Terms and Conditions

Last updated: Sunday, 30 August 2026

Version: 1.0

These terms are made up of three parts:

• Part A — General Terms, which apply to everyone who registers for an account.
• Part B — Additional Terms for Managing Agents.
• Part C — Additional Terms for Contractors.

If Part B or Part C conflicts with Part A, Part B or Part C wins for that user type.

Part A — General Terms

1. Who we are and how to contact us

1.1 ServiPro is operated by ServiPro Ltd, a company registered in England and Wales under company number 17104789, with its registered office at 3rd Floor, 86-90 Paul Street, London, England, United Kingdom, EC2A 4NE ("ServiPro", "we", "us", "our").

1.2 You can contact us at legal@servipro.co.uk.

1.3 By creating an account you agree to these terms. If you do not agree, do not register or use the platform.

2. What ServiPro is — and what it is not

2.1 ServiPro is an online platform that allows managing agents to run tender processes for service charge contracts, and allows contractors to find, respond to and bid for those opportunities. It provides structured proposal comparison, document collection, an audit trail, and access to third party company and director information.

2.2 We are not a party to any contract between a Managing Agent and a Contractor. We do not act as agent, broker, employment business, procurement adviser or consultant for either party. Any contract awarded through or following use of the platform is made directly between the Managing Agent (or its client) and the Contractor, on their own terms.

2.3 We do not endorse, recommend, approve or guarantee any Managing Agent, Contractor, tender, bid, price, or piece of information uploaded to the platform. We do not verify the accuracy of information users provide. Each user is responsible for carrying out its own due diligence before entering into any contract.

2.4 We do not provide legal, financial, surveying, insurance or professional advice. Nothing on the platform is a substitute for professional advice, and the audit trail and Code-aligned features are tools to assist you — not a warranty that you have complied with any statutory or professional obligation.

3. Eligibility and account registration

3.1 The platform is for business use only. You may only register if you are:

1. acting in the course of a business, trade, craft or profession (you are not a consumer);
2. at least 18 years old; and
3. authorised to enter into these terms on behalf of the organisation you register.

3.2 You confirm that all information you give us on registration — including company name, registration number, registered address, trading address, contact details and details of directors and authorised users — is accurate, complete and current, and you will keep it up to date.

3.3 You are responsible for all activity under your account. You must keep login credentials confidential, must not share them, and must notify us immediately at legal@servipro.co.uk if you suspect unauthorised access.

3.4 Where you create additional user seats for colleagues, you remain responsible for their acts and omissions as if they were your own, and you must ensure they comply with these terms.

3.5 We may refuse a registration, or require further information before approving one, at our discretion.

4. Verification, credit information and director information

4.1 As part of registration and on an ongoing basis, we carry out identity and financial verification checks on both Managing Agents and Contractors using third party data providers, including Creditsafe.

4.2 You agree that we may:

1. submit your company details to Creditsafe and other providers for verification, credit assessment and fraud prevention purposes;
2. obtain and store company financial information, credit scores and credit limits, insolvency and county court judgment data, and publicly filed director information relating to your organisation; and
3. display that information on your organisation's profile to other verified users of the platform in the context of a live tender or an existing platform relationship.

4.3 Reciprocity. Contractors and Managing Agents can each see company credit information and director information about the other. By registering, you accept that your organisation's information will be visible to counterparties in this way. If that is not acceptable to you, do not register.

4.4 Accuracy. Credit and director information is supplied by third parties and by public registers. We do not create it, cannot correct it, and do not warrant that it is accurate, complete or up to date. Credit scores are opinions, not statements of fact or guarantees of solvency or performance. If you believe information about your organisation is wrong, you must raise it with the data provider or the relevant register (for example Companies House) directly; we will assist by telling you who the source is.

4.5 Permitted use of credit and director data. Information obtained through the platform may only be used for the purpose of assessing a counterparty in connection with a tender, contract or prospective contract on the platform. You must not:

1. copy, extract, resell, redistribute or republish that information;
2. use it to build or contribute to a database, scoring model or directory;
3. use it for marketing, list building or any purpose unconnected with a specific tender or contract; or
4. use it in a way that would make you a credit reference agency or require a licence or permission you do not hold.

4.6 Verified status on the platform means only that the checks described above were carried out and returned results within our then-current thresholds at a point in time. It is not a recommendation, a credit guarantee, or a statement about competence, safety, quality of work, or fitness for any particular contract.

5. Content you upload

5.1 "User Content" means anything you upload or submit to the platform, including tender specifications, criteria, questionnaires, bids, prices, method statements, insurance certificates, accreditations, policies, references and any other documents.

5.2 You retain ownership of your User Content. You grant us a non-exclusive, worldwide, royalty-free licence to host, store, copy, display, transmit and process it for the purposes of operating the platform, providing the services to you and to the counterparties you share it with, maintaining the audit trail, and complying with our legal obligations. This licence continues for as long as we are required to retain the relevant records.

