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 at info@dongointelligence.com 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, fees, and billing
RentBook ZM currently offers a free plan during its initial launch period. Paid plans may be introduced in future. Where fees apply, we will provide clear advance notice of pricing and billing terms before any charge is made.
If a free plan is converted to a paid plan, existing free users will be given reasonable notice and the opportunity to upgrade, downgrade, or close their account before being charged.
6. 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.
7. Data export and account closure
You may export your account data at any time via Account → Export my data. On account closure, we will retain financial records for the period required by law (see our Privacy Policy) and then permanently delete your personal data.
8. 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.
9. 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.
10. Suspension and termination
We may suspend or terminate your account if you:
- Breach these Terms
- Provide false registration information
- Fail to pay applicable fees (when fees apply)
- 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 at info@dongointelligence.com.
11. 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.
12. 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.