Terms of Service

These Terms of Service (the “Terms”) govern access to and use of the Nineflat platform at nineflat.com and app.nineflat.com (the “Service”), operated by Sudoplz S.R.L., a limited liability company incorporated in Romania, registered office at 37C Hagi Dina str., 052161, Bucharest, Romania, Trade Registry no. J2024037446006, VAT no. RO50815930, share capital 200 RON fully paid up (“Nineflat”, “we”, “us”). By creating an account, accepting an invitation, or using the Service in any way, you agree to these Terms and to our Privacy Policy, which is incorporated into these Terms by reference. If you do not agree, do not use the Service.

1. Definitions

“Workspace” — the organization account within the Service that holds properties, tenancies, contacts, and financial records.
“Operator” — a landlord, property management company, or other user who runs a workspace to manage properties.
“Tenant” — an individual connected to a tenancy through the Service, typically via an Operator’s invitation.
“Candidate” — a person participating in a tenant screening through the Service.
“User Content” — any data, document, or material you or your invitees submit to the Service.

2. Eligibility & Accounts

You must be at least 18 years old and legally able to enter into a binding contract to use the Service. If you use the Service on behalf of a company, you represent that you have authority to bind it to these Terms.

You are responsible for keeping your credentials confidential and for all activity under your account, including actions by staff and delegates you invite into your workspace. You must provide accurate information and keep it up to date. Notify us immediately at support@nineflat.com if you suspect unauthorized access.

3. Nature of the Service — Our Role

Nineflat is property management software. We provide tools — rent collection, agreements, recurring billing, notifications, reporting, tenant screening, e-signatures. For the avoidance of doubt:

We are not a party to any lease, management contract, or other agreement between Operators, Tenants, owners, or third parties. Those relationships are governed solely by the contracts between them and by applicable law.
We are not a bank, payment institution, or payment service provider. Online payments are executed by Stripe, a licensed payment service provider. We do not hold user funds.
We do not provide legal, tax, or financial advice. Document templates, tax exports, deadline reminders, and screening scores are convenience tools — not advice. Consult a lawyer or accountant for your specific situation.
We do not guarantee rent payment, tenant solvency, or the accuracy of information entered by other users.

4. Subscription Plans, Fees & Billing

The Service is offered in free and paid plans. The plans, limits (e.g. active properties, annual screening credits), transaction fees applied to online rent payments, and any additional charges (e.g. per-property overage, per-screening fees once included credits are used) in force at any time are published on the Pricing page, which is the authoritative reference. The prices published at the time of each charge apply.

Subscriptions are billed monthly, in advance, via Stripe, and renew automatically until cancelled.
Displayed prices may exclude VAT or other taxes, which are your responsibility where applicable.
Price or fee changes are announced at least 30 days before taking effect. Continued use after the effective date constitutes acceptance.
Exceeding plan limits may be technically prevented or, where the plan provides (e.g. Pro), billed as overage.
Overdue subscription balances may result in feature downgrades or suspension, after notice.

5. Cancellation, Refunds & Right of Withdrawal

You may cancel your subscription at any time from Settings → Billing. Cancellation takes effect at the end of the current billing period; no pro-rata refunds are given for partially used periods unless required by law.

If you are a consumer in the EU, you generally have a 14-day right of withdrawal from a distance contract. By requesting immediate provision of the digital service, you acknowledge that the withdrawal right is lost once the service has been fully performed, and that if you withdraw before full performance you owe a proportionate amount for the service already provided. Your statutory consumer rights are not affected.

