Terms of Service

1. Agreement to These Terms

These Terms of Service form a binding agreement between the person who instructs DPZ PROPERTY LTD or uses the website and DPZ PROPERTY LTD itself. A person who does not accept these terms should not use the website or instruct the company.

Where services are provided under a separate written management agreement or tenancy agreement, that document governs the specific relationship, and these terms apply in addition so far as they are not inconsistent. In the event of conflict, the signed agreement takes priority for the matters it covers.

These terms may be accepted by using the website, by instructing the company in writing or by email, or by signing a service agreement. Acceptance confirms that the person is able to enter into a contract and, where acting for a company or another person, that they have authority to do so.

2. Definitions

In these terms, certain words carry particular meanings. Understanding them makes the rest of the document easier to follow.

Words in the singular include the plural where the context requires, and references to a person include a company or other organisation.

3. Scope of Services

DPZ PROPERTY LTD provides residential lettings and property management services. The exact scope for any instruction is agreed with the landlord and may include tenant finding only, management only, or a combination of services across a portfolio.

The company will carry out the agreed services with reasonable care and skill, in line with the standards described on the website and in any service agreement. Where a task falls outside the agreed scope, the company will explain what is involved and seek instruction before proceeding.

• Lettings and tenant finding, including marketing and viewings.
• Full property management for landlords who prefer a hands off arrangement.
• Rent collection and arrears control.
• Compliance and safety scheduling together with record keeping.
• Inventories, check in, periodic inspections and check out.
• Maintenance coordination with vetted local contractors.

The company is not a law firm, a tax adviser or a financial adviser, and nothing in these services constitutes legal, tax or investment advice. Specialist advice should be obtained where needed.

4. Lettings and Tenant Finding

Where the company is instructed to find a tenant, it will market the property, arrange viewings, screen applicants and present offers. The company will use reasonable efforts to find a suitable tenant but cannot guarantee that a tenancy will be found within a particular time or at a particular rent.

The landlord retains responsibility for decisions about who occupies the property. The company provides information and recommendations to support that decision but does not make the final choice on the landlord behalf.

The company may decline to market a property where information needed for compliance is missing, where the property is not in a lawful condition for letting, or where an instruction would conflict with the law or with the company professional standards.

5. Full Property Management

Under a full management instruction, the company acts as the landlord representative in the day to day running of the tenancy. This includes collecting rent, instructing repairs, scheduling compliance visits, carrying out inspections and keeping the property records up to date.

The company will keep the landlord informed of significant matters and will seek approval before committing to expenditure above any agreed threshold. Emergency work needed to protect the property or the safety of occupants may be arranged without prior approval, and the landlord will be told promptly afterwards.

The management service depends on the landlord providing accurate information about the property and any restrictions that apply. Where a landlord withholds relevant information, the company may not be able to deliver the service in full.

6. Rent Collection and Arrears

Where rent collection forms part of the service, the company will collect the agreed rent on the due date and reconcile it against the tenancy record. Amounts received are accounted for and remitted to the landlord in accordance with the agreed schedule, less any authorised deductions.

If rent is not paid in full, the company will follow a documented arrears process. This normally begins with a reminder, followed by direct contact and, where appropriate, a written payment plan. The company will keep the landlord informed of progress and will take further steps only on instruction, unless the law or the tenancy agreement provides otherwise.

The company does not guarantee that rent will always be paid. Its obligation is to collect and account for rent with reasonable care, not to underwrite the tenant obligations.

7. Compliance and Safety

The company helps landlords meet the safety and compliance duties that apply to rented homes in the United Kingdom. It maintains a calendar of renewal dates and arranges inspections and tests with competent contractors where instructed to do so.

Legal responsibility for compliance rests with the landlord. The company supports that duty by scheduling, recording and reporting, but it does not replace the landlord legal obligations. Where a certificate or report reveals a fault, the company will report it and recommend action.

The company will hold certificates and reports in the property record and make them available to the landlord and, where the law requires, to the tenant or an authority. Booking safety checks early is encouraged because engineer diaries fill quickly, particularly in winter.

8. Inventories and Inspections

Where the service includes inventories and inspections, the company will prepare a dated inventory with photographs before a tenancy begins and will normally carry out a check in with the tenant. Periodic inspections are arranged at sensible intervals with notice given in advance.

Inspection findings are reported to the landlord in writing, together with any maintenance that should be considered. At the end of the tenancy, the company compares the property against the inventory and prepares a check out record to support the deposit decision.

Inventories and inspection reports are a record of condition at a point in time. They support fair decisions but do not of themselves determine the outcome of a deposit dispute, which is decided under the rules of the relevant protection scheme.

9. Maintenance Coordination

The company coordinates repairs and maintenance using contractors it considers competent and reasonably priced. Reported faults are triaged so that anything affecting safety is escalated first, urgent faults are prioritised, and routine items are scheduled sensibly.

For larger jobs the company will normally obtain written quotes and seek the landlord approval before work begins. The company does not guarantee the work of a contractor, but it will take reasonable steps to verify that work has been completed and to pursue a contractor where a job is faulty.

Tenants are asked to report faults promptly and to provide access for appointments. Delays in access may extend the time needed to complete a repair, and the company will keep a record of appointments offered and attended.

10. Fees, Charges and Payment

Fees for services are set out in the service agreement or fee schedule provided to the landlord. Fees may be calculated as a percentage of rent, as a fixed charge, or as a combination of both, depending on the service selected.

Where a fee is charged, the company will explain the basis clearly before the service is provided. Additional charges may arise for work outside the agreed scope, such as arranging specialist reports or attending court, and these will be agreed in advance where possible.

• Management fees are normally deducted from rent received before remittance.
• Letting fees for tenant finding are usually payable once a tenancy begins.
• Compliance and maintenance costs are passed on at cost or as otherwise agreed.
• Invoices not covered by rent deduction are payable within the period stated on the invoice.

Fees are reviewed periodically, and any change will be communicated with reasonable notice before it takes effect.

11. Landlord Obligations

A landlord who instructs the company agrees to provide accurate and complete information about the property, to ensure the property is lawful to let, and to meet the costs of compliance and repairs that arise during the tenancy.

The landlord must have the right to let the property and must disclose any restriction that could affect the letting, such as a mortgage condition, a lease restriction or a planning limitation. The landlord must also cooperate with steps needed to keep the tenancy lawful and safe.

Where the company is to hold or handle money, the landlord agrees to provide correct bank details and to keep the company informed of any change. The company is not responsible for losses caused by incorrect information supplied by the landlord.

12. Tenant Obligations

A tenant agrees to pay rent on time, to look after the property in a reasonable manner, and to report faults and damage promptly. A tenant also agrees to allow access for inspections and repairs when proper notice has been given.

The tenancy agreement sets out the detailed obligations of the tenant, including rules on subletting, pets, alterations and use of the property. These terms do not replace the tenancy agreement, and where there is a difference the tenancy agreement governs the tenant relationship.

Deposit returns, notices and other tenancy matters are handled in line with the tenancy agreement and the law, and the company will explain the position where a tenant has a question or concern.

13. Deposits and Protection

Where a deposit is taken, it is registered with a recognised deposit protection scheme within the period required by law, and the prescribed information is provided to the tenant. The company keeps a record of the deposit and of any later deductions.

At the end of the tenancy, the company compares the property against the inventory and prepares a check out record. Deposit decisions are made with reference to dated evidence, and the tenant is given an explanation of any proposed deduction.

Where a dispute arises, it is referred to the dispute resolution service of the protection scheme, whose decision is binding under its rules. The company cooperates fully with any such process.

14. Website Use and Content

The website is provided for information about the company and its services. A user agrees not to misuse the site, not to attempt to gain unauthorised access to it, and not to interfere with its normal operation.

Content on the website is provided for general information and may change without notice. While the company takes care to keep the content accurate, it does not warrant that every detail is complete, current or suitable for a particular purpose.

The contact form is provided as a convenience. Messages sent through the site are handled in accordance with the Privacy Policy, and a user should not send confidential documents through the website without first agreeing a safe method with the company.

15. Property Information and Accuracy

Property details, floor plans, measurements and photographs are prepared with reasonable care to give a fair impression of a home. Measurements are approximate, and images may show furnishings or finishes that are not included in a letting.

