Ending your Rebase membership made easy

About Rebase

Rebase operates as a comprehensive software platform designed to facilitate property transactions and conveyancing processes within the United Kingdom. The service provides digital infrastructure for estate agents, solicitors, and conveyancers to manage property sales and purchases through a streamlined online system. In accordance with contemporary digital transformation initiatives within the UK property sector, Rebase offers tools for case management, client communication, and transaction tracking.

The platform functions as a Software-as-a-Service (SaaS) solution, whereby subscribers access cloud-based functionality through recurring payment arrangements. This business model establishes an ongoing contractual relationship between Rebase and its users, which is governed by standard terms and conditions of service. Understanding the nature of this contractual arrangement is fundamental when considering cancellation procedures, as it determines the legal framework within which termination rights must be exercised.

Furthermore, Rebase integrates with various third-party systems commonly utilised within the UK property industry, including Land Registry interfaces and client relationship management platforms. This integration capability represents a significant value proposition for professional users, though it simultaneously creates dependencies that subscribers must consider when evaluating their continued engagement with the service. The contractual obligations associated with such software subscriptions are subject to both general contract law principles and specific statutory protections afforded to UK consumers and businesses.

Membership options and costs

Rebase typically structures its pricing arrangements according to tiered subscription models, reflecting varying levels of functionality and user requirements. The commercial terms associated with such software services are ordinarily established through written agreements that specify the scope of licensed use, payment obligations, and renewal provisions. In accordance with standard SaaS industry practices, pricing structures may incorporate per-user fees, transaction-based charges, or fixed monthly subscriptions depending upon the specific package selected.

Standard subscription tiers

Software platforms serving the conveyancing sector generally offer differentiated service levels to accommodate firms of varying sizes and operational requirements. Basic tier subscriptions typically provide core functionality suitable for smaller practices or individual practitioners, whilst premium tiers incorporate advanced features such as enhanced reporting capabilities, priority technical support, and increased storage capacity. The contractual documentation governing each tier establishes distinct terms regarding minimum commitment periods, which may range from monthly rolling contracts to annual agreements with automatic renewal provisions.

Professional users must carefully review the specific terms applicable to their chosen subscription level, as these provisions directly impact cancellation rights and notice requirements. Furthermore, enterprise-level arrangements may involve bespoke contractual terms negotiated directly with Rebase, potentially incorporating custom pricing structures and modified termination clauses. Such arrangements warrant particular attention to the express terms documented in the service agreement, as standard cancellation procedures may not apply uniformly across all subscription categories.

Payment structures and billing cycles

The financial obligations associated with Rebase subscriptions are typically structured around monthly or annual billing cycles, with payment collected via direct debit or credit card arrangements. In accordance with the Payment Services Regulations 2017, subscribers maintain certain rights regarding recurring payments, including the ability to cancel direct debit mandates through their banking institution. Nevertheless, cancelling payment arrangements does not automatically terminate the underlying service contract, and subscribers remain liable for contractual payment obligations until proper notice of termination has been provided and processed.

Consequently, subscribers contemplating cancellation must distinguish between discontinuing payment authorisations and formally terminating their contractual obligations. Failure to provide proper notice of termination whilst simultaneously stopping payments may result in breach of contract claims and potential recovery actions for outstanding fees.

Understanding your cancellation rights

The legal framework governing cancellation of software subscription services in the United Kingdom derives from multiple sources, including common law contract principles, the Consumer Rights Act 2015, and the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. The applicability of consumer protection legislation depends upon whether the subscriber qualifies as a "consumer" within the statutory definition, which typically excludes businesses purchasing services for trade purposes. Nevertheless, business subscribers retain contractual rights to terminate agreements in accordance with the express terms documented in their service contracts.

Statutory cooling-off periods

For subscribers who qualify as consumers under relevant legislation, the Consumer Contracts Regulations provide a fourteen-day cooling-off period commencing from the date of contract conclusion. This statutory right permits cancellation without penalty and without the need to provide justification. However, this protection contains important limitations when applied to digital content and services. Specifically, if the consumer has consented to immediate performance of the service and acknowledged that early commencement results in loss of the cancellation right, the cooling-off period may be forfeit.

Furthermore, the Consumer Rights Act 2015 establishes quality standards applicable to digital content, stipulating that services must be provided with reasonable care and skill, be fit for particular purpose, and match descriptions provided. Where Rebase fails to meet these statutory requirements, subscribers may possess additional rights to seek remedies including price reduction or contract termination beyond standard cancellation provisions. These statutory protections operate independently of contractual terms and cannot be excluded or limited by service agreements.