5.3 You warrant that your User Content is accurate, is not misleading, does not infringe anyone's rights, and that you have all necessary rights and consents to upload it — including, where it contains personal data of your staff, directors or referees, a lawful basis for sharing it through the platform.

5.4 You must not upload anything that is unlawful, defamatory, obscene, malicious code, or that you are contractually prohibited from disclosing.

5.5 We may remove or restrict access to User Content that we reasonably believe breaches these terms, without liability to you.

6. Acceptable use

6.1 You must not:

1. use the platform for any unlawful, fraudulent or anti-competitive purpose, including bid rigging, cover pricing, price fixing or collusive tendering;
2. scrape, crawl, harvest or systematically extract data from the platform, or use bots or automated means to access it;
3. reverse engineer, decompile or attempt to derive the source code of the platform;
4. attempt to gain unauthorised access to any part of the platform, other users' accounts, or our systems;
5. misrepresent your identity, your organisation, your accreditations, your insurance or your financial position;
6. upload false or backdated documents;
7. use contact details obtained through the platform to send unsolicited marketing; or
8. resell, sublicense or make the platform available to any third party.

6.2 Non-circumvention. Where a Contractor is introduced to a Managing Agent through the platform, or becomes aware of a tender opportunity through the platform, neither party may deliberately conclude or restructure that engagement off-platform, or delay or restructure the signing of a contract, for the purpose of avoiding the Success Fee. This does not restrict either party's freedom to contract with anyone, and does not apply where the parties had a documented pre-existing relationship in respect of the same property or portfolio before the introduction.

6.3 Reporting. Both parties must notify us through the platform within 10 business days of a contract being signed following a tender run on the platform, and must confirm the Contract Value and commencement date. Managing Agents must also confirm when a tender is awarded, and when an awarded tender does not proceed to signature. We may request a copy of the executed contract or an extract evidencing parties, value and term, and may audit records relating to a Success Fee on reasonable notice, not more than once a year.

7. Fees

7.1 Managing Agents pay nothing. Access to the platform, tender creation, proposal comparison, verification data and the audit trail are provided to Managing Agents free of charge.

7.2 Only Contractors pay. Where a Contractor is awarded a contract following a tender run on the platform and that contract is signed, the Contractor pays ServiPro a fee of 5% of the Contract Value, plus VAT (the "Success Fee"). The Success Fee becomes due on the date the contract is executed by both parties. No Success Fee is payable if a Contractor is named as preferred bidder or notified of an award but no contract is subsequently signed.

7.2A Notifying us of signature. The Contractor must confirm through the platform within 10 business days of signature that the contract has been executed, together with the Contract Value and the commencement date. We may request a copy of the executed contract, or an extract evidencing the parties, value and term, and may redact-check it against clause 10.

7.3 Contract Value means the total sum payable to the Contractor under the awarded contract for its initial 12 month term, excluding VAT. Service charge contracts tendered on the platform are uploaded on a 12 month basis, and the Success Fee is calculated on that annual value. Contract Value:

1. includes the full tendered annual sum for the scope of works or services awarded;
2. excludes VAT and genuine reimbursable disbursements charged at cost;
3. excludes additional or variation works instructed after award that fall outside the tendered scope; and
4. where the contract is priced on a schedule of rates or call-off basis with no committed annual sum, means the Managing Agent's tendered estimate of annual expenditure.

7.4 Extensions and renewals. If the Managing Agent extends the contract term, renews it, or re-appoints the Contractor for substantially the same services at the same property without running a new tender, a further Success Fee of 5% plus VAT is payable on the value of each further 12 month period, calculated and invoiced on the same basis as the original. This obligation applies to extensions and renewals commencing within 36 months of the original contract commencement date, after which no further Success Fee is payable. The Contractor must notify us within 10 business days of any extension or renewal.

7.5 Payment. Each Success Fee is invoiced quarterly in arrears, in four equal instalments across the 12 month period to which it relates. Invoices are payable within 30 days of the invoice date by bank transfer.

7.6 Early termination. If the awarded contract is terminated before the end of the 12 month period, and the Contractor notifies us in writing within 20 business days of termination with evidence, no further instalments will be invoiced. Instalments already invoiced or paid in respect of periods before termination are not refundable. This does not apply where the Contractor terminates in order to re-contract with the same Managing Agent for substantially the same services, which is treated as a renewal under clause 7.4.

7.7 Value adjustments. If the Contract Value increases or decreases by more than 10% during the 12 month period, either party may request an adjustment to the remaining instalments, supported by evidence. We will not adjust instalments already paid.

7.8 Late payment. If an invoice is not paid when due we may suspend your account, withhold your ability to bid on new tenders, and charge interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998.

