• No Vetting or Credit Checks: Tenrooms does not perform credit checks, background checks or tenant vetting on any applications submitted through the system. It is the sole duty of the Manager, Landlord or User to perform all necessary due diligence and vetting procedures.
• Not a Managing Agent: We are not a managing party for tenants. We do not handle tenant requests, determine pricing, or resolve maintenance issues. All such responsibilities remain exclusively with the property manager or landlord.
• Administrative Use Only: The portal is a tool for tracking and organization. Tenrooms assumes no liability for the suitability of any tenant or the outcome of any tenancy managed via the platform.

Our Role and Limitations

Tenrooms provides software-as-a-service (SaaS) tools that help users manage and organize property information. We do not manage, rent, lease, sell or market properties, nor do we handle tenant deposits, rent payments or other client funds.

All property management, leasing or sales actions are performed solely by users of the platform. Tenrooms does not act as a property practitioner as defined under the Property Practitioners Act 22 of 2019 and does not hold any Fidelity Fund Certificate. Users remain responsible for their own legal and regulatory compliance.

User Accounts & Acceptable Use

You must provide accurate and complete information and are responsible for maintaining account security. You must notify us immediately if you suspect unauthorized access to your account.

You agree not to misuse the platform. This includes (but is not limited to):

• Illegal or fraudulent activity
• Harassment, abuse or harm to others
• Interfering with platform functionality
• Reverse engineering or unauthorized access

Payment & Billing

Certain features require a paid subscription. By purchasing, you agree to provide valid payment details and authorize us to charge applicable fees. Subscription fees are non-refundable except as required by law.

Payments to Tenrooms are strictly for access to our software platform. We do not process or hold rental, deposit or trust monies on behalf of users.

Subscription Cancellation & Cooling-Off

If you are a consumer as defined under the Consumer Protection Act, you may be entitled to a cooling-off period. Where applicable, you may cancel your subscription within fourteen (14) days of entering into this agreement, subject to reasonable charges for services already rendered.

You may cancel your subscription at any time through your account settings. Cancellation will take effect at the end of the current billing cycle. Tenrooms reserves the right to adjust subscription fees upon reasonable notice. Continued use of the platform after such notice constitutes acceptance of the updated fees.

Termination & Data Retention

We may suspend or terminate your account with or without notice if you violate these Terms or if continued use may cause harm or legal liability. You may terminate your account at any time by contacting us.

Upon termination of your account for any reason:

• Your access to the platform will be disabled;
• You may request a copy of your data, subject to technical limitations and applicable law;
• Tenrooms does not guarantee long-term storage of data following termination and is not responsible for any loss of data resulting from account closure.

Intellectual Property

All rights, titles and interests in the platform, including software, trademarks and content, are owned by Tenrooms or its licensors. You are granted a limited, non-transferable license to use the platform in accordance with these Terms.

Liability & Disclaimers

Tenrooms is a software provider only. We do not verify or endorse any information entered by users and are not responsible for any property-related transactions, communications or outcomes between users. The platform is provided "as is" without warranties of any kind.

To the maximum extent permitted by law, Tenrooms shall not be liable for any indirect, incidental, special, consequential or punitive damages, including loss of profits or data. Tenrooms' total aggregate liability shall be limited to the total fees actually paid by you to Tenrooms in the twelve (12) months preceding the event giving rise to the claim.

Platform Availability & Technical Limitations

Tenrooms does not guarantee uninterrupted or error-free operation of the platform. From time to time, access may be suspended, limited or interrupted due to maintenance, updates, technical issues or failures of third-party service providers. Tenrooms is not responsible for any loss of data, service interruptions or damages arising from outages or infrastructure failures beyond its reasonable control.

Indemnification

You agree to indemnify, defend and hold harmless Tenrooms from any claims, damages, losses or expenses arising out of:

• Your use of the platform;
• Any lease agreements, property transactions or disputes between you and other users;
• Your failure to comply with applicable laws (Property Practitioners Act, CPA, Rental Housing Act, etc.);
• Any content you upload that infringes third-party rights.

POPIA & Data Protection

We comply with the Protection of Personal Information Act (POPIA) and other applicable laws.

Data Protection Roles: For purposes of POPIA, Tenrooms acts as an operator in respect of personal information processed on behalf of users through the platform. Users remain the responsible parties for personal information they upload, manage or process using the platform and warrant that they have obtained all necessary consents and lawful bases for such processing.

Dispute Resolution & Governing Law

Before instituting legal proceedings, parties agree to attempt to resolve any dispute through good-faith negotiations. If unresolved within thirty (30) days, either party may refer the matter to the courts of the Republic of South Africa, which shall have exclusive jurisdiction.

These Terms are governed by the laws of South Africa.

No Partnership or Agency

Nothing in these Terms creates any partnership, joint venture, agency or employment relationship between you and Tenrooms.

Contact

For questions about these Terms, contact us at support@tenrooms.cloud.