Draft for legal review. Not yet in force.

Terms of service

Last updated: 10 November 2026

1. About these terms

1.1 These terms are an agreement between Barecode Limited ("we", "us") and the letting agency that signs up to Landlord Registration Tracker ("you"). Landlord Registration Tracker is a trading name of Barecode Limited, a company registered in England and Wales with company number 11637872. Our registered office is 8 Rushall Manor Road, Walsall, England, WS4 2HA. You can contact us at hello@agency.barecode.co.uk.

1.2 We are registered for VAT. Our VAT number is [TO CONFIRM: VAT registration number].

1.3 Landlord Registration Tracker is for businesses only. By signing up, you confirm that you are a letting agency or property manager acting in the course of business, and that the person accepting these terms has authority to bind the agency. [TO CONFIRM: whether sole traders and partnerships are accepted as customers, and whether they need different wording.]

1.4 These terms include our data processing agreement, which covers the personal data you put into the service. If the two conflict on how that personal data is handled, the data processing agreement wins. Our privacy notice explains how we handle the details of your staff and billing contacts, for which we are the controller.

1.5 You accept these terms when [TO CONFIRM: how acceptance is given and recorded at sign-up, for example a tick box before payment].

2. What the service does

2.1 Landlord Registration Tracker helps you get the landlords you act for registered on the government's private rented sector database, the "Register your rental property" service on GOV.UK, before the deadline for each region of England.

2.2 With it you can:

• import your portfolio of landlords, contacts and properties, or add them by hand;
• check each property against the information the register asks for, and see its status: ready, missing information, awaiting registration, registered or overdue;
• chase landlords by email in your agency's name;
• give each landlord contact a private link to their own page, where they can correct details, upload certificates (such as gas safety records, electrical reports and EPCs), confirm their details, open a pack listing every answer GOV.UK will ask for, and enter their registration numbers afterwards; and
• keep an activity log of who did what and when, as your record of what you told each landlord.

2.3 The regional timetable runs from 15 December 2026, when the West Midlands opens, to 14 November 2027, the South West's deadline. The service holds the dates, the information required and the document rules as settings, each with its source and the date we last checked it.

3. What the service does not do

3.1 The service prepares, reminds and records. It never registers, submits or declares anything to the government on anyone's behalf.

3.2 It never pays the registration fee, currently £65 a year for each property. The landlord pays it on GOV.UK.

3.3 It never says that anyone is compliant, approved or guaranteed. A status such as "ready" or "registered" reflects only what you, your staff and your landlords have entered. It is not a legal opinion, and it is not a check against the register.

3.4 We do not check that an uploaded certificate is genuine, current or correct. Your staff review what landlords upload.

3.5 Nothing in the service is legal advice. If you or your landlords need advice on the law, take it from a qualified adviser.

3.6 We are not part of, endorsed by or acting for the government or any local council.

4. Who is responsible for what

4.1 Each landlord is responsible for registering, for paying the fee and for the accuracy of everything they declare on GOV.UK.

4.2 You are responsible for:

• the data you and your staff put into the service, and keeping it accurate;
• having a lawful basis to hold your landlords' details and to contact them, and telling them how you use their data;
• checking statuses, dates and packs before you rely on them [TO CONFIRM: how firmly to put this];
• the wording of any email template you change; and
• what your staff do in the service.

4.3 We will provide the service with reasonable skill and care. We will keep the rule settings in line with the published guidance. Guidance can change without warning, so we cannot promise that every change appears in the service at once. [TO CONFIRM: any commitment on how quickly rule settings are updated after guidance changes.]

5. Accounts and sign-in

5.1 Agency owners and staff have accounts. An owner signs up, invites staff, chooses which permissions each member of staff has, and can remove staff accounts. Only owners manage billing.

5.2 Staff can turn on two-factor sign-in and passkeys. We recommend that every account uses one of them.

5.3 Keep sign-in details secret. Tell us at once at hello@agency.barecode.co.uk if you think someone has used an account without permission. You are responsible for what is done under your agency's accounts. [TO CONFIRM: whether this should exclude misuse caused by our own failure.]