7.9 Disclosure. The Contractor acknowledges that the Success Fee is a cost of winning work through the platform, and that the Managing Agent will be informed that it applies. Neither party may represent to any client, landlord or leaseholder that the Success Fee is a cost payable by them or recoverable through a service charge.

7.10 Changes to fees. We may change the Success Fee percentage or the way it is calculated on at least 60 days' notice. The rate in force on the date a tender is published applies to any contract awarded from that tender, and to any extension or renewal of it under clause 7.4.

7.11 There is no free trial or paid tier. Registration, tendering and bidding are free; the Success Fee arises only when an awarded contract is signed.

8. Availability and support

8.1 We aim to keep the platform available but do not guarantee uninterrupted access. We may suspend access for maintenance, upgrades, or for security or legal reasons. Where practical we will give advance notice of planned downtime.

8.2 We may change, add to or remove platform features. We will not make changes that materially reduce the core functionality you are paying for during a paid term without giving you notice and the option to cancel and receive a pro rata refund.

8.3 Support is provided on a reasonable endeavours basis via email at legal@servipro.co.uk.

9. Intellectual property

9.1 We own or license all intellectual property in the platform, including its software, design, database structure, comparison methodology, scoring frameworks, templates and branding. Nothing in these terms transfers any of that to you.

9.2 We grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the platform for your internal business purposes for as long as your account is active and your fees are paid.

9.3 We may use anonymised and aggregated data derived from platform activity (which does not identify you, your counterparties or your pricing) to operate, analyse, improve and market the platform, and to produce market insights. We will not publish or share your identifiable tender pricing.

10. Confidentiality

10.1 Each party must keep confidential any non-public information disclosed to it through the platform, use it only for the purpose for which it was shared, and not disclose it to third parties except to staff and advisers who need it and are bound by equivalent obligations.

10.2 In particular, Managing Agents must keep Contractor bid pricing, method statements and commercially sensitive submissions confidential, and must not disclose one Contractor's bid to another. Contractors must keep tender documents and specifications confidential.

10.3 This clause does not apply to information that is public through no breach, was already lawfully held, is independently developed, or must be disclosed by law, regulation, court order, or to a leaseholder or tribunal under statutory consultation or service charge transparency obligations.

11. Data protection

11.1 Each of us is an independent controller of the personal data we process in connection with the platform — for example, contact details of users, and director information. Neither party is the other's processor for these purposes.

11.2 Each party will comply with the UK GDPR and the Data Protection Act 2018 in respect of personal data it processes through the platform, and will maintain a lawful basis for its own processing.

11.3 Our handling of personal data is described in our Privacy Policy at /privacy, which forms part of these terms.

11.4 Where you receive personal data through the platform — including director information and details of a counterparty's staff — you must process it only for the tender or contract purpose for which it was provided, keep it secure, retain it no longer than necessary, and provide your own privacy information to data subjects where required.

11.5 Each party will notify the other without undue delay if it becomes aware of a personal data breach affecting data shared through the platform, and will cooperate reasonably in responding to it and to any data subject request or regulator enquiry.

12. Our liability

12.1 Nothing in these terms limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or anything else that cannot lawfully be limited.

12.2 Subject to clause 12.1, we are not liable for:

1. the acts, omissions, solvency, performance, competence, safety record or conduct of any Managing Agent or Contractor;
2. any contract awarded, not awarded, performed or terminated following use of the platform;
3. the accuracy or completeness of any credit information, director information, User Content, bid or specification;
4. any decision you make in reliance on the platform, including a decision to award or not to award a contract;
5. any challenge, dispute or claim brought by a leaseholder, landlord, client or tribunal in relation to a tender, procurement process or service charge; or
6. loss of profit, loss of business, loss of contracts, loss of anticipated savings, loss of goodwill, or any indirect or consequential loss.

12.3 Subject to clauses 12.1 and 12.2, our total aggregate liability arising out of or in connection with these terms and the platform, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited to the greater of (a) the total fees you paid us in the 12 months before the event giving rise to the claim, and (b) £10,000.

12.4 The platform is provided on an "as is" and "as available" basis. Except as expressly set out in these terms, all warranties, conditions and terms implied by statute or common law are excluded to the fullest extent permitted by law.

13. Indemnity

13.1 You will indemnify us against all losses, liabilities, costs (including reasonable legal costs) and expenses we incur arising from:

1. your breach of these terms;
2. your User Content, including any claim that it is inaccurate, misleading or infringing;
3. your misuse of credit or director information obtained through the platform; and
4. any dispute between you and a counterparty introduced through the platform.

14. Suspension and termination

14.1 Closing your account. You may close your account at any time, either by using the Delete Account button in your account settings or by emailing legal@servipro.co.uk from the address registered on your account. We will acknowledge the request and confirm the closure date.