Contractual termination provisions

The express terms contained within Rebase's service agreement establish the primary framework governing cancellation procedures and notice requirements. Standard software subscription contracts typically incorporate minimum notice periods ranging from thirty to ninety days, depending upon the subscription tier and commitment period. These contractual provisions are generally enforceable provided they have been clearly communicated and incorporated into the agreement through proper formation procedures.

Business subscribers must pay particular attention to automatic renewal clauses, which are commonly included in software service agreements. Such provisions stipulate that unless notice of termination is provided within a specified window before the renewal date, the subscription automatically continues for a further term. In accordance with established contract law principles, these clauses are binding where they form part of the agreed terms, making timely submission of cancellation notices critical to avoiding unintended renewal obligations.

Notice requirements and evidential considerations

Proper notice of termination must be provided in accordance with the method specified in the service agreement. Many software contracts stipulate that notice must be provided in writing, which encompasses both physical correspondence and electronic communications. Nevertheless, postal notification via recorded delivery offers distinct evidential advantages, providing verifiable proof of both dispatch and receipt. This documentation becomes particularly valuable in circumstances where disputes arise regarding whether timely notice was provided.

The legal principle of "postal rule" established in Adams v Lindsell provides that acceptance of contractual offers is effective upon posting rather than receipt. However, this principle does not universally apply to contract termination notices, and many service agreements expressly require that notice be received rather than merely dispatched. Consequently, utilising recorded delivery services ensures documentary evidence of receipt, thereby eliminating ambiguity regarding compliance with notice requirements.

Step-by-step postal cancellation guide

Postal cancellation represents the most reliable method for terminating software subscription agreements, providing comprehensive documentary evidence and eliminating dependence upon online systems that may be subject to technical difficulties or processing delays. The following procedural guidance outlines best practices for executing postal cancellation in accordance with legal requirements and evidential standards.

Reviewing your contract documentation

The initial step in any cancellation procedure involves thorough review of the service agreement to identify specific termination provisions, notice periods, and prescribed communication methods. This documentation should clearly specify the required notice period, the address to which termination notices must be sent, and any particular formalities that must be observed. Furthermore, subscribers should identify their contract commencement date and any renewal dates to ensure notice is provided within required timeframes.

In circumstances where the original contract documentation cannot be located, subscribers should request a copy from Rebase prior to initiating cancellation procedures. The Consumer Rights Act 2015 requires traders to provide clear information about contractual terms, and subscribers are entitled to receive confirmation of the terms governing their agreement. Proceeding with cancellation without clear understanding of applicable notice requirements may result in ineffective termination and continued liability for subscription fees.

Preparing your cancellation correspondence

A properly constructed cancellation letter should contain several essential elements to ensure legal effectiveness and evidential clarity. The correspondence must clearly identify the subscriber through inclusion of account details, subscription reference numbers, and contact information. Furthermore, the letter should expressly state the intention to terminate the service agreement and specify the desired termination date, which must comply with contractual notice requirements.

The correspondence should reference the specific contractual provisions under which termination is being exercised, demonstrating compliance with agreed procedures. Additionally, subscribers should request written confirmation of the cancellation and the final billing date, establishing clear expectations regarding the termination process. Including a statement that the letter constitutes formal notice under the contract terms reinforces the legal character of the communication and guards against subsequent claims that informal correspondence was insufficient.

Selecting appropriate postal services

Royal Mail Recorded Delivery services provide the optimal balance between cost-effectiveness and evidential value for cancellation correspondence. This service generates tracking information confirming dispatch and delivery, whilst also requiring signature upon receipt. The documentation produced through this process establishes verifiable proof that notice was both sent and received, satisfying even stringent contractual requirements regarding notice provision.

Alternatively, Royal Mail Special Delivery Guaranteed offers enhanced tracking and compensation provisions, though at increased cost. For high-value subscriptions or circumstances where disputes regarding notice are anticipated, this premium service may warrant consideration. The key advantage of postal cancellation methods lies in the independent verification provided by Royal Mail's systems, which operates separately from Rebase's internal processes and cannot be disputed or contradicted by the service provider.

Addressing your cancellation letter

Accurate addressing of cancellation correspondence is fundamental to ensuring effective delivery and legal compliance. The service agreement should specify the registered office or designated correspondence address for formal notices. In the absence of specific contractual provisions, correspondence should be directed to the company's registered office as recorded with Companies House, which serves as the official address for legal communications.

Based upon available company registration information, cancellation correspondence to Rebase should be addressed as follows:

• Rebase
• Companies House records should be consulted for current registered office address

Subscribers should verify the current registered address through Companies House records immediately prior to dispatching cancellation notices, as company addresses may change and outdated information could result in misdirected correspondence. Furthermore, where the service agreement specifies a particular department or individual to receive termination notices, this information should be included in the address details to facilitate proper routing within the organisation.

Maintaining comprehensive records

Documentation retention constitutes a critical component of effective cancellation procedures. Subscribers should retain copies of all cancellation correspondence, postal receipts, tracking information, and delivery confirmations. These records serve multiple purposes, including verification of compliance with notice requirements, evidence in potential disputes regarding termination dates, and support for any refund claims for payments made after the effective termination date.

Furthermore, subscribers should document all subsequent communications with Rebase regarding the cancellation, including any confirmation correspondence received and final billing statements. In accordance with standard record-keeping best practices, these documents should be retained for a minimum of six years, reflecting the limitation period for contract claims under the Limitation Act 1980. This documentation becomes particularly valuable if disputes arise regarding whether proper notice was provided or if unexpected charges appear after the anticipated termination date.

Utilising professional correspondence services

Services such as Postclic offer streamlined solutions for managing postal cancellation procedures, providing digital platforms for letter creation, professional formatting, and automated dispatch via tracked postal services. These platforms generate comprehensive audit trails documenting each stage of the correspondence process, from letter creation through delivery confirmation. The digital proof of posting and delivery provided through such services satisfies evidential requirements whilst eliminating the administrative burden of personally managing postal procedures.

Furthermore, professional correspondence services ensure that cancellation letters incorporate appropriate legal terminology and structural elements, reducing the risk of ineffective notice due to ambiguous or incomplete communications. The time-saving benefits of these platforms prove particularly valuable for business subscribers managing multiple service cancellations or individuals unfamiliar with formal correspondence conventions. Nevertheless, subscribers should ensure that any third-party service used maintains appropriate data protection standards and complies with UK GDPR requirements when handling personal and business information.

Common reasons for cancelling

Understanding the typical motivations underlying subscription cancellations provides valuable context for evaluating whether termination represents the optimal course of action. Whilst individual circumstances vary considerably, certain recurring themes emerge within the software subscription sector that warrant consideration before finalising cancellation decisions.

Cost considerations and budgetary constraints

Financial considerations frequently drive cancellation decisions, particularly where subscription costs have increased through price adjustments or where the subscriber's business circumstances have changed. Software subscriptions represent ongoing operational expenses that must be justified through demonstrable value delivery. Where the cost-benefit analysis no longer supports continued subscription, termination becomes a rational business decision regardless of the service quality provided.

Furthermore, businesses experiencing reduced transaction volumes may find that per-transaction pricing models become economically inefficient during periods of decreased activity. In such circumstances, subscribers may elect to cancel premium subscriptions in favour of more basic service tiers or alternative solutions offering more favourable pricing structures. These decisions reflect legitimate business judgements regarding resource allocation and operational efficiency rather than dissatisfaction with service quality.

Functional limitations and feature requirements

Software platforms must evolve to meet changing user requirements and industry developments. Subscribers may determine that Rebase no longer provides functionality necessary for their operational needs, whether due to changes in their business model, regulatory requirements, or competitive pressures demanding enhanced capabilities. Where alternative platforms offer superior features or better integration with other systems used by the subscriber, migration to competing services becomes commercially justified.

Additionally, the conveyancing sector has witnessed significant technological advancement in recent years, with new platforms regularly entering the market offering innovative approaches to case management and client communication. Subscribers evaluating their software requirements may identify alternative solutions that better align with their specific operational workflows or provide enhanced user experiences. Such considerations represent legitimate grounds for contract termination, provided proper notice procedures are followed.

Service quality and technical performance issues

Persistent technical difficulties, system downtime, or inadequate customer support may undermine the value proposition of software subscriptions and justify termination decisions. In accordance with the Consumer Rights Act 2015 and common law obligations regarding service provision, Rebase must deliver services with reasonable care and skill. Where performance consistently falls below reasonable standards, subscribers possess grounds for cancellation beyond standard contractual termination rights.

Furthermore, data security concerns or compliance issues may necessitate urgent cancellation where subscribers determine that continuing use poses unacceptable risks to client information or regulatory compliance. Professional users operating within regulated sectors must prioritise data protection obligations and may be compelled to terminate services that fail to meet required security standards, regardless of contractual notice periods or financial implications.

Business restructuring and operational changes

Organisational changes including mergers, acquisitions, practice closures, or strategic pivots frequently necessitate reassessment of software subscriptions. Where businesses are consolidating operations, acquired entities may need to migrate to the acquiring organisation's existing platforms, rendering separate Rebase subscriptions redundant. Similarly, firms exiting the conveyancing sector or significantly reducing their property transaction work may no longer require specialised software solutions.

Retirement of practitioners or dissolution of partnerships represents another common circumstance prompting subscription cancellations. In such situations, ensuring proper contract termination becomes essential to avoiding ongoing financial obligations after business operations have ceased. These scenarios underscore the importance of understanding cancellation procedures and notice requirements well in advance of anticipated business changes.

Post-cancellation considerations and obligations

The termination of a software subscription agreement triggers various consequential obligations and practical considerations that subscribers must address to ensure complete disengagement from the service. These post-cancellation matters warrant careful attention to avoid unintended complications or continued liabilities.

Data extraction and migration procedures

Prior to the effective termination date, subscribers must arrange for extraction of all data stored within the Rebase platform. Software service agreements typically provide limited periods following termination during which data remains accessible, after which information may be permanently deleted in accordance with data retention policies. Consequently, subscribers should initiate data export procedures well in advance of the termination date to ensure comprehensive retrieval of case files, client information, and transactional records.

Furthermore, subscribers must ensure that extracted data is stored securely in compliance with UK GDPR requirements and professional obligations regarding client confidentiality. The migration of data to alternative platforms or archival systems should be planned carefully to maintain data integrity and accessibility. Professional users subject to regulatory record-keeping requirements must verify that post-cancellation data storage arrangements satisfy applicable retention periods and accessibility standards.

Payment reconciliation and refund claims

Following cancellation, subscribers should carefully review final billing statements to verify that charges align with the agreed termination date and that no unauthorised payments have been collected. Where subscriptions have been paid in advance for periods extending beyond the termination date, subscribers may be entitled to pro-rata refunds. The contractual terms governing refunds should be identified in the service agreement, though consumer protection legislation may provide additional rights beyond express contractual provisions.

In circumstances where Rebase continues to collect payments after the effective termination date, subscribers should immediately contact their payment provider to dispute the charges whilst simultaneously pursuing recovery directly from Rebase. Documentary evidence of the cancellation notice and delivery confirmation becomes essential in such disputes, demonstrating that proper termination procedures were followed and that continued charging is unauthorised.

Confirmation of termination

Subscribers should request and retain written confirmation from Rebase acknowledging receipt of the cancellation notice and confirming the termination date. This confirmation serves multiple purposes, including verification that the cancellation has been processed correctly, establishment of the final billing date, and evidence that the contractual relationship has been formally concluded. In the absence of such confirmation, subscribers should follow up with additional correspondence seeking explicit acknowledgment of the termination.

Furthermore, subscribers should monitor their payment accounts for several billing cycles following the anticipated termination date to ensure that no further charges are applied. Where direct debit mandates were established for subscription payments, these should be cancelled through the subscriber's bank following confirmation of contract termination, providing an additional safeguard against unauthorised charges. Nevertheless, cancelling payment mandates should only occur after contract termination is confirmed to avoid breach of payment obligations during any applicable notice period.

Why postal cancellation remains the gold standard

Despite the proliferation of digital communication channels, postal cancellation via recorded delivery maintains distinct advantages for contract termination purposes. The independent verification provided by Royal Mail's tracking systems creates irrefutable evidence of dispatch and delivery, eliminating disputes regarding whether notice was properly provided. This evidential certainty proves invaluable in circumstances where service providers claim that cancellation requests were not received or were submitted outside required timeframes.

Moreover, postal correspondence operates independently of the service provider's systems, ensuring that technical difficulties, system maintenance, or processing delays cannot prevent effective notice provision. Online cancellation mechanisms may be subject to user interface issues, submission errors, or deliberate design choices that complicate cancellation procedures. Postal notice circumvents these potential obstacles, placing control of the cancellation process entirely with the subscriber rather than depending upon the service provider's cooperation or system functionality.