Terms of Service

These Terms of Service (also referred to as our Client Terms & Conditions) govern the use of the services provided by ClearKey Property Services Ltd ("ClearKey", "we", "us"), Company No. 17004197. By creating an account, instructing us to carry out work, or otherwise using our services, you agree to these Terms. The full Client Terms & Conditions you agree to when you create an account are available here. These Terms are intended for business customers (letting agents and contractors); our services are not offered to consumers.

1. Our services

ClearKey provides property maintenance coordination and compliance-tracking services, including triage of maintenance issues, dispatch of vetted contractors, completion reporting, compliance certificate tracking, and invoicing. We coordinate maintenance work; the work itself is carried out by independent contractors. We provide free tools, including a compliance dashboard and a branded tenant-triage assistant, and paid managed maintenance services, as described on our website and in your account.

2. Accounts

You are responsible for maintaining the confidentiality of your account credentials and for all activity under your account. You must provide accurate information and keep it up to date. You must not use our services unlawfully or in a way that could damage or impair them.

3. Instructions and the contractor relationship

When you instruct us to arrange maintenance work, you authorise us to dispatch a contractor and to coordinate the job on your behalf. Contractors are independent third parties. We take reasonable care in selecting and vetting contractors, but we are not the employer of the contractor and do not warrant the work of any contractor beyond the standards described in our service materials. Where a completion report is produced, it reflects the information and photographs supplied by the contractor from site.

4. Compliance information

Our compliance dashboard and reminders are provided to help you track certificate status and expiry dates. They are a tool to assist you and do not transfer to us any legal responsibility that rests with you or your landlords for ensuring properties are compliant and safe. You remain responsible for meeting your regulatory obligations. Where certificate data is read automatically from documents, we apply checks and hold uncertain results for review, but you should verify compliance information against your own records.

5. Fees and payment

Fees for our services are as set out in your account, our rate card, or as otherwise agreed. Unless agreed otherwise, invoices are issued on the terms communicated to you and are collected by Direct Debit. You authorise us to collect payment for services rendered in accordance with those terms. Late payments may be subject to a late-payment fee and, where applicable, interest. Charges for materials, travel, and third-party costs (such as parking or congestion charges) may be recharged as described in our rate card.

6. Free tools

We offer certain tools free of charge. We may change, limit, or withdraw free tools at any time. Use of the tenant-triage assistant is subject to fair use; a fee may apply only where a remote resolution is achieved, as described on our website.

7. Emergencies

Our services are not an emergency service. In the event of a gas leak, fire, flooding, electrical danger, or any risk to life or property, you and any occupant must contact the relevant emergency service immediately (for gas, the National Gas Emergency line on 0800 111 999). The tenant-triage assistant provides safety guidance and routes urgent issues for attention, but it does not replace the emergency services.

8. Intellectual property

All intellectual property in our services, software, and materials belongs to ClearKey or our licensors. We grant you a limited, non-exclusive, non-transferable right to use our services for your business purposes while these Terms are in force. Completion reports and other outputs produced for you may be used by you and shared with the relevant landlord.

9. Liability

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded, including for death or personal injury caused by negligence, or for fraud. Subject to that, we are not liable for indirect or consequential loss, loss of profit, or loss of business, and our total liability arising out of or in connection with our services is limited to the fees paid by you to us in the twelve months preceding the event giving rise to the claim. We are not responsible for the acts or omissions of independent contractors beyond our own reasonable care in coordinating the work.

10. Data protection

Our handling of personal data is described in our Privacy Policy. Where we process personal data on your behalf as a processor, that processing is governed by our data-processing terms with you.

11. Suspension and termination

Either party may end the arrangement in accordance with any agreed notice terms. We may suspend or terminate access where you breach these Terms, fail to pay, or use the services unlawfully. Provisions that by their nature should survive termination (including fees due, liability, and intellectual property) will continue to apply.

12. Changes to these Terms

We may update these Terms from time to time. The current version is always available on this page. Continued use of our services after a change constitutes acceptance of the updated Terms.

13. Governing law

These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

14. Contact

ClearKey Property Services Ltd · Company No. 17004197 · VAT No. 512 5673 04
Email: ops@clearkeyproperty.co.uk · Phone: 020 8044 8801