Source: https://register.fixflo.com/Auth/AgencyReg?
Timestamp: 2018-09-20 20:59:11
Document Index: 458404138

Matched Legal Cases: ['art 1', 'art 2', 'art 3', 'art 1', 'art 2', 'art 3']

Join over 4,000 lettings branches using Fixflo to make their lives easier.
“We have used Fixflo for a couple of years and it’s a great tool to boost our compliance, service and efficiency... The Fixflo system just keeps paying for itself over and over again.” - Spencer Lawrence MARLA, Paramount Properties
“Incoming calls to the office regarding maintenance issues have been cut by about 70%” - Catrina Merrigan, Local Director, Northwood York
"The system is clear and simple to use... all our maintenance is now an online process that is integrated seamlessly into our website” - Matt Dilkes, Senior Portfolio Manager Christopher Shaw Residential
“Fixflo has been excellent for us and for our tenants! The team has been excellent and helped me every step of the way. Excellent system, brilliant staff.” - Tom Soane, Pink & Cow
repairs reported monthly
units across 14 time zones
Fixflo and Fixflo Plus in two minutes
You'll be up and running in less than a minute!
Australia Canada Germany Hong Kong Ireland Jersey Kenya New Zealand South Africa Sweden United Kingdom United States
UK: +44 20 7183 1222 | South Africa: +27 21 300 1942
(1) Tactile Limited incorporated and registered in England and Wales with company number 08111417 whose registered office is at Unit 2, Dominion Centre, Elliott Road, Bournemouth BH11 8JR (Supplier).
(2) The organisation as set out in the branch name section of the account registration form (Customer).
If the Customer has subscribed for the Fixflo Plus or Fixflo Block Management repair management system the amendments at Schedule 2 shall apply.
In this Agreement the following words and expressions have the meaning set out below:
This agreement including the Terms and Conditions
If the Customer has subscribed for the Fixflo repair reporting system the fee at Schedule 1 Part 1 shall apply.
If the Customer has subscribed for the Fixflo Plus repair management system the fee at Schedule 1 Part 2 shall apply.
If the Customer has subscribed for the Fixflo Block Management repair management system the fee at Schedule 1 Part 3 shall apply.
The date being 30 days from the date on which the Supplier or the Customer terminates this Agreement in accordance with the provisions of clause 1.1
The individual entering into this Agreement on behalf of the Customer warrants, represents and undertakes that:
(a) the Customer has full capacity and authority to enter into and to perform this Agreement;
(b) this Agreement is entered into by a duly authorised representative of the Customer;
(c) there are no actions, suits or proceedings or regulatory investigations pending or, to that individual's knowledge, threatened against or affecting that party before any court or administrative body or arbitration tribunal that might affect the ability of the Customer to meet and carry out its obligations under this Agreement;
(d) this Agreement will constitute the Customer's legal, valid and binding obligations.
The Supplier has agreed to grant and the Customer has agreed to accept a non-exclusive, non-assignable, royalty free, limited right to use the Services (as defined in the Terms and Conditions) for the Customer's internal business operations for the Term (as defined in the Terms and Conditions) and on the terms and subject to the conditions set out in this Agreement including (without limitation) the payment of the Fee by the Customer.
The Customer may allow its Agents (as defined in the Terms and Conditions) to use the Services for this purpose and is responsible for its Agents' compliance with this Agreement.
In this Agreement, including this Schedule, the following words and expressions have the meanings set out below:
A person or group of people who acts or act on behalf of a Customer in respect of Reported Issues and are set up by the Customer to receive emails from the Communication Platform with each separate email address to which emails are sent being deemed to be one Agent.
An online portal that allows the Customer (amongst others) to add its logo to the Tenant Portal.
An online system that allows the Customer to receive emailed notifications of Reported Issues.
The meaning as set out in Section 3(6) of the Data Protection Act 2018.
Means (i) unless and until the GDPR is no longer directly applicable in the UK, the General Data Protection Regulation ((EU) 2016/679) and any national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK and then (ii) any successor legislation to the GDPR or the Data Protection Act 2018.
A non-emergency issue at a Property that requires repair work to be carried out in order to remedy it.
The meaning set out in Section 3(2) of the Data Protection Act 2018 and relates only to personal data, or any part of such personal data, of which the Customer is the Data Controller and in relation to which the Supplier is providing Services under this Agreement.
A residential property that from time to time is being managed by the Customer on behalf of itself or a third party provided that: (a) in the case of a house in multiple occupation each part of the property that is subject to a separate tenancy agreement is deemed to be a separate property; and (b) in the case of Fixflo Block Management each part of a block or estate that is subject to a separate residential leasehold interest is deemed to be a separate property.
An Issue that has been entered into the System.
The Tenant Portal, the Agent Portal and the Communication Platform.
Any entity which provides processing services to the Supplier in furtherance of the Supplier’s processing on behalf of the Customer.
A document or other agreement pursuant to which a Tenant occupies a Property.
A person who (from time to time) rents a Property under a Tenancy and in the case of Fixflo Block Management includes leaseholders.
An online portal that allows Tenants (amongst others) to enter Issues into the System.
The period commencing on (and including) the Service Start Date and (subject to the provisions of clause 1.1) expiring on the Service Expiry Date.
1. The headings in this Agreement do not affect its interpretation.
2. Unless the context otherwise requires:
(e) references to a clause are references to the numbered paragraphs contained in these Terms and Conditions.
3. Words in the singular include the plural
1.1 This Agreement shall run until the date (if any) which is 30 days from and including the date on which either party provides notice in writing to the other to terminate this Agreement.
2.1 The Supplier shall invoice the Customer monthly in advance.
