Terms and Conditions

1. About these terms

These terms are an agreement between you and LeaseForce Systems Limited, Nairobi, Kenya (“LeaseForce”, “we”, “us”) for the use of the LeaseForce website, app and related services (the “Service”). By creating an account or using the Service, you accept them.

If you use the Service for an organisation, you confirm you are allowed to accept these terms for it, and “you” means that organisation. Enterprise customers may have a signed agreement; where it differs from these terms, the signed agreement wins.

2. The Service

LeaseForce helps landlords, agencies and property managers run rental property: leases, invoicing, payment matching, utilities, accounting, tax, communication and reporting. It runs in a browser and can be installed as an app. We improve the Service continually, so features may change; we will not remove a core feature you are paying for without reasonable notice.

3. Your account

• Give accurate information and keep it up to date.
• Keep sign-in details safe, and turn on two-factor authentication where you can. Tell us straight away if you suspect unauthorised access.
• You are responsible for what happens in your account, including what your team members do with the roles and access you give them.
• You must be at least 18 and able to enter a binding contract.

4. Plans, billing and message credits

• Starter is free for up to 5 units, for as long as we offer it. Adding more units needs a paid plan.
• Paid plans are described on our pricing page. They are billed in advance, monthly or yearly, and renew automatically until cancelled. Prices in Kenyan shillings include VAT.
• Extra units, staff seats and message credits can be added to paid plans at the prices shown in the app. Message credits do not expire.
• We may change prices with at least 30 days’ notice; changes apply from your next billing period.
• If a payment fails or is overdue, we may limit or suspend paid features until it is settled. Your data is not deleted because of a late payment.
• Except where the law requires otherwise or we agree in writing, payments are non-refundable.

5. Your data

You own the data you put into the Service. You give us permission to host, process and display it only as needed to provide the Service to you, as described in our Privacy Policy, where we act as your data processor.

You are responsible for having a lawful basis to collect and use the personal data of your tenants, owners, vendors and staff, for telling them how it is used, and for its accuracy. You can export your data at any time.

6. We do not hold or move your money

LeaseForce is not a bank, payment service provider, money remitter or escrow agent, and never holds, receives, forwards or controls your tenants’ money. Every payment goes directly from the tenant to the M-Pesa paybill or till, bank account or payment gateway that you set up and own. We only receive information about payments (confirmations, alerts, statements and the details tenants enter) so that they can be recorded and matched.

Your relationship with M-Pesa (Safaricom), your bank and any payment gateway is your own, and is governed by their terms. You are responsible for the fees they charge, for refunds and chargebacks, and for disputes about money received.

7. Collecting rent through the Service

The Service can help your tenants pay you: an M-Pesa prompt to their phone (“Pay now”) from the tenant portal, from a personal payment link we send on your behalf, or from our public payment page where a tenant enters their tenant account number. When you turn these features on, you agree that:

• The payment details are yours and correct. You are responsible for the paybill or till number, account-number format, Daraja (M-Pesa API) credentials and any other details you enter, and for keeping them up to date. Payments sent to details you entered wrongly are not our responsibility.
• You authorise us to act for you. You authorise us to use the credentials you provide to send payment prompts to the phone numbers tenants enter, to receive payment confirmations from M-Pesa, and to register the confirmation addresses needed for this.
• Pay now goes live only after a successful test payment on the payment method. You must not switch it on for a paybill or till you do not own or are not authorised to collect for.
• A payment prompt is not a payment. A payment is complete only when M-Pesa confirms it. We are not responsible for prompts that are not delivered, not completed, timed out or cancelled, or for delays at M-Pesa or the tenant’s network.
• Who can see what. Anyone who has a tenant’s personal payment link can see that tenant’s first name, unit and the amount due, and can pay towards it. Anyone who enters a tenant account number on the public page can see the landlord, property, unit and a masked first name, but no balance or invoices. You are responsible for telling your tenants to keep their link private, and you can issue a new link at any time, which disables the old one.
• Anyone can pay for a tenant. Payments made from any phone are recorded against the tenant whose link or account number was used.

8. Payment matching and reconciliation

The Service matches incoming payments to tenants and invoices automatically, using, in order of reliability: the payment prompt it sent, a transaction code the tenant entered, the tenant account number, the invoice or lease reference, and, for tills, the payer’s phone number together with the amount. Phone numbers from M-Pesa are often partly hidden, so phone matching is applied automatically only when exactly one tenant and one amount fit; otherwise the payment is held for your review. Payments are applied to the invoice they were made for first, then to the tenant’s oldest unpaid invoices, and anything left over is kept as credit.

