Terms Of Use

 

1. EstateNova Terms of Use

Last updated: 01.01.2026

Please read these Terms of Use carefully.
By accessing or using EstateNova’s services, you confirm that you have read, understood, and agree to these Terms.

These Terms describe how the personal account works, how the company provides property management services, and how responsibilities are divided between EstateNova, property owners, tenants, and third parties.

1.1 Who We Are

EstateNova is a property management company registered in Estonia.
We provide administrative, operational, and financial management services for residential rental properties on behalf of property owners.

Full company details:
EstateNova OÜ                                                                                                              Registration number: 17346257
Legal address: Harju maakond, Tallinn, Kesklinna linnaosa, Jalgpalli tn 1, 11312

1.2 Scope of Services

EstateNova provides management services such as:

• tenant communication on behalf of the owner;
• organising cleaning, maintenance, inspections, and handovers;
• coordinating repairs and third-party services;
• financial reporting, rental income tracking, and owner payouts;
• creating and managing rental listings (when applicable);
• document preparation and administrative support.

Important:
All services are performed strictly on behalf of the property owner, based on a management agreement and/or a power of attorney.

EstateNova is not a party to the rental agreement between the owner and the tenant unless explicitly stated otherwise.

1.3 Personal Account

Registered users receive access to a personal online account where they can view:

• expenses and income reports;
• documents and acts;
• service history and tasks.

The personal account is an informational tool and does not replace the signed management agreement.

Owners are responsible for keeping login credentials safe.

1.4 Property Owner Responsibilities

The property owner agrees to:

• provide accurate property details;
• ensure the property complies with local regulations;
• maintain insurance where applicable;
• approve or decline optional services in a timely manner;
• cover costs related to cleaning, repairs, utilities, and other expenses.

The owner remains the legal landlord and is responsible for:

• taxes;
• property compliance;
• rent price decisions;
• the legal relationship with the tenant.

1.5 Tenant Responsibilities

Tenants are responsible for:

• maintaining the property in good condition;
• paying rent and utilities on time;
• following house rules and the rental agreement;
• compensating damages caused intentionally or unintentionally.

EstateNova is not liable for:

• tenant behavior,
• non-payment,
• property damage caused by tenants, guests, pets, or third parties.

1.6 Liability of EstateNova

EstateNova acts as a management agent representing the owner.

Therefore:

1.6.1 No liability for tenant actions

EstateNova is not responsible for any damage, loss, misconduct, or violations committed by tenants or their guests.
All damages are regulated between the owner and the tenant under the rental agreement.

EstateNova assists with documentation, communication, and coordination, but does not bear financial responsibility for damage caused by a tenant.

1.6.2 No liability for third-party services

When EstateNova arranges services such as cleaning, repairs, inspections, or insurance via partners, the responsibility for the quality and outcome of these services lies with the respective providers.
EstateNova is not liable for delays, mistakes, or defects caused by third parties.

1.6.3 Service continuity

We aim to ensure smooth and uninterrupted service.
If any issues arise, we work to resolve them as quickly as possible.

1.6.4 No guarantees of income

Rental income depends on market conditions, seasonality, tenant availability, and external economic factors.
EstateNova does not guarantee a specific level of profit or occupancy.

1.7. Fees and Payments

Pricing is based on transparent tariffs outlined in the management agreement.

• Long-term rental management typically uses a fixed €/m² rate.
• Other services, including short-term rental management, may use a commission model, agreed individually based on workload and third-party platform fees (Airbnb, Booking, etc.).

All optional services are confirmed with the owner before execution.
No hidden fees.

1.8 Payments via Personal Account

Payments and Invoicing via the Personal Account

EstateNova may issue monthly invoices to the property owner for management fees and additional services.
Invoices are delivered electronically through the personal account and/or by e-mail.

Property owners may pay invoices directly via the personal account using integrated payment methods provided by certified third-party payment processors (such as Stripe, PayPal, Maksekeskus, or bank links).

EstateNova does not store or process credit card or banking details.
All payment data is handled securely by the respective payment service provider in compliance with PSD2 and GDPR.

Invoices must be paid within the due date indicated on the invoice.
If payments are delayed, execution of optional services may be postponed until settlement.

EstateNova is not responsible for technical issues, delays, or errors caused by third-party payment processors.

1.9 Data Protection (GDPR)

EstateNova processes personal data strictly in accordance with EU GDPR and Estonian law.

We collect only the data necessary to provide property management services.
Data is not shared with third parties except:

• when required to perform services (cleaners, repair workers, insurers);
• when required by law;
• when explicitly authorised by the owner.

1.10 Changes to Terms

EstateNova may update these Terms.
Users will be notified of significant updates.
Continued use of the service constitutes acceptance of the new version.

1.11 Termination of Services

Both the owner and EstateNova may terminate the management agreement following the notice period defined in the contract.

Upon termination, EstateNova:

• finalises ongoing tasks;
• provides final reports;
• returns access and documentation.

