Terms and conditions
These terms and conditions are effective from 12th May 2026 and apply when you use COHO in any way whether as a property manager, tenant, guest, or other user.
By using the COHO website, app, or services, you agree to follow them.
Who we are
COHO is a service operated by Company For Life Ltd, registered in England and Wales (Company No. 12078021). Our office is at COHO @ The Kiln, 2 Copenhagen St, Worcester, WR1 2HB.
Other terms and policies that also apply
These terms and conditions are part of a wider set of policies. When you use COHO, you also agree to our privacy policy, acceptable use policy, and website terms of use.
If you use COHO to manage other people’s data, our data processing agreement also applies and forms part of the contract between you and us.
If you’re on a subscription plan to manage properties, our subscription terms will also apply.
If you purchase a one-off or ad hoc service, those are covered by these terms and not the subscription terms.
Tenants or guests using COHO agree to follow the acceptable use policy and privacy policy even if they are not managing properties or making payments.
Who can use COHO?
To use COHO, you must be at least 18 years old and legally able to enter into an agreement. You’re responsible for any activity that happens under your account, and you must keep your login details secure. If you think someone else might be using your account without permission, please let us know.
We may suspend or cancel accounts if we detect misuse, if the law requires it, or if you breach these terms.
How You Can Use COHO
You must use COHO in a lawful and responsible way, and follow the rules set out in our acceptable use policy.
This means you shouldn’t use COHO to break the law, harm others, interfere with our systems, or upload anything dangerous or offensive. You also must not try to bypass security or reverse-engineer any part of our software.
If you post content or upload files to COHO, you remain the owner of your content but you give us permission to use it to operate and improve the platform. This includes the right to store, display, copy, or share it.
We explain this in more detail in the acceptable use policy.
Services we provide
COHO provides a marketplace to help tenants find properties and to help property managers manage properties, people, and tenancies. We may also offer additional services that you can purchase separately.
From time to time, we may introduce new services aimed at different types of users or make third-party offers available. If we do, we’ll always make it clear whether you’re dealing with COHO or with another provider. While we choose our partners carefully, we’re not responsible for any issues that arise from using third-party services.
Subscriptions
If you sign up for a subscription plan, the subscription terms explain how billing and renewals work. These include details about unit pricing, fixed terms, and ending a subscription.
Additional services
COHO may offer additional, paid services from time to time. These services are optional and are not covered by any subscription.
When you request an ad hoc service, a contract is formed once we process or confirm your order or begin delivering the service. Unless otherwise stated, payment is due in full at the time of purchase.
Some services may rely on you providing accurate or timely information. If you fail to do so, we may be unable to deliver the service, and refunds may not be available.
Where a service involves third-party checks (such as credit or identity referencing), we are not responsible for delays or decisions made by those third parties.
Unless explicitly stated, ad hoc purchases are non-refundable. You should make sure a service is suitable before placing an order.
Our role when you manage other people’s data
When you use COHO to manage properties, you may enter personal information about other people. In these cases, you are the data controller and COHO acts as your data processor.
What we process and why. We process that data only to deliver the COHO platform and the services you’ve subscribed to or purchased. This includes storing, hosting, transmitting, and providing software functionality for tasks such as managing properties, tenancies, applicants, communications, and payments. The processing lasts for the term of your subscription (or, for ad hoc services, for the time needed to deliver them) plus any post-termination retention period set out below or required by law.
Whose data and what kind. This covers any personal data you choose to enter or upload, and applies to anyone whose data you manage in the platform — including current and former tenants, applicants, prospective tenants, guarantors, household members, emergency contacts, landlords, agents, contractors, viewing attendees, and members of your own team. It can include names, contact details, identification documents, right-to-rent records, referencing outcomes, communication logs, tenancy details, and payment information. You acknowledge that the data you upload may include special category data and data described in Schedule 1 of the Data Protection Act 2018 (for example, health information shared for accessibility, or right-to-rent verification documents). You are responsible for identifying the appropriate Article 9 basis (or, where relevant, the Schedule 1 condition) and for making sure your processing of that data is lawful.
