1. Introduction and Acceptance
These Terms of Service ("Terms") govern your access to and use of the PropertyFlow platform, website, and services (collectively, the "Services") provided by PROPERTYFLOW TECHNOLOGIES LTD ("PropertyFlow", "we", "us", or "our").
By accessing or using our Services, you agree to be bound by these Terms. If you do not agree to these Terms, you may not access or use the Services.
2. Definitions
- "Platform" means the PropertyFlow web application and any associated mobile applications
- "User" means any person who accesses or uses the Services
- "Landlord" means a property owner using our Services
- "Property Manager" means a person or entity managing properties on behalf of Landlords
- "Commission Model" means our managed service where we handle property operations for a percentage of booking revenue
- "Subscription Model" means our self-service model with a monthly fee
- "Compliance Documents" means certificates required by law including Gas Safety (CP12), EICR, EPC, and STL Licence
3. Eligibility
To use our Services, you must:
- Be at least 18 years of age
- Have the legal capacity to enter into a binding contract
- Not be prohibited from using the Services under applicable law
- Provide accurate and complete registration information
4. Account Registration
4.1 Account Creation
To access certain features, you must create an account. You agree to:
- Provide accurate, current, and complete information
- Maintain and promptly update your account information
- Keep your password secure and confidential
- Accept responsibility for all activities under your account
- Notify us immediately of any unauthorised use
4.2 Account Types
We offer different account types with varying access levels:
- Landlord Account: For property owners
- Property Manager Account: For managing multiple properties
- Team Member Account: For staff with delegated access
5. Services Description
5.1 Platform Features
PropertyFlow provides:
- Property management dashboard
- Compliance document tracking and expiry alerts
- Booking synchronisation via Channex (Airbnb, Booking.com, etc.)
- Open Banking integration via TrueLayer for payment detection and payouts
- Financial reporting and landlord statements
- Calendar management
5.2 Commission Model Services
Under our Commission Model (20% of gross bookings), we provide:
- Full property listing management
- Booking channel distribution
- Guest communication support
- Automated landlord payouts
- Service provider coordination
5.3 Subscription Model Services
Under our Subscription Model, you receive:
- Self-service property management tools
- Compliance tracking and alerts
- Booking calendar synchronisation
- Financial reporting
6. Fees and Payment
6.1 Pricing
- Subscription: As displayed on our pricing page, currently starting at no charge for up to 2 properties
- Commission: 20% of gross booking revenue for managed properties
- Prices are subject to change with 30 days' notice
6.2 Payment Terms
- Subscription fees are billed monthly in advance
- Commission fees are deducted from booking revenue before landlord payout
- All fees are in GBP and exclusive of VAT where applicable
6.3 Open Banking Payments
If you connect your bank account via TrueLayer:
- You authorise us to initiate payments on your behalf
- Payments are processed through FCA-regulated infrastructure
- You can revoke access at any time
7. User Responsibilities
7.1 Compliance Obligations
You are responsible for:
- Ensuring your properties comply with all applicable laws and regulations
- Obtaining and maintaining required licences (including STL Licence in Scotland)
- Keeping compliance documents valid and uploaded to the Platform
- Responding to compliance alerts and reminders
Important: While we provide compliance tracking tools and reminders, we do not guarantee compliance. You remain solely responsible for meeting all legal requirements for your properties.
7.2 Accurate Information
You must ensure all property listings and information are:
- Accurate and not misleading
- Compliant with booking platform terms
- Updated promptly when changes occur
7.3 Prohibited Activities
You agree not to:
- Use the Services for any unlawful purpose
- Misrepresent your identity or affiliation
- Interfere with or disrupt the Services
- Attempt to gain unauthorised access
- Upload malicious content or code
- Violate any applicable laws or regulations
8. Intellectual Property
8.1 Our Rights
All intellectual property rights in the Platform and Services belong to PropertyFlow or our licensors. This includes software, designs, logos, and content.
8.2 Your Content
You retain ownership of content you upload. By uploading content, you grant us a licence to use, store, and display it for providing the Services.
8.3 Restrictions
You may not:
- Copy, modify, or distribute our software
- Reverse engineer the Platform
- Use our branding without permission
- Remove copyright notices
9. Third-Party Services
Our Services integrate with third-party providers:
- Channex: For booking channel synchronisation
- TrueLayer: For Open Banking services
- Booking Platforms: Airbnb, Booking.com, and others
Your use of these services is subject to their respective terms and conditions. We are not responsible for third-party services or their availability.
10. Limitation of Liability
10.1 Service Availability
We strive to provide reliable Services but do not guarantee uninterrupted access. We are not liable for:
- Service interruptions or downtime
- Third-party service failures
- Data loss (though we maintain backups)
10.2 Compliance Disclaimer
Important: Our compliance tracking tools are for informational purposes. We do not provide legal advice and are not liable for:
- Compliance failures or penalties
- Accuracy of regulatory information
- Missed renewals or expirations
10.3 Limitation
To the maximum extent permitted by law:
- Our total liability is limited to fees paid in the 12 months preceding the claim
- We are not liable for indirect, incidental, or consequential damages
- Nothing limits liability for death, personal injury, or fraud
11. Indemnification
You agree to indemnify and hold harmless PropertyFlow, its officers, directors, employees, and agents from any claims, damages, or expenses arising from:
- Your use of the Services
- Your violation of these Terms
- Your violation of any law or third-party rights
- Your property operations and compliance failures
12. Termination
12.1 By You
You may terminate your account at any time by contacting us. For subscription accounts, you remain responsible for fees until the end of your billing period.
12.2 By Us
We may suspend or terminate your account if you:
- Violate these Terms
- Fail to pay fees when due
- Engage in fraudulent activity
- Pose a risk to other users or the Platform
12.3 Effect of Termination
Upon termination:
- Your access to the Services will cease
- Outstanding fees become immediately due
- You may request export of your data within 30 days
- We may retain data as required by law
13. Dispute Resolution
13.1 Informal Resolution
Before initiating formal proceedings, you agree to contact us at info@propertyflowltd.co.uk to attempt informal resolution.
13.2 Governing Law
These Terms are governed by the laws of England and Wales. Disputes shall be subject to the exclusive jurisdiction of the English courts.
14. Changes to Terms
We may modify these Terms at any time. We will provide notice of material changes via email or Platform notification. Continued use after changes constitutes acceptance.
15. General Provisions
- Entire Agreement: These Terms constitute the entire agreement between you and PropertyFlow
- Severability: If any provision is unenforceable, the remaining provisions continue in effect
- Waiver: Failure to enforce a right does not waive it
- Assignment: You may not assign these Terms without our consent
16. Contact Information
For questions about these Terms, please contact: