Terms of Service

1. Agreement to these terms

These Terms of Service ("Terms") are an agreement between you and Kips Reality L.L.C ("RentFlow360", "we", "us") governing your access to and use of the RentFlow360 platform, websites, and APIs (together, the "Service").

By creating an account, starting a free trial, or otherwise using the Service, you accept these Terms. If you are accepting on behalf of an organization, you represent that you have authority to bind that organization, and "you" refers to it.

You must be at least 18 years old and legally able to enter into a contract to use the Service.

2. What the Service is — and is not

RentFlow360 is software for managing rental property: collecting rent, handling applications and leases, tracking maintenance, and keeping the associated books.

We are a software provider only. We are not a party to any lease, rental agreement, or transaction between you and your tenants, owners, or vendors. We are not a real estate broker or agent, a property manager, a lender, a bank, an escrow agent, a debt collector, a consumer reporting agency, or a law or accounting firm, and nothing in the Service is legal, tax, accounting, or financial advice.

You are solely responsible for the decisions you make using the Service and for complying with the laws that apply to your rental business — including landlord-tenant law, fair housing law, security-deposit handling, rent-control and notice requirements, and tax reporting.

3. Accounts, roles, and users

You must provide accurate account information and keep it current. You are responsible for everything that happens under your account and for the users you invite into your organization, including their access levels.

An email address holds one role within RentFlow360. A person who needs a second role — for example, a property manager who is also a tenant elsewhere on the platform — needs a separate email address. This is enforced by the platform and is not configurable.

You are responsible for keeping credentials confidential. Two-factor authentication is available on every account and single sign-on is available on the Enterprise plan; we recommend enabling one. Tell us promptly if you believe an account has been compromised.

4. Plans, trials, and billing

The Service is sold as monthly or annual subscription plans. Pricing is flat per plan — never per unit or per door — and the current plans, prices, and included capabilities are shown on our pricing page.

Paid plans begin with a free trial of the length stated for that plan at sign-up. If you do not cancel before the trial ends, the plan converts to a paid subscription and the payment method on file is charged.

Subscriptions renew automatically for successive terms until cancelled. You may cancel at any time; cancellation takes effect at the end of the current paid period, and fees already paid are not refunded on a prorated basis. Fees are exclusive of taxes, which we may collect where required.

If a payment fails, we may retry it and will notify you. We may suspend access to paid capabilities if an invoice stays unpaid after those attempts. We may change prices, with notice before the change applies to your next renewal.

5. Payments and movement of funds

Rent and other payments collected through the Service are processed by our payment processor, Stripe. Card and bank account details are transmitted to and held by the processor; we do not receive or store full card numbers.

RentFlow360 does not hold, invest, or take custody of your funds, and is not a bank or escrow agent. Funds settle to the account you connect, on the processor's schedule and subject to its terms, including any holds, reserves, or reversals it applies.

You are responsible for the accuracy of the payment instructions you enter, for the tax treatment of the money you collect, and for any chargebacks, returns, or disputes arising from payments you process.

6. Tenant screening and fair housing

Where you order background or credit screening through the Service, the reports are produced by third-party consumer reporting agencies. RentFlow360 is not a consumer reporting agency and does not make, recommend, or influence rental decisions.

You are the end user of those reports. You are responsible for having a permissible purpose under the Fair Credit Reporting Act, for obtaining the applicant's authorization, for delivering any required disclosures and adverse action notices, and for complying with all federal, state, and local screening, source-of-income, and criminal-history rules.

You are responsible for complying with the Fair Housing Act and equivalent state and local law in every part of your process — how you advertise, whom you screen, the criteria you apply, and how you record decisions. You must not use the Service, or data obtained through it, to discriminate against any protected class.

7. Electronic signatures and documents

The Service includes electronic signing. By using it, you and your signers consent to transact electronically and agree that electronic signatures and records satisfy any requirement for a signature or writing under the ESIGN Act and applicable state law (UETA).

You are responsible for the content and legal sufficiency of the documents you send, for confirming that each signer is who they say they are, and for meeting any retention or delivery obligation that applies to a signed record. Templates provided in the Service are starting points, not legal advice, and have not been reviewed for your jurisdiction.

8. Your data

You own the data you and your users put into the Service. You grant us a limited licence to host, process, transmit, back up, and display it — only as needed to operate and support the Service, and to comply with law.

We do not sell personal information, and we do not share it with data brokers or advertising networks. Our handling of personal information is described in our Privacy Policy and your choices in our Privacy Choices page.

You can export your data at any time while your subscription is active. After termination we retain your data for 30 days so you can retrieve it, then delete it from active systems; residual copies may persist in backups until those backups age out on their normal schedule.

You are responsible for having the right to submit the personal information you upload — including your tenants' and applicants' — and for providing them any notice their jurisdiction requires.

9. Acceptable use

You agree not to:

• use the Service for anything unlawful, or to violate anyone's rights
• use screening data, applicant data, or the Service itself to discriminate unlawfully
• upload malware, or knowingly submit content that infringes a third party's rights
• scrape, crawl, or bulk-extract data from the Service outside the documented API, or resell access without a written agreement
• circumvent plan limits, rate limits, authentication, or organization boundaries
• probe, scan, or load-test the Service without our prior written permission — see our security page for how to report a vulnerability responsibly
• impersonate anyone, or misrepresent your affiliation with any person or organization

10. Third-party services

The Service integrates with third parties — including payment processing, bank verification, screening, email, SMS, storage, and error monitoring. Those services are operated by their providers under their own terms, and we do not control and are not responsible for their acts, omissions, availability, or pricing.

Our current subprocessors, and what each one handles, are listed on our security page.

11. Availability, support, and beta features

We work to keep the Service available and use reasonable efforts to restore it promptly when it is not, but self-serve plans are provided without a contractual uptime commitment or service credits. Planned maintenance may cause brief interruptions. A written service level agreement is available for negotiated agreements.

Support is provided by email at support@rentflow360.com. We aim to respond to every message within one business day.

Features labelled beta, preview, or coming soon — including FlowAgent — are provided as-is, may change or be withdrawn at any time, and should not be relied on for decisions that matter. They are excluded from any commitment made elsewhere in these Terms.

12. Intellectual property

RentFlow360 and its licensors own the Service, including its software, design, and trademarks. These Terms grant you a limited, non-exclusive, non-transferable right to use the Service during your subscription, and nothing more.

If you send us feedback or suggestions, you grant us an unrestricted right to use them without obligation to you. Feedback is not confidential.

13. Confidentiality

Each party may receive non-public information from the other. The receiving party will use it only to perform under these Terms, protect it with at least reasonable care, and not disclose it except to those who need it and are bound by similar obligations — or where disclosure is legally required.

14. Disclaimers

EXCEPT AS EXPRESSLY STATED, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE". TO THE FULLEST EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

We do not warrant that the Service will be uninterrupted or error-free, that reports or calculations it produces are suitable for filing or for legal reliance without your own review, or that it will meet the requirements of your jurisdiction.

15. Limitation of liability

TO THE FULLEST EXTENT PERMITTED BY LAW, NEITHER PARTY IS LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, GOODWILL, OR DATA.

OUR TOTAL LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE WILL NOT EXCEED THE FEES YOU PAID US IN THE TWELVE MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM.

Some jurisdictions do not allow these limits; where that is so, they apply to the maximum extent permitted.

16. Indemnification

You will defend and indemnify us against third-party claims arising from your use of the Service, the data you submit, your leases and rental decisions, your screening practices, and your breach of these Terms — including reasonable legal fees. We will notify you of any such claim and let you control the defence, subject to our right to participate.

17. Suspension and termination

You may cancel at any time from your billing settings. We may suspend or terminate access for non-payment, for a material breach of these Terms, or where required by law — with notice where practical, and immediately where the risk warrants it.

On termination your right to use the Service ends. Sections that by their nature should survive — data, intellectual property, confidentiality, disclaimers, liability, indemnity, and governing law — do.

18. Changes to these terms

We may update these Terms. For material changes we will give notice — by email or in the Service — before they take effect. Continuing to use the Service after that date means you accept the updated Terms. The "last updated" date at the top of this page always reflects the current version.

19. Governing law and disputes

These Terms are governed by the laws of the State of Washington, United States, without regard to conflict-of-law rules. The parties submit to the exclusive jurisdiction of the state and federal courts located in King County, Washington.

Before filing anything, please contact us at support@rentflow360.com and give us 30 days to resolve the matter informally. Most disputes end there.

20. General

These Terms, together with the Privacy Policy and any order form or written agreement referencing them, are the entire agreement between us on this subject. If a provision is held unenforceable, the rest stays in force. Failure to enforce a provision is not a waiver of it. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets.

21. Contact

Questions about these Terms: support@rentflow360.com. Privacy questions: privacy@rentflow360.com. Security reports: support@rentflow360.com with "SECURITY" in the subject line.