Prospective tenants should satisfy themselves as to the condition, size and suitability of a property before entering into a tenancy. The company welcomes questions and can arrange a further viewing where needed.

Rent figures and availability are subject to change and to the terms agreed at the time of an application. A listing does not create an offer capable of acceptance until the parties have agreed terms and completed the necessary checks.

16. Limitation of Liability

Nothing in these terms limits any liability that cannot be limited by law, including liability for death or personal injury caused by negligence, or for fraud.

Subject to that, the company is not liable for losses that were not foreseeable when the agreement was made, for loss of business, profit or opportunity, or for indirect or consequential losses. The company is not responsible for delays or failures caused by events outside its reasonable control.

Where the company is found liable, its total liability in relation to an instruction is limited to the fees paid for the service to which the claim relates, unless a different figure is agreed in writing. This limit does not apply where the law does not permit it.

17. Term, Termination and Notice

A service agreement continues until it is ended by either party in accordance with its terms. Where no separate period is agreed, either party may end the instruction by giving reasonable written notice.

On termination, the company will account for money held, hand over records that belong to the landlord, and take reasonable steps to transfer the management of any ongoing tenancy. Outstanding fees remain payable for services already provided.

The company may end an instruction immediately where continuing would require it to act unlawfully, where necessary information has been withheld, or where a person has acted abusively towards staff or contractors.

18. Complaints and Dispute Resolution

The company aims to resolve concerns quickly and fairly. A complaint should be raised in writing, with enough detail to allow the matter to be investigated, and the company will acknowledge it promptly and respond within a reasonable time.

Where a complaint relates to a deposit, the dispute resolution service of the protection scheme may be used. Where it relates to a service standard, the company will explain what it can do to put matters right.

Both parties are encouraged to resolve disputes through discussion before taking any formal step. Nothing in this section prevents either party from seeking independent advice or using any remedy available in law.

19. Data Protection and Privacy

The company handles personal information in accordance with applicable data protection law and with its Privacy Policy, which explains what information is collected and how it is used. The Privacy Policy forms part of these terms.

By instructing the company or by using the website, a person acknowledges that their information may be processed for the purposes described in the Privacy Policy, including letting, managing and complying with legal duties.

Requests about personal information should be directed to the company using the details at the end of these terms. The Privacy Policy also sets out how to raise a concern with the supervisory authority.

20. Intellectual Property

The website and its content, including text, layout, graphics and code, are the property of DPZ PROPERTY LTD or are used with permission. They are protected by copyright and related rights.

A user may view and print pages for personal use and for the purpose of considering a property or a service. Other use, including copying, republishing or adapting content for commercial purposes, requires written permission from the company.

Photographs and floor plans prepared for a listing must not be reused by another party without consent. Where the company has commissioned photography or artwork, the rights of the creator are respected.

21. Force Majeure

The company is not liable for a failure or delay in performing its obligations caused by an event beyond its reasonable control. Such events may include severe weather, flooding, power failure, network outage, industrial action, or restrictions imposed by a public authority.

Where such an event occurs, the company will take reasonable steps to reduce its impact and to resume normal service as soon as it can. It will keep the affected parties informed of the position.

If an event continues for an extended period, either party may end the affected instruction by written notice, and the company will account for any money held at that date.

22. General Provisions

These terms, together with any service agreement and the Privacy Policy, form the whole agreement between the parties on the matters they cover. They replace any earlier discussion or representation on those matters.

If any provision is found to be invalid or unenforceable, the remaining provisions continue in full force. A failure to enforce a provision on one occasion does not amount to a waiver of it.

The company may transfer its rights and obligations under an agreement to another business as part of a restructuring, provided this does not reduce the protection available to the other party. The parties do not intend any third party to gain rights under the agreement unless the law provides otherwise.

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction, unless another arrangement is agreed in writing.

23. How to Contact Us

Questions about these Terms of Service, or about any service provided by DPZ PROPERTY LTD, can be sent using the details below. The company aims to respond promptly and to explain the position clearly.

These terms are provided in English, and the company communicates about contractual matters in English. A copy of these terms is available on the website and can be provided by email or post on request.