rm8tes Terms

Rm8tes Terms & Conditions

Last updated: 5 August 2026

These terms are an agreement between you and Roomates Ltd, trading as Rm8tes ("we", "us") — a company registered in England and Wales, company number 16826260, registered office 35 Welbeck Avenue, Tunbridge Wells, England, TN4 9BD — the operator of the Rm8tes app. By creating an account or using Rm8tes you agree to these terms, so please read them. Our Privacy Policy explains how we handle your personal information and forms part of this agreement.

Contact: rm8tes@gmail.com

The short version

  • Rm8tes helps you record the condition of a rented property and keep tenancy records. It is an evidence tool, not a legal service — nothing in the app is legal advice, we are not a party to your tenancy, and we cannot promise any outcome in a deposit dispute or take responsibility for how one turns out (see Section 11).
  • Your photos, diary entries, and records are yours. You give us permission to store them so the app can work, and nothing more.
  • You can sign in with an email address and password, or with your Google or Apple account. If you use one of those, keeping access to it is how you keep access to Rm8tes (see Section 3).
  • Records are made to stick. Once a diary entry or an audit photo is recorded it is time-stamped and fingerprinted, and it cannot be edited or deleted — by you, your flatmates, or us. Write entries as you would want them read in a dispute. Deleting your account removes the ones you wrote; nothing short of that does.
  • Use the app honestly: capture genuine evidence, enter accurate information, and don't use it to mislead anyone.
  • The app is currently free. If we ever introduce paid features, we will tell you clearly before you pay for anything.
  • The app records basic feature-usage statistics and crash reports so we can improve it. Exactly what is collected — and what never is (your photos and records) — is set out in the Privacy Policy.
  • Rm8tes is a young product. Export and keep your own copies of anything important — especially your evidence pack before a move-out or dispute deadline.

1. What Rm8tes is — and what it is not

Rm8tes lets you photograph the condition of a property at move-in and move-out, keep a dated tenancy diary — with a photo attached to an entry where that helps — and a damage checklist, store tenancy details, and generate a PDF evidence pack to share with your landlord, letting agent, or a deposit protection scheme.

Rm8tes does not provide legal advice. The app's "Know Your Rights" section and any other guidance in the app is general information only, focused on England, and may become out of date as the law changes (for example, ongoing renters' rights reform). It is not a substitute for advice from a solicitor, Citizens Advice, Shelter, or another qualified adviser about your specific situation.

We make no promises about outcomes. We cannot and do not guarantee that any evidence captured with Rm8tes will be accepted by a landlord, letting agent, deposit scheme, adjudicator, or court, or that you will recover any part of your deposit. Timestamps and GPS coordinates are recorded as reported by your device at the moment of capture; we do not verify, certify, or authenticate evidence.

We are not a party to your tenancy. We do not mediate, adjudicate, negotiate, or represent you in any dispute with your landlord, letting agent, deposit protection scheme, adjudicator, or court. Rm8tes is also not itself a tenancy deposit protection scheme and never holds, receives, or has any access to your actual deposit money — by law, your landlord or agent must protect your deposit separately with a government-approved scheme (such as the DPS, mydeposits, or TDS). Rm8tes only helps you keep your own records and generate evidence for you to use with those other parties, at your own discretion and risk.

2. Who can use Rm8tes

You must be at least 16 years old to use Rm8tes. The app is designed for renters in the United Kingdom; you may use it elsewhere, but the guidance content is written for England and the app is provided in English.

3. Your account

You need an account to use Rm8tes. You can create one with an email address and a password, or with your Google account, or — on an iPhone — with Sign in with Apple. You agree to:

  • provide accurate information when signing up and keep it up to date;
  • use an email address you can actually receive mail at, and that is yours to use — you need it to confirm your account and to reset a forgotten password;
  • keep your password secure — or, if you sign in with Google or Apple, keep that account secure — and not share your account with anyone else;
  • tell us promptly at rm8tes@gmail.com if you believe your account has been accessed without your permission.

You are responsible for activity that happens through your account. You can delete your account at any time (see section 10).

Signing in with Google or Apple. This is optional and the app works the same either way, but four things are worth knowing before you choose it. The Privacy Policy sets out exactly what those companies tell us and what they learn.