14.1A Live tenders must be closed first (Managing Agents). A Managing Agent may not close its account while it has a tender open for bids. You must first either award or formally cancel each live tender through the platform. Cancelling a tender notifies every participating Contractor that the tender will not proceed. If you submit a closure request while a tender is live, we will not process it until the tender has been awarded or cancelled, and we will tell you which tenders are outstanding. This does not prevent us suspending or terminating your account under clause 14.5.

14.2 The one month wind-down period. Your account will close one month after we accept your request. During that period:

1. your account remains accessible in read-only form so that you can download your records;
2. you may not publish new tenders or submit new bids;
3. any Success Fee already invoiced remains payable, and we may invoice any Success Fee that has fallen due but not yet been raised; and
4. we will notify any counterparty with whom you have a live tender or open bid that you are leaving the platform.

14.3 What happens to live activity on closure.

1. Managing Agents. Where clause 14.1A has been complied with, there will be no tenders open for bids at closure. Where an account is terminated by us under clause 14.5, or a tender otherwise remains live, that tender is frozen at the point of closure, closed to further bids, and participating Contractors are notified. Tender content is deleted from the active platform, subject to clause 14.7.

1. Contractors. Any bid you have submitted that has not been awarded is withdrawn and terminated, and the relevant Managing Agents are notified. You have no claim against us or against any Managing Agent in respect of a withdrawn bid, and no right to recover your bid preparation costs.

1. Closing your account does not terminate, vary or affect any contract already awarded between you and a counterparty. That contract continues on its own terms, outside the platform.

14.4 Outstanding payments survive closure. Where a contract was awarded to you following a tender run on the platform and signed, the Success Fee remains payable in full under clause 7 whether or not your account is open, and we will continue to invoice the remaining quarterly instalments to the last billing details you provided. Closing your account is not a means of avoiding the Success Fee, and doing so with that intent is a breach of clause 6.2. You must keep valid billing and contact details with us until the final instalment is paid.

14.5 Suspension and termination by us. We may suspend or terminate your account immediately if:

1. you breach these terms and, where the breach is capable of remedy, fail to remedy it within 14 days of notice;
2. you fail to pay fees when due;
3. verification checks return results that fall outside our acceptable thresholds, or your circumstances change materially (for example, insolvency proceedings, disqualification of a director, or loss of a required accreditation);
4. we reasonably suspect fraud, misrepresentation, collusion or unlawful activity; or
5. we are required to do so by law.

14.6 Where we suspend or terminate under clause 14.5, we may do so without the wind-down period in clause 14.2, and clause 14.3 applies immediately. We may terminate your account for convenience on 30 days' written notice.

14.7 What we keep. On closure we delete or anonymise your active profile and unawarded tender and bid content. We retain, and are entitled to retain:

1. the audit trail and records of completed tender processes, so that counterparties can evidence procurement they relied on and respond to leaseholder queries, tribunal proceedings and regulatory enquiries;
2. records necessary to invoice and collect outstanding Success Fees, and financial records we must keep for tax and accounting purposes; and
3. anything else we are required by law to retain, or that is needed to establish, exercise or defend legal claims.

Retention periods are set out in our Privacy Policy at /privacy. Requesting deletion of your account does not override these retention obligations. You should download any records you need before your account closes.

14.8 On closure your right to access the platform ends. No refund is due except as set out in clauses 7.5, 8.2 or 15.1.

14.9 Clauses 2, 4.5, 6.2, 7 (in respect of Success Fees due or accruing), 9, 10, 11, 12, 13, 14.4, 14.7 and 18 survive termination.

15. Changes to these terms

15.1 We may update these terms. For material changes we will give you at least 30 days' notice by email or in-platform notice. If you do not accept the change, you may terminate before it takes effect and we will refund any prepaid fees for the unused period. Continuing to use the platform after the change takes effect means you accept it.

16. Notices

16.1 Notices to us should go to legal@servipro.co.uk. Notices to you will be sent to the email address registered on your account or given in-platform. Notices are deemed received on the next business day after sending.

17. General

17.1 Assignment. You may not assign or transfer your account or these terms without our written consent. We may assign our rights and obligations on notice to you, for example on a sale of our business.

17.2 Third party rights. Except as expressly stated, no one other than the parties has any right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999.

17.3 Entire agreement. These terms, the Privacy Policy and any order form or subscription confirmation are the entire agreement between us, and replace any earlier discussions. Neither party relies on any statement not set out in them (but nothing excludes liability for fraudulent misrepresentation).

17.4 Severance. If any provision is found unenforceable, the rest continues in force.

17.5 Waiver. A delay in enforcing a right is not a waiver of it.

17.6 Force majeure. Neither party is liable for failure to perform caused by events beyond its reasonable control.

18. Governing law and jurisdiction

18.1 These terms and any dispute arising from them are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.