5.4 Landlords do not have accounts. Each landlord contact gets a personal link instead, which your staff can revoke. The data processing agreement explains how links are protected.

6. Emails to your landlords

6.1 Chase emails go only to landlords you already act for. They name your agency as the sender, are sent from our sending address, and replies go to you.

6.2 Every email carries your agency's contact details and a way for the landlord to ask you to stop the reminders. If a landlord asks you to stop, you must respect that.

6.3 These emails are service messages from you to your own clients. You must not use the service to send marketing, to landlords or anyone else, or to email people you do not act for.

6.4 You are responsible for the content of any email whose wording you have changed.

7. Acceptable use

7.1 You must not:

• put a landlord's date of birth, home address (other than a correspondence address you already hold) or GOV.UK One Login details into the service, including in notes or uploaded files;
• upload anything unlawful, or any file containing malware;
• try to reach another agency's data, test or get round the service's security, or put an unreasonable load on it;
• copy, resell or reverse engineer the service; or
• use the service in a way that breaks the law, including data protection and electronic marketing law.

7.2 [TO CONFIRM: some certificates show the landlord's name and address. Decide how a home address that appears on an uploaded certificate is treated, given that the service never stores one.]

8. Free trial

8.1 A new agency can have a 7-day free trial. You need a card to start it. There is one trial per agency, and a cancelled trial cannot be restarted.

8.2 If you cancel before the trial ends, nothing is charged. If you do not cancel, Stripe charges your card for the plan you chose when the trial ends.

8.3 We email the owner 3 days before the trial ends and again on the last day.

9. Plans, prices and payment

9.1 The service costs £100 plus VAT a month, or £1,000 plus VAT a year, for each agency.

9.2 Stripe takes payments through its hosted checkout and billing portal. We never see or store your card details.

9.3 Your plan renews automatically at the end of each month or year until you cancel.

9.4 VAT is added at the rate in force. Invoices show it separately and are available in the billing portal.

9.5 Prices may change. [TO CONFIRM: how much notice we give of a price change, and whether a new price applies only from your next renewal.]

9.6 [TO CONFIRM: whether refunds are given for part periods, for example when an annual plan is cancelled early or an owner deletes everything before a paid period ends.]

9.7 Beta testers may be given three months free through a Stripe coupon once they have contributed, for example by joining feedback calls and using the service with real data. [TO CONFIRM: the written terms of the beta offer, what counts as contributing, and how data entered during the beta is handled.]

10. Failed payments and read-only accounts

10.1 If a payment fails, a 7-day grace period starts. The owner sees a notice in the app and gets an email.

10.2 Your account becomes read only if the payment is still unpaid when the grace period ends, or when a cancelled plan ends. Staff can still see and export everything. No new chase emails are sent, and nothing new can be added. Your landlords' links keep working. [TO CONFIRM: what a landlord can still do on their page while the account is read only, for example upload certificates or enter registration numbers.]

10.3 We do not delete anything because a payment failed. A read-only account is deleted 12 months later, as clause 12 explains, unless you subscribe again.

10.4 Paying the amount due, or subscribing again, restores full access.

11. Cancelling and ending these terms

11.1 An owner can cancel at any time in the billing portal. The plan runs to the end of the period already paid for. The account then becomes read only.

11.2 We may suspend or end your access if you seriously break these terms, or if the law requires us to. [TO CONFIRM: our grounds for suspension or termination, the notice we give, and whether we may end the service for other reasons, for example if we close the product.]

11.3 These terms end when everything your agency holds has been deleted under clause 12. Clauses 15 to 19 continue after that.

12. Your data, export and deletion

12.1 The data you put into the service is yours. You allow us to use it only to provide the service to you, as the data processing agreement sets out.

12.2 An owner can export everything at any time. The export is a ZIP file of your agency's data and files. It can be downloaded for 7 days, then we delete it.

12.3 Once no more payments are due, an owner can delete everything at once. A plan that is still running must be cancelled in the billing portal first. The owner is signed out, and is emailed when the deletion is done.

