Terms of use

1. About these terms

These terms are a legal agreement between you and Cube Systems Limited, a company registered in England and Wales (company number 17220899), registered office Unit 11, Olney Business Park, Osier Way, Olney, Buckinghamshire, MK46 5FP, trading as Kept ("Kept", "we", "us"). They govern your use of the Kept website and application. By creating an account, or by using the service, you agree to them.

Our data processing agreement and the sub-processors list it refers to form part of these terms. They cover every customer on every plan and apply to the personal data you add about other people, such as your tenants.

Please also read our privacy policy, which explains how we handle personal data, our cookie policy, and the disclaimer in section 19. If you do not agree to these terms, do not create an account or use the service.

2. What Kept is (and is not)

Kept is a compliance-tracking and document-storage service for residential landlords with properties in England only. Wales is not supported by the current product. Kept helps you record statutory obligations, renewal and expiry dates, store evidencing documents, send and file related correspondence, and receive reminders before deadlines fall due.

Kept is not accounting software, a tenant portal, a letting or managing agent, an insurer or a provider of legal advice (see the disclaimer in section 19). Using Kept does not transfer any of your legal responsibilities as a landlord to us.

We also run two programmes for businesses rather than landlords: a trade partner directory and a referral programme. Each has its own contract, the trade partner terms and the referral programme terms, which apply in addition to these terms if you take part. Kept is not a lead-generation guarantee, an introducer or a broker: it does not sit between a landlord and a trade, take a cut of any job, or endorse any partner's work.

3. Eligibility and your account

• You must be at least 18 years old and able to enter into a binding contract.
• You must be the landlord of, or authorised to act for the landlord of, any property you add to Kept.
• You must give accurate registration information and keep it up to date, including a working email address, because reminders and important account notices are sent there.
• You are responsible for keeping your login details secure and for everything done under your account. We recommend turning on two-factor authentication in your security settings. Tell us promptly at hello@usekept.co.uk if you suspect unauthorised access.
• One account is intended for one landlord, whether an individual or a company. You must not share your login details. Use the shared read-only link feature (and, when released, manager access) to give others visibility instead.

4. Plans, trials and billing

• Free plan. Your first property is free, forever, with deadline tracking, email reminders and document storage. The Free plan may show occasional offers from vetted local trade partners (see section 9). Paid plans only see offers if they choose to switch them on.
• Paid plans. Current plans, prices and what each includes are shown on our pricing page. Landlord plan prices include any applicable VAT. Trade partner listing fees are the exception: they are quoted and charged excluding VAT, as set out in the trade partner terms. Paid plans include a 14-day free trial, and no payment card is needed to start one.
• Payment. Payments are processed by Stripe. We never see or store your full card number. By subscribing you authorise recurring charges at the interval you choose (monthly or annual) until you cancel.
• Renewal and cancellation. Subscriptions renew automatically. You can cancel at any time from your account settings. You keep paid-plan access until the end of the period you have already paid for, and no further charges are taken. Except where the law requires otherwise, payments already made are not refundable, though we may make refunds at our discretion.
• Consumer cooling-off. If you subscribe as a consumer, you have a statutory 14-day right to cancel a new paid subscription and receive a refund, less a proportionate amount for any service already provided. Email us within 14 days of your first payment to use it.
• Upgrades and downgrades. Upgrades take effect immediately with a prorated charge. If you downgrade, or a trial ends without a subscription, properties above your new plan's limit are archived (kept safely and readable, not deleted) and features not included in your new plan stop being available. Records created with paid features, for example correspondence logs, remain in your account.
• Price changes. We may change prices for new billing periods. We will give existing subscribers at least 30 days' notice by email before a price change affects them. If you do not accept it, you can cancel before it takes effect.
• Failed payments. If a renewal payment fails we will retry and tell you. If payment remains outstanding we may move your account to the Free plan. Your data is not deleted because of a failed payment.