6. Rent Collection, Payouts & Reported Payments

Online payments (Stripe): card processing and payouts to your connected bank account are performed by Stripe under its own terms (including the Stripe Connected Account Agreement) and settlement timelines. We are not liable for delays caused by Stripe, your bank, or payment networks.
Manual methods (SEPA/IBAN, IRIS): the Service only displays the payment details configured by the Operator and records payments; the money movement happens off-platform, between the parties. You are solely responsible for the accuracy of IBAN details you enter.
Tenant-reported payments:when a tenant reports a manual payment, it remains “pending” until the Operator confirms or rejects it (unless the workspace has enabled auto-confirmation). A record in the Service is not proof of payment.
Chargebacks, refunds, and disputes between a tenant and an Operator are resolved between them and the payment provider; any related fees are borne by the Operator.
Ownership splits: if you configure rent splitting across multiple recipients, you are responsible for the correctness of the shares and connected accounts.

7. Tenant Screening

The Service includes an optional tenant screening feature. Screening is based solely on information and documents the Candidate submits voluntarily (e.g. proof of income, lease, bank statements). The following applies:

Document data extraction is assisted by artificial intelligence. No score is produced by solely automated means — the final letting decision is always made by the Operator, who must exercise their own judgment.
A screening result is informational — not a credit report, a guarantee of solvency, or a recommendation. We are not liable for decisions you make based on it, nor for inaccuracies in documents submitted by the Candidate.
If you are an Operator, you must use screening lawfully and without discrimination, in compliance with equal treatment and data protection law, and only to assess a specific tenancy application.
Screening evidence documents are deleted automatically per the retention policy described in the Privacy Policy. You may not copy or retain them outside the Service beyond what is necessary.
Screenings are charged against your plan’s annual credits or per screening, as set out on the Pricing page. Consumed credits are non-refundable.

8. Electronic Signatures & Documents

By using the e-signature feature, you consent to contracting by electronic means and acknowledge that your electronic signature is binding like a handwritten one, to the extent permitted by law (the eIDAS Regulation). You are responsible for the content, legality, and validity of the documents you draft or sign — any templates we provide are not legal advice and may not be suitable for your situation.

9. Tax & Compliance Features

The Service can transmit data to the Greek tax authority (AADE myDATA) and produce tax exports (e.g. E2 data) on your instruction and based on the data you entered. You are solely responsible for the accuracy, completeness, and timely filing of your tax obligations. We are not liable for penalties or losses arising from wrong or incomplete data, nor for unavailability of third-party systems (e.g. AADE).

10. User Content & Data

User Content remains yours. You grant us a non-exclusive licence to host, process, and display it solely to operate, maintain, secure, and improve the Service, in accordance with the Privacy Policy. You represent that you are entitled to submit the User Content (including third parties’ personal data, such as tenants’) and that submitting it does not violate any third-party rights or the law.

If you process third parties’ personal data through the Service as a data controller, the Data Processing Addendum (DPA) additionally applies. You can export your data at any time (Settings → Data export).

11. Acceptable Use

You agree not to use the Service to:

facilitate fraud, money laundering, or any other unlawful act;
violate laws, regulations, or third-party rights (including intellectual property and data protection rights);
enter false tenancy, payment, or identity information, or impersonate another person;
discriminate against tenancy candidates in violation of the law;
send unsolicited or misleading messages through the notification tools;
attempt unauthorized access, bypass security controls or usage limits, or probe for vulnerabilities without permission;
transmit malware or harmful code;
scrape data in bulk, replicate or resell the Service, or reverse-engineer it beyond what mandatory law permits.

We reserve the right to suspend or terminate accounts that violate these Terms, with or without prior notice depending on severity.

12. Communications & Notifications

By accepting a rental invitation, you confirm you are the tenant for that property, you accept these Terms and the Privacy Policy, and you consent to receiving operational notifications about your tenancy (payment reminders, receipts, tenancy updates) via email, SMS, or Viber.

Opting out: you may unsubscribe from optional email notifications via the unsubscribe link in any email, and from SMS/Viber by replying STOP to any message. Certain essential notifications (e.g. account security alerts, payment confirmations) are required for the operation of the Service and cannot be disabled.

13. Third-Party Services

The Service integrates third-party services (including Stripe for payments, Clerk for authentication, Infobip for SMS/Viber, email and cloud infrastructure providers). Their use is subject to their own terms and policies, and we are not responsible for their acts or omissions. A full subprocessor list is included in the Privacy Policy.

14. Intellectual Property

The Service, its software, marks, and content (other than User Content) are owned by Sudoplz S.R.L. or its licensors and are protected by intellectual property laws. You are granted a limited, revocable, non-exclusive, non-transferable licence to use the Service for the purposes of these Terms. If you send us feedback or suggestions, we may use them without obligation or compensation.

15. Availability & Changes to the Service

We make reasonable efforts to keep the Service available, but it may be interrupted for maintenance, upgrades, or reasons beyond our control. We may add, change, or remove features; beta features are provided “as is” and may change or be withdrawn without notice. Material removal of a paid-plan feature will be announced in advance.

16. Suspension & Termination

You may delete your account at any time from Settings → Profile (see the data deletion instructions). We may suspend or terminate your access for breach of these Terms, for unpaid balances, where required by law, or where continued provision creates risk for the Service or third parties.

After termination you can export your data for 30 days; it is then deleted in accordance with the Privacy Policy, except what we are legally required to retain (e.g. tax and accounting records). Provisions that by their nature survive (ownership, liability, governing law) continue to apply.

17. Disclaimer of Warranties

To the maximum extent permitted by law, the Service is provided “as is” and “as available”, without warranties of any kind, express or implied, including without limitation warranties of merchantability, fitness for a particular purpose, or uninterrupted, error-free operation. This clause does not limit consumer rights that cannot be contractually restricted.

18. Limitation of Liability

To the maximum extent permitted by law, Nineflat is not liable for indirect, incidental, special, or consequential damages (including lost profits, lost data, or lost rent), nor for damages arising from acts or omissions of other users, tenants, or payment providers. Our total aggregate liability arising out of or relating to the Service is limited to the amounts you paid us in subscriptions and fees during the 12 months preceding the event giving rise to the claim (or €100 if you have paid nothing).

Nothing in these Terms excludes or limits our liability for wilful misconduct or gross negligence, for death or personal injury, or for any liability that cannot be excluded under applicable law.

19. Indemnification

If you use the Service in the course of a business, you agree to indemnify us against third-party claims arising from your breach of these Terms, your User Content, or your unlawful use of the Service (including unlawful processing of tenant data or discriminatory treatment of candidates). This clause does not apply to consumers to the extent the law does not permit it.

20. Governing Law & Disputes

These Terms are governed by Romanian law, without prejudice to mandatory consumer protections of the law of your country of habitual residence (e.g. Greek law for consumers in Greece). The courts at the registered seat of Sudoplz S.R.L. in Romania have jurisdiction; if you are a consumer in the EU, you retain the right to bring proceedings in the courts of your place of residence. If you are a consumer, you may also use alternative dispute resolution bodies for consumer disputes in your country (e.g. the Consumer Ombudsman in Greece). Before any legal action, we encourage you to contact legal@nineflat.com to seek an amicable resolution.

21. Changes to These Terms

We may amend these Terms. For material changes we will notify you at least 30 days in advance by email or a prominent notice on the platform. If you disagree, you may stop using the Service and delete your account before the effective date; continued use after the effective date constitutes acceptance.

22. General Provisions

Severability: if any provision is found invalid, the remainder stays in force.
Assignment: you may not assign your rights without our consent; we may assign in the context of a corporate reorganization, with notice.
No waiver: failure to enforce a right is not a waiver of it.
Force majeure: we are not liable for non-performance due to events beyond our reasonable control.
Entire agreement: these Terms, together with the Privacy Policy, the DPA (where applicable), and the Pricing page, form the entire agreement for use of the Service.
Language: these Terms are available in Greek and English. In case of divergence, the English text prevails, unless mandatory consumer protections provide otherwise.

23. Contact

Questions about these Terms: legal@nineflat.com or support@nineflat.com.