Your instructions to us. We will only process the personal data you enter on your documented instructions, unless we are required to do otherwise by law. Your instructions are made up of (a) your use of the platform under these terms and conditions and any subscription terms, (b) the configuration choices you make in your account, and (c) any further instructions you give us in writing (including by email to our support team). If we believe an instruction breaks UK data protection law, we will tell you.
Confidentiality. We keep the data confidential and make sure that staff and contractors who handle it are bound by appropriate confidentiality obligations.
Security. We apply appropriate technical and organisational measures to protect the data. A summary of our current measures is published in our security summary.
Sub-processors. You give us general written authorisation to use sub-processors to help deliver the platform. A current sub-processor list is constantly maintained. We publish changes to that list in advance of them taking effect, typically with at least 14 days’ notice. You are expected to check that page periodically; we won’t notify you of changes. If you reasonably object to a change on data protection grounds, your sole remedy is to terminate the affected services. We impose data protection obligations on every sub-processor that are no less protective than those set out in these terms, and we remain responsible to you for what they do.
International transfers. Some sub-processors are based outside the UK. Where that is the case, we rely on a UK-recognised transfer mechanism such as UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework, the International Data Transfer Agreement, or the EU Standard Contractual Clauses with the UK Addendum. Details are recorded against each sub-processor.
Helping you meet your obligations. Taking into account the nature of the processing and the information available to us, we will help you (so far as we reasonably can) to:
- respond to requests from data subjects to exercise their rights;
- meet your security obligations under Article 32;
- handle personal data breaches and, where required, notify the ICO or affected individuals;
- carry out data protection impact assessments and prior consultations.
Personal data breaches. If we become aware of a personal data breach involving your data, we will notify you without undue delay and give you the information you reasonably need to meet your own notification obligations.
Demonstrating compliance and audits. We will make available to you the information you need to demonstrate that we are meeting our obligations under Article 28 of the UK GDPR. You may audit our compliance — including by mandating an audit — on reasonable prior notice, no more than once in any twelve-month period (except where a personal data breach or a regulator requires otherwise). Audits must not unreasonably interfere with our operations or compromise the security or confidentiality of other customers. In most cases we can satisfy a request by providing our security summary, sub-processor list, completed questionnaires, or recent third-party reports; if those do not address your reasonable concerns, we will discuss the most appropriate way to conduct further audit activity.
End of services. When your access to a service ends, you may either retain the data within your account during any agreed wind-down period or, on your written request, we will delete or return the data — at your choice — subject to any legal obligation to retain it. If we are required by law to keep some data after that point, we will keep it only for as long as the law requires and continue to protect it.
Your responsibilities as controller. You confirm that you only share personal data with us where you have a lawful basis to do so. You are responsible for making sure your instructions are clear and lawful, that the data you upload is accurate, and for meeting all of your own obligations under UK data protection law (including any obligations to inform the people whose data you upload).
FastTrack. Where you use our FastTrack onboarding service, we act as your processor from the moment we receive your data. Our authorised staff (including India-based onboarding consultants) and our sub-processors handle that data only to import it into COHO, using secure systems. Temporary copies are deleted once the import is complete. Transfers to India-based consultants are protected by an executed International Data Transfer Agreement.
Limitations and legal responsibilities
COHO provides its services “as is,” and we don’t guarantee uninterrupted access or that every feature will always be available.
We’re not responsible for any loss of profit, data, or business as a result of using COHO. You agree not to make claims against us for indirect or consequential losses.
If you breach these terms or misuse COHO in a way that causes us loss or legal issues, you agree to compensate us for those losses and expenses.
Platform access and changes
We aim to keep COHO running smoothly and securely. We may occasionally need to update or change parts of the platform or pause it for maintenance.
We also reserve the right to remove or restrict access if we believe there’s a risk to others, if the law requires it, or if you’re misusing the service.
Governing Law
These terms are governed by the laws of England and Wales. Any disputes related to them will be handled by the courts in that jurisdiction.
Contact Us
If you have any questions about these terms or anything else related to COHO, you can reach us at support@coho.life.
Changes to these terms
We may update these terms from time to time. The effective date at the top shows when they were last changed. Please check this page periodically as we don’t notify you of changes. By continuing to use COHO after we’ve made changes, you’re accepting the updated version.