5. Your content and data

• The documents, records and other content you add to Kept remain yours. You grant us a limited licence to host, store, process, transmit, back up and display that content only to provide and support the service, including generating audit packs, sending correspondence you start and showing content to people you choose to share it with.
• You can export your documents and records at any time, on any plan, including after cancellation, from your account settings or, if you have any difficulty, by emailing us.
• We do not sell your data and we do not show third-party advertising. The website uses Google Analytics only if you allow it through the cookie banner. How we handle personal data, including analytics, is set out in the privacy policy and the cookie policy.
• Kept tracks the dates and details you give it and does not independently verify them. You are responsible for the accuracy of the property, tenancy, certificate and document data you enter or forward in, and for checking that filed documents and dates are correct.

6. Tenant data and correspondence sent through Kept

• Where you add tenants' personal details to Kept, you are the data controller for that information and must have a lawful basis to hold and use it. Kept processes it only on your behalf, under our data processing agreement.
• Kept lets you send emails and letters to tenants and receive their replies, and gives you a personal mailbox address for filing certificates. You alone are responsible for the content of anything you send through Kept, which must be lawful, accurate and not harassing, threatening or misleading.
• You must not use Kept's sending features for marketing, bulk mail or any purpose unrelated to managing the properties on your account. We may suspend sending features if they are misused.
• Your certificate mailbox address is for receiving documents about your properties, such as certificates, reports and invoices from your contractors. Messages received there are stored in your account for you to file or discard.
• Letters that offer appointment times can include a secure tenant response page. The link is unique to the letter and protected by the property's postcode. Email opens, page views, postcode-confirmation attempts and submitted responses (including the respondent's name and technical visit details) are recorded in your account as part of your evidence trail. You are the data controller for that information, and the response page tells the tenant this data is collected and shared with you.
• If you send a letter by WhatsApp, it is sent from your own WhatsApp account under Meta's terms and does not pass through Kept. Kept records only your own declaration that you sent (or did not send) it. That log is your declaration, not independent proof of delivery, and you are responsible for its accuracy.

7. Reminders, SMS and the compliance engine

• Reminders are generated from the data you provide and from our interpretation of published statutory requirements and government guidance, which change over time. Reminder schedules, obligation rules and law-change alerts are provided on a reasonable-efforts basis to support your own diary and processes, not to replace them.
• Email, SMS and calendar-feed delivery depends on third-party networks we do not control. We are not responsible for messages delayed, filtered or not delivered by your email provider, mobile network or calendar application, or for reminders that are wrong because the dates you entered were wrong.
• SMS reminders are optional and opt-in. We do not charge you to receive them, but your mobile tariff's standard rates may apply. You can switch SMS off in your notification settings at any time.

8. Shared access

• Shared read-only links give anyone who holds the link access to the records and evidence you chose to share. You are responsible for who you give a link to and for revoking it when it is no longer needed. Treat share links like keys.
• Your private calendar feed address works the same way: anyone with it can read your deadline calendar. Keep it private and create a new one if it may have been exposed.

9. Partner offers, the trade directory and referrals

The Free plan may show offers from local trade partners (for example gas engineers or electricians) matched to your property's area, in the app and inside the reminder emails we send as a deadline approaches. Partners never receive your personal data from us: matching happens inside Kept using the outward postcode district, and partners see only aggregate counts. If you contact or engage a partner, that is a contract between you and them. We do not endorse, guarantee or take responsibility for any partner's work, pricing or conduct, and we take no commission from it. Being listed on Kept means we checked the partner's registration against the relevant public register, and nothing more. Paid plans do not see partner offers by default, but can choose to switch them on in certain places in the app, and switch them off again at any time.

If you are a trade business rather than a landlord, applying to be listed is governed by the trade partner terms, which cover verification, tier fees and VAT, placement rules, the free first 30 days and cancellation on 30 days' notice. Listing is free. Promoted placement is a flat monthly fee, never a commission or a per-lead charge.

We also run a referral programme. Anyone we approve gets a unique code and tracked link, earns commission on the paid subscriptions they introduce, and can give the people they refer a discount. Joining is by application, and we may decline or end a participant's involvement. If you sign up using someone's referral code, your account records that fact, but they never see your identity, email, properties or documents, only anonymised totals. The full rules are in the referral programme terms, and listing your business is covered on our trade programme pages.