• You must review. Matching is designed to be accurate, but it depends on the information banks, M-Pesa and tenants provide, which can be incomplete or wrong. You remain responsible for reviewing matches, payments held for review and unmatched payments, and for correcting your records.
• Statements read by AI can be misread. Check extracted transactions before you rely on them.
• Receipts are sent automatically only if you choose that in your communication settings. A receipt reflects the match at the time; if you later correct a match, you are responsible for any follow-up with the tenant.
• Corrections and reversals. Reversed, refunded or disputed payments are not removed automatically; you must record them.
• Limits. To the extent the law allows, we are not liable for losses caused by a payment being matched to the wrong tenant or invoice, matched late, or not matched, where you could have found and corrected it by reviewing your records.

9. “Already paid” claims

Tenants can tell you they have already paid by entering a transaction code or bank reference. When a payment with that code is found and is not already assigned to someone else, it is matched to that tenant; otherwise the claim waits for your decision. A claim is only the tenant’s statement, not proof of payment. You decide whether to confirm or reject claims that cannot be matched automatically, and you are responsible for checking them against your own statements before you confirm.

10. Tenant portal and tenant sign-in

You can invite your tenants to a tenant portal by email, SMS or WhatsApp. Tenants can also ask for access from their payment page or by signing in with Google or a code sent to their phone; nothing is granted until you approve the request, which sends them an invitation.

• You are responsible for inviting only the right people, for keeping your tenants’ email addresses and phone numbers correct (sign-in is matched to them), and for removing access when a tenancy ends.
• Tenants use the portal under these terms, as far as they apply to them. Your agreement with your tenants, including rent, deposits and disputes, is between you and them; LeaseForce is not a party to it.
• Tenant portal seats count towards your plan where your plan limits them.

11. Payment safety and fraud

We will never ask anyone for an M-Pesa PIN, bank password or one-time code by message, call or on a web page; a PIN is only ever entered into the M-Pesa prompt on the payer’s own phone. Our payment pages are only ever at our own web address, which is shown on every page.

We are not responsible for losses caused by fake messages, look-alike websites or people pretending to be us or you, or by a tenant sharing their payment link, account number or phone with someone else. You agree to tell us promptly at legal@leaseforce.co.ke about any suspected fraud or misuse involving the Service, and we may suspend payment features to protect you or your tenants.

12. Tax features

Tax features help you calculate, record and submit tax information, including to the Kenya Revenue Authority’s eTIMS. You remain responsible for the correctness of your tax settings and records and for meeting your filing obligations. The Service is not tax, legal or accounting advice.

13. Acceptable use

You must not:

• send marketing, spam or unrelated messages through the Service. Messages may only go to your own tenants and contacts, for the management of your properties;
• break the law, infringe others’ rights, or upload unlawful or harmful content;
• try to gain unauthorised access, probe or disrupt the Service, or get around plan limits or sending limits;
• copy, resell or reverse engineer the Service, except where the law allows.

We may suspend or close accounts that break these rules. Where an account is suspended for misusing messaging, unused message credits may be refunded.

14. AI features

AI statement reading and the AI assistant can make mistakes. Check their results before you rely on them. The assistant only takes actions after you confirm them, and you are responsible for the actions you confirm.

15. Third-party services

Some features rely on services we do not control, such as M-Pesa, banks, payment gateways, SMS and email networks and government systems. Your use of them may also be subject to their own terms.

16. Availability and support

We work to keep the Service available and secure, but cannot promise it will be uninterrupted or error-free. Support channels and response times depend on your plan, as shown on the pricing page. A contractual uptime commitment is available only on Enterprise agreements.

17. Affiliate programme

If you join our affiliate programme, the programme rules shown there and in the partner portal also apply, including how commission is calculated, held, paid and reversed.

18. Our intellectual property

The Service, its software, design and brand belong to us or our licensors. We give you a limited, non-transferable right to use the Service under these terms. If you send us feedback, we may use it without obligation to you.

19. Cancelling and closing accounts

You can cancel at any time from inside the app; paid features continue until the end of the period you have paid for. We may suspend or close an account that seriously or repeatedly breaks these terms, or where the law requires. Before an account is closed, you can export your data; after closure we delete it as described in our Privacy Policy.

20. Liability

The Service is provided “as is” and “as available”. To the extent the law allows, we exclude implied warranties, and we are not liable for indirect or consequential losses, or for loss of profits, revenue or data that you could have prevented, for example by checking records or keeping exports.

Our total liability for any claim relating to the Service is limited to the amount you paid us in the 12 months before the claim. Nothing in these terms limits liability that cannot be limited by law.

You agree to cover our reasonable losses arising from your unlawful use of the Service or from data you put into it without the right to do so.

21. Changes to these terms

We may update these terms. We will change the date at the top and give account holders reasonable notice of significant changes. If you keep using the Service after they take effect, the new terms apply.

22. Governing law

These terms are governed by the laws of Kenya, and the courts of Kenya have jurisdiction over any dispute, without affecting any rights you have under the laws of the country where you live.

23. Contact us

Questions about these terms: legal@leaseforce.co.ke, or write to LeaseForce Systems Limited, Nairobi, Kenya.