Terms of Service

1. About these terms

These Terms of Service ("Terms") govern your use of RentBook ZM, a rental management platform operated by Dongo Intelligence ("we", "us", "our"), a company incorporated in Zambia.

By creating an account or using the service, you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you do not agree, you must not use the service.

2. The service

RentBook ZM provides software tools to help landlords manage residential and commercial rental properties in Zambia, including:

• Property, unit, and tenant record management
• Lease creation and tracking
• Invoice generation and payment recording
• Maintenance request management
• Financial reporting and rent book generation
• Document storage and template management

The service is provided as software-as-a-service (SaaS). We may update, improve, or modify features at any time. We will give reasonable notice of significant changes that affect existing functionality.

3. Eligibility and account registration

To use RentBook ZM you must:

• Be at least 18 years of age
• Be a property owner, authorised property manager, or letting agent operating in Zambia
• Provide accurate and complete registration information
• Maintain the security of your account password

You are responsible for all activity that occurs under your account. Notify us immediately via our contact page if you suspect unauthorised access.

One account may be registered per landlord entity. We reserve the right to refuse registration at our discretion.

4. Your responsibilities

Accuracy of data

You are responsible for the accuracy of all information you enter into the system, including property details, tenant records, lease terms, and financial figures. RentBook ZM is a record-keeping tool — it does not independently verify data you enter.

Tenant data and consent

When you enter your tenants' personal data into the platform, you confirm that you have a lawful basis to do so under the Zambia Data Protection Act No. 3 of 2021. You are responsible for informing tenants that their data is stored in this system and for responding to any data rights requests they direct to you.

ZRA and tax compliance

RentBook ZM provides tools to assist with ZRA-compliant invoicing. However, you remain solely responsible for ensuring your tax filings, TPIN registration, and rental income declarations are correct and submitted on time. The platform does not file returns on your behalf.

Zambia Rent Act compliance

You are responsible for ensuring your lease terms, rent increases, and tenancy management practices comply with the Rent Act Cap. 206 and other applicable Zambian legislation. The platform provides helpful tools but does not constitute legal advice.

Lawful use

You must not use RentBook ZM to:

• Store false, misleading, or fraudulent information
• Evade tax obligations or regulatory requirements
• Harass, discriminate against, or unlawfully treat tenants
• Attempt to gain unauthorised access to other accounts or system infrastructure
• Introduce malware or conduct any form of cyberattack
• Resell or sublicense access to the platform without our written consent

5. Plans, trial, fees, and billing

RentBook ZM operates a tiered plan structure: a free 30-day trial, then two paid plans (Property Manager and Business Pro). All paid plans are billed annually. Pricing displayed on the site is indicative — final fees are confirmed on enquiry.

• Landlord (free 30-day trial) — new accounts receive 30 days of full access at no charge. No payment card is required to start.
• Paid plans — at the end of the trial, you may upgrade to Property Manager or Business Pro by contacting us. We will issue an invoice and set your account to active once payment is received.
• Renewal — paid plans run for 12 months from the date of payment. We will contact you before expiry. Renewal is manual.

6. Account lifecycle and inactivity

To keep the service sustainable for active landlords, accounts move through the following states:

• Trial — first 30 days from registration. Full access.
• Active — paid plan in force. Full access at the plan tier.
• Read-only — entered when the trial ends without upgrade, or when a paid plan expires without renewal. You retain login access to view, export, and download your records for 90 days. New invoices, payments, leases, and other write operations are blocked. ZRA Smart Invoice submissions are paused.
• Admin review — if your account has active leases at the end of the read-only period, we hold the account in review and contact you before any further action.
• Purged — at the end of the 90-day read-only period (and provided no active leases exist), personal data outside the scope of statutory retention is permanently deleted. ZRA-related records (invoices, payments, fiscalised tax invoices) are retained with personal identifiers anonymised, in line with the 6-year retention requirement under Zambian tax law.

You may reactivate from read-only at any time during the 90-day grace period by upgrading to a paid plan. Reactivation provides a fresh 12-month plan period from the date of payment.

7. Intellectual property

All software, designs, content, and trademarks associated with RentBook ZM are owned by or licensed to Dongo Intelligence. You may not copy, reproduce, reverse-engineer, or create derivative works from the platform without our written permission.

You retain ownership of all data you enter into the system. By using the service, you grant us a limited licence to store, process, and display that data solely for the purpose of providing the service to you.

8. Data export and account closure

You may export your account data at any time via Account → Export my data. Export remains available throughout the read-only grace period.

If you choose to close your account before the lifecycle process completes, we will treat it as moving directly to read-only. The 90-day grace and final purge process apply equally. See section 6 above and our Privacy Policy for the full retention picture.

9. Service availability

We aim to maintain high availability but do not guarantee uninterrupted access. Planned maintenance will be notified where possible. We are not liable for losses arising from temporary unavailability of the service.

10. Limitation of liability

To the fullest extent permitted by Zambian law:

• RentBook ZM is provided "as is" without warranties of any kind, express or implied
• We are not liable for any indirect, incidental, or consequential loss arising from your use of the platform
• Our total liability to you for any claim arising from use of the service shall not exceed the amount you paid us in the 12 months preceding the claim (or ZMW 500 if no fees were paid)

Nothing in these Terms limits liability for fraud, death or personal injury caused by negligence, or any other liability that cannot be excluded by law.

11. Suspension and termination

In addition to the standard lifecycle in section 6, we may suspend or terminate your account if you:

• Breach these Terms
• Provide false registration information
• Fail to pay applicable fees
• Use the service in a way that poses a security or legal risk

Where possible, we will give prior warning and an opportunity to remedy the issue. You may close your account at any time by contacting us via our contact page.

12. Changes to these terms

We may update these Terms from time to time. Material changes will be communicated by email and/or a notice in the application at least 14 days before they take effect. Continued use of the service after changes take effect constitutes acceptance. If you do not agree to the revised terms, you may close your account.

13. Governing law and disputes

These Terms are governed by the laws of the Republic of Zambia. Any disputes arising from these Terms or your use of the service shall be subject to the exclusive jurisdiction of the courts of Zambia.

We encourage you to contact us first to resolve any concern informally before initiating formal proceedings.

14. Contact