10. Acceptable use

You must not:

• use Kept for any unlawful purpose, or store or transmit unlawful, infringing or malicious content (including viruses or malware);
• misrepresent your relationship to a property, tenancy or tenant, or impersonate anyone;
• attempt to gain unauthorised access to the service, other users' accounts or data, or probe, scan or test the vulnerability of our systems without written permission;
• interfere with or disrupt the service, or place unreasonable load on it (including automated scraping or bulk requests);
• resell, sublicense or provide the service to third parties as your own offering, or copy substantial parts of it to build a competing product;
• use a landlord's certificate mailbox address, or anything you learn through a partner listing or referral code, to build a marketing list, send bulk mail or contact anyone for a purpose unrelated to work you have done or quoted for;
• get around plan limits, trial rules or billing.

11. Coming-soon features

Our website describes features that are planned but not yet available (marked “coming soon”), with estimated dates. These are statements of current intent, not commitments: scope and timing may change or a planned feature may not ship at all, and nothing you buy today is bought in reliance on them. When a new feature launches it may carry additional terms, which we will show you when you first use it.

12. Availability, support and changes to the service

• We aim to keep Kept available at all times but do not guarantee uninterrupted access. We may suspend the service for maintenance, upgrades or security reasons, giving advance notice where practical.
• Support is provided by email at hello@usekept.co.uk. Portfolio and Full Cover subscribers receive priority support.
• We may improve, change or withdraw features over time. If we withdraw a feature that is material to a paid plan, we will give reasonable notice and you may cancel. If you have prepaid for a period after the withdrawal, we will refund the unused part.
• We keep backups for disaster recovery, but you should keep your own copies of original certificates and documents. Kept stores copies, and the originals remain your responsibility.

13. Intellectual property

The Kept software, design, branding, guides and other content we create are owned by us or our licensors, and nothing in these terms transfers them to you. If you send us feedback or suggestions, we may use them without obligation to you. Your content remains yours, as set out in section 5.

14. Suspension and closing your account

• By you. You can close your account from your account settings at any time. A seven-day cooling-off window applies, during which you can change your mind and reactivate. After it, your account and content are permanently deleted as described in the privacy policy. Export anything you need first.
• By us. We may suspend or terminate your account if you materially or repeatedly breach these terms, if the law requires it, or if your use presents a security risk. Except where the breach makes it inappropriate, we will tell you, give you a chance to fix the problem and give you a reasonable opportunity to export your data.

15. Liability

• Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be excluded. If you use Kept as a consumer, nothing in these terms affects your statutory rights.
• You remain responsible at all times for your own legal compliance as a landlord, including meeting deadlines, serving documents and holding valid certificates. To the extent permitted by law, we are not liable for fines, civil penalties, rent repayment orders, invalid notices, lost rent or other consequences of not meeting your legal obligations, even where a reminder was missed, delayed or based on data in Kept.
• We are not liable for indirect or consequential loss, or (for business users) loss of profit, business, goodwill or anticipated savings.
• Subject to the above, our total liability for all claims relating to the service in any 12-month period is limited to the greater of the amounts you paid us in the 12 months before the first claim and £100.
• The service is provided with reasonable skill and care. Beyond that, and to the extent permitted by law, it is provided “as is” without further warranties.

16. Changes to these terms

We may update these terms from time to time, for example when we launch features, change plans or the law changes. For material changes we will give you at least 30 days' notice by email before they take effect. If you do not accept a material change, you may cancel before it applies. Continuing to use Kept after the effective date means you accept the updated terms. The date at the top shows the current version.

17. General

• These terms, together with the data processing agreement, the sub-processors list, the privacy policy and, if you take part in them, the trade partner terms and the referral programme terms, are the entire agreement between us about the service.
• If any part of these terms is found unenforceable, the rest continues to apply. If we do not enforce a right straight away, we can still enforce it later.
• You may not transfer your account or this agreement to anyone else without our consent. We may transfer our rights and obligations to a successor business, provided your rights are not reduced.
• These terms are governed by the law of England and Wales, and disputes are subject to the jurisdiction of the courts of England and Wales. If you are a consumer, you also benefit from any mandatory protections of the law of the part of the UK where you live, and can bring proceedings there.

18. Contact

Cube Systems Limited, trading as Kept, Unit 11, Olney Business Park, Osier Way, Olney, Buckinghamshire, MK46 5FP. Email hello@usekept.co.uk or call 01234 672 617.

19. Disclaimer