  • Your provider account is your key. An account created this way has no Rm8tes password until you set one from the profile screen, so if you lose access to your Google or Apple account you may lose access to Rm8tes. We cannot let you back in some other way, and we cannot move your evidence to a different account for you.
  • Apple's "Hide My Email" makes a separate account. If you choose it, we only ever see a relay address, which matches nothing else — so you get a new, separate account even if you already have one here under your real address, and we have no way to merge the two.
  • Sign in with Apple is iOS-only in this version of the app. An account created with it on an iPhone cannot currently be signed into from an Android phone.
  • Their terms apply too. Google and Apple provide their sign-in services on their own terms, directly to you. We are not responsible for those services, for changes to them, or for their being unavailable.

Service emails. We will send you the emails the service needs in order to work: confirming your email address, resetting your password, and occasional notices about important changes to the app or to these terms. These are part of the service rather than marketing, so you cannot unsubscribe from them while your account exists — deleting your account stops them. We do not send marketing emails. These messages are delivered by an email provider acting on our behalf; the Privacy Policy explains who they are and what they receive. If you signed in with Apple and chose "Hide My Email", they reach you through Apple's relay address, and stop reaching you if you turn that forwarding off.

4. Your content stays yours

Everything you capture or write in Rm8tes — photos, diary entries, checklists, tenancy details, your profile — is your content. We claim no ownership of it.

So that the app can function, you grant us a limited, non-exclusive licence to store, process, display, and transmit your content solely to provide the service to you (for example, storing your audit photos and rendering them in your evidence vault and PDF packs). This licence ends when your content is deleted from our systems.

You are responsible for your content. You confirm that:

  • you have the right to take and upload the photos you capture (photographing the property you rent or view is normally fine);
  • information you enter about other people — such as your landlord's name and contact details — is accurate and entered for genuine tenancy purposes;
  • your content is not unlawful, and your profile (including your photo, which is publicly accessible as described in the Privacy Policy) does not impersonate anyone or infringe anyone's rights.

Some records cannot be unmade. Rm8tes exists to produce evidence, and evidence that could be quietly withdrawn afterwards would be worth nothing. So when you record a diary entry — with or without a photo — our server time-stamps and fingerprints it, and from that moment it cannot be edited or deleted: not by you, not by anyone else in your household, and not by us. The same is true of an audit photo once it is captured, and of an audit once it is sealed. If an entry is wrong, add another correcting it. If you want the entries you wrote gone altogether, deleting your account removes them, as the Privacy Policy describes. Please treat every entry as permanent when you write it, and remember your flatmates can read it.

5. Use Rm8tes honestly

Rm8tes exists to record the truthful condition of a property. You must not:

  • stage, fabricate, alter, or misdate evidence, or use the app to mislead a landlord, agent, deposit scheme, adjudicator, or court;
  • write a diary entry you know to be untrue, or attach a photo that does not show what the entry says it shows — entries are time-stamped, permanent, and relied on by the people you live with;
  • use the app for any unlawful purpose, or to harass anyone;
  • attempt to access other users' data, probe or disrupt our systems, or bypass security or access controls;
  • copy, resell, or reverse engineer the app, except where the law allows it regardless of this term;
  • use the app if you are under 16.

Submitting false evidence in a deposit dispute or legal proceeding can have serious legal consequences for you. What you present to others using material from Rm8tes is entirely your responsibility.

6. Keep your own copies

Rm8tes is an early-stage service. While we take care with your data (see the Privacy Policy), we do not promise that the app or your records will be available at all times, and any part of the service may change, break, or be withdrawn.

Generate and save your PDF evidence pack, and keep your own copies of anything you may need — particularly before you move out, before a deposit dispute deadline, and before deleting your account. Deleting your account or your records is permanent; we cannot recover them for you afterwards.

7. Changes to the app and to these terms

We are actively developing Rm8tes and may add, change, or remove features at any time. We may update these terms — for example when we add features or the law changes. If a change significantly affects you, we will tell you in the app before it takes effect, and the "Last updated" date above will always show the current version. If you keep using Rm8tes after a change takes effect, that means you accept the updated terms; if you don't accept them, stop using the app and delete your account.

8. Price

Rm8tes is currently free. If we introduce paid features in the future, they will be clearly marked, we will show you the price before you commit to anything, and separate payment terms will apply. We will never silently start charging you for something that was free.

9. Our intellectual property

The Rm8tes app itself — its code, design, name, logo, and content we created (such as the checklists, prompts, and guidance text) — belongs to us or our licensors. We grant you a personal, non-transferable, non-exclusive licence to use the app on your own devices for your own tenancies. This licence does not let you copy or redistribute the app or use our branding.

10. Ending this agreement

You can end it at any time by deleting your account (in the profile screen, or by emailing rm8tes@gmail.com) and uninstalling the app. See the Privacy Policy for what happens to your data. If you signed in with Google or Apple, deleting your account ends the connection on our side; removing Rm8tes from the list of connected sign-ins held by your Google or Apple account is done in their settings.

We may suspend or close your account if you seriously or repeatedly break these terms, if we are required to by law, or if we discontinue the service. Unless we are legally prevented from doing so, we will give you reasonable notice and — except where your account is closed for fabricating evidence or another serious breach — a chance to export your evidence pack first.

Sections that by their nature should survive (including sections 1, 4–6, and 11–14) continue after this agreement ends.

11. Disclaimers and our responsibility to you

Nothing in these terms excludes or limits our liability where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, and your statutory rights as a consumer under UK law.

Subject to that, the app is provided "as is" and "as available". We provide it with reasonable care and skill, but beyond that we make no warranty that it will be uninterrupted, error-free, or secure, or that it — including the "Know Your Rights" content — is accurate, complete, or up to date. As explained in Section 1, nothing in Rm8tes is legal advice and we are not your solicitor, adviser, or representative; using the app does not create any advisory or professional relationship between us, and we accept no liability for decisions you or anyone else makes in reliance on it beyond what the law requires of us.

If we fail to comply with these terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breach or our failure to use reasonable care and skill. We are not responsible for:

  • the outcome of any tenancy dispute, deposit claim, adjudication, or legal proceeding, or any decision made by a landlord, agent, deposit scheme, adjudicator, or court;
  • the accuracy, completeness, or admissibility of any evidence, record, or evidence pack generated using the app, or how a landlord, agent, deposit scheme, adjudicator, or court chooses to treat it;
  • loss caused by inaccurate or incomplete information you entered, or by evidence you failed to capture or export;
  • account emails failing to arrive or arriving late because of your own email provider, a spam filter, a mistyped or full mailbox, or an email relay you have switched off;
  • your Google or Apple account being lost, suspended, closed, or unavailable, including where that leaves you unable to sign in to Rm8tes;
  • guidance content being out of date for your situation, or the content of external websites we link to (such as GOV.UK, Shelter, or Citizens Advice);
  • loss of profits, business, or other business losses — Rm8tes is for personal, domestic use only;
  • events outside our reasonable control.

Liability cap. Subject to the first paragraph of this section, our total liability to you arising out of or in connection with these terms or your use of the app — whether in contract, tort (including negligence), or otherwise — will not exceed £50. Rm8tes is provided free of charge, and this cap reflects that.

12. If your use of the app leads to a claim against us

If a third party — including a landlord, letting agent, deposit protection scheme, other resident, or anyone else — brings a claim, complaint, or legal proceeding against us that arises from your content, your breach of these terms, your misuse of the app, or your breach of any law or of someone else's rights, you agree to reimburse us for the reasonable costs, damages, and legal fees we incur as a result. This does not apply to the extent the claim arises from our own breach of these terms or negligence.

13. If you got Rm8tes from an app store

Where you downloaded Rm8tes from Apple's App Store or Google Play, the store's own terms also apply to you. This agreement is between you and us, not with Apple or Google: they have no obligation to provide support or maintenance for Rm8tes and are not responsible for the app or these terms. You confirm you are not barred from using the app under the laws that apply to you. Apple and its subsidiaries are third-party beneficiaries of these terms and may enforce them against you.

14. General terms and governing law

  • These terms are governed by the law of England and Wales, and you can bring proceedings in the courts of England and Wales. If you live in Scotland or Northern Ireland, you can also use your local courts, and you keep the benefit of any mandatory consumer protections of the part of the UK where you live.
  • If a court finds part of these terms unenforceable, the rest still applies.
  • If we don't enforce a term straight away, we can still enforce it later.
  • We may transfer this agreement to someone else (for example if the service is sold); your rights under it will not be reduced, and we will tell you if this happens. You may not transfer your account to anyone else.
  • These terms and the Privacy Policy are the whole agreement between us about Rm8tes.

Contact

Questions about these terms: rm8tes@gmail.com

If something about the app or your account has gone wrong, please tell us there first — most problems can be sorted out directly, and quickly.

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