12.4 A read-only account is purged 12 months after it became read only. We email every owner 30 days and 7 days before, and again when it is done. Subscribing again stops the purge.

12.5 A purge, or a deletion an owner asks for, removes every record and file your agency holds, including the activity log and staff accounts. It cannot be undone. The activity log is your evidence of what you told each landlord, so export it first if you may need it.

12.6 Payments and invoices stay with Stripe, under Stripe's own retention.

12.7 An owner can erase a single landlord's personal data at that landlord's request. The landlord's records stay as placeholders, so your counts and history still add up.

12.8 [TO CONFIRM: whether backups are kept, for how long, and when deleted data leaves them.]

13. Support

13.1 You can contact support at hello@agency.barecode.co.uk. [TO CONFIRM: support hours and any response times.]

13.2 To help you, a member of our support team may look at your account. Support access is read only and lasts up to 60 minutes per session, after the team member gives a reason. The start of the session, with the reason, and its end are written to your activity log, which your staff can see. Support cannot change anything during a session.

13.3 [TO CONFIRM: whether support may open a session only when you ask, or also on our own initiative, for example to investigate a fault.]

14. Availability and changes to the service

14.1 We aim to keep the service available, but we do not promise that it will be uninterrupted or free of errors. [TO CONFIRM: any availability commitment, and notice of planned maintenance.]

14.2 The service depends on the GOV.UK service and guidance, which we do not control. If the government changes the timetable, the information it asks for, the fee or the rules for agents, we will update the service, and some features may change.

14.3 We may improve or change the service. We will tell you before a change that significantly reduces what it does for you. [TO CONFIRM: how much notice.]

15. Intellectual property

15.1 We own the service, its software and its content, including the default email wording and the pack layout. You may use it for your agency's business while you subscribe or your account is read only. This right is not exclusive and cannot be transferred.

15.2 You keep all rights in your data, your logo and any wording you add.

15.3 If you send us feedback or ideas, we may use them freely.

16. Confidentiality

16.1 Each of us will keep the other's confidential information private and use it only for these terms. This does not apply to information that is public, or that the law requires to be disclosed.

17. Liability

17.1 Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that the law does not allow to be limited or excluded.

17.2 We are not liable for:

• a landlord failing to register, or to register on time, or any fine, penalty or enforcement action by a council;
• the accuracy of information entered by you, your staff or your landlords;
• the GOV.UK service, its availability or changes to it; or
• loss of profits, revenue, business or goodwill, or any indirect or consequential loss.

17.3 Our total liability to you under or in connection with these terms is limited to [TO CONFIRM: the amount of the cap, the period it covers, and whether data protection claims have a separate cap].

17.4 [TO CONFIRM: whether you should be responsible to us for claims arising from data put into the service without a lawful basis, or from emails sent in breach of clause 6, and the scope of any such indemnity.]

17.5 [TO CONFIRM: whether we hold any insurance, such as professional indemnity or cyber cover, and whether these terms should mention it.]

18. Changes to these terms

18.1 We may change these terms. We will email agency owners [TO CONFIRM: how many days] before a change that affects you takes effect. If you do not agree, you can cancel before the change starts.

18.2 The date at the top of this page shows when these terms last changed.

19. General

19.1 You may not transfer these terms without our written agreement. We may transfer them to a business that takes over the service, and will tell you if we do.

19.2 Neither of us is responsible for delay or failure caused by events outside our reasonable control.

19.3 These terms and the data processing agreement are the whole agreement between us about the service. [TO CONFIRM: entire agreement and non-reliance wording.]

19.4 Nobody other than you and us has any right to enforce these terms, including under the Contracts (Rights of Third Parties) Act 1999.

19.5 If a court finds part of these terms invalid, the rest still applies.

19.6 We send notices to your owners' email addresses. You send notices to hello@agency.barecode.co.uk.

19.7 These terms are governed by the law of England and Wales. The courts of England and Wales have [TO CONFIRM: exclusive or non-exclusive] jurisdiction over any dispute.