EstateNova is not responsible for tenant relations after termination unless separately agreed.

1.11 Contact

For questions regarding these Terms or legal matters, please contact:

support@estatenova.eu

2. EstateNova Privacy Policy

Last updated: 01.01.2026

This Privacy Policy explains how EstateNova (“we”, “us”, “our”) collects, processes, stores, and protects personal data of users, property owners, tenants, and website visitors.

We follow the requirements of the EU General Data Protection Regulation (GDPR) and Estonian data protection legislation.

By using our website or services, you confirm that you have read and understood this Privacy Policy.

2.1 Data Controller

EstateNova OÜ
Registration number: 17346257
Legal address: Harju maakond, Tallinn, Kesklinna linnaosa, Jalgpalli tn 1, 11312

EstateNova is the controller responsible for processing personal data.

2.2 What Data We Collect

We only collect data necessary for property management and communication.

2.2.1 Data you provide voluntarily

• Name and surname
• E-mail address
• Phone number
• Country of residence
• Property details (address, size, type)
• Tenant information shared by the owner
• Messages and inquiries via contact forms
• Information provided when signing agreements

2.2.2 Data collected automatically

• IP address
• Browser type
• Device type
• Pages visited
• Cookie information

2.2.3 Data from partners (only if required)

• Payment status (banks and payment processors)
• Cleaning/maintenance reports
• Booking platform synchronization (for short-term rentals)

We do not collect sensitive data unless required by law.

2.3 Purposes of Processing

We process personal data to:

• provide property management services
• prepare and manage rental agreements
• communicate with owners and tenants
• perform inspections, repairs, and operational tasks
• create invoices and financial reports
• provide access to the personal account
• comply with legal obligations (tax, accounting, contracts)
• ensure service security and prevent fraud

We process only what is necessary for these purposes.

2.4 Legal Bases (GDPR Article 6)

We process data based on:

Contract performance

To provide property management services to owners.

Legal obligation

Accounting, taxation, reporting, and document retention.

Legitimate interest

Improving our services, preventing fraud, and ensuring system security.

Consent

For contact forms, marketing (if enabled), or cookies requiring consent.

Consent can be withdrawn at any time.

2.5. Data Shared With Third Parties

We only share data when necessary to perform our services.

2.5.1 Service providers

• Cleaning companies
• Repair and maintenance contractors
• Photographers and inspectors
• IT service providers and hosting companies
• Payment processors
• Insurance partners

These parties receive only the data required for their tasks.

2.5.2 Public authorities

Only when required by law (e.g., tax office, police, courts).

2.5.3 Booking platforms (if relevant)

For short-term rental:

• Airbnb
• Booking.com
• Other OTA platforms

We never sell personal data to third parties.

2.6 International Transfers

All data is stored within the European Union.
If any service provider processes data outside the EU, it is protected by Standard Contractual Clauses (SCC) or equivalent safeguards.

2.7. Data Retention

We store personal data only as long as necessary:

• Contractual data: 7 years (accounting requirement)
• Communication: up to 3 years
• Personal account data: while the service is active
• Cookie data: according to cookie duration
• Tenant-related data: only for the duration of tenancy + legal retention period

When data is no longer needed, it is securely deleted.

2.8. Data Security

We use appropriate technical and organisational measures to protect data, including:

• encrypted data storage
• access control and authentication
• secure communication channels (HTTPS)
• restricted employee access
• regular security monitoring

No system is 100% immune, but we take all reasonable measures to protect data.

2.9. Your Rights (GDPR)

You have the right to:

• access your data
• correct inaccurate data
• request deletion (“right to be forgotten”)
• restrict processing
• object to processing
• request data portability
• withdraw consent at any time
• file a complaint with the Estonian Data Protection Inspectorate

Contact: support@estatenova.eu

We respond to all requests within 30 days.

2.10 Cookies

Our website uses cookies to:

• ensure website functionality
• analyse traffic
• improve performance
• remember preferences

Non-essential cookies require explicit consent.
Users can manage cookies via browser settings.

2.11 Personal Account

When you create an account, we process data required to provide:

• property status updates
• reports
• documents and history
• service requests and approvals

You are responsible for keeping login credentials secure.

2.12 Marketing Communication

If you subscribe to updates or newsletters, we process your e-mail based on consent.
You can unsubscribe at any time.

2.13 Changes to This Privacy Policy

We may update this Policy when necessary.
Significant changes will be communicated.
Continued use of the service constitutes acceptance of the new version.

2.14 Contact

For any questions or GDPR requests:

EstateNova OÜ
support@estatenova.eu

Refund Policy

All EstateNova services are provided under an individual service agreement.

Cancellation terms, refunds, and payment adjustments are regulated by the provisions of the agreement signed with each client.

If you have any questions regarding refunds, payments, or service conditions, please contact us at:

support@estatenova.eu

We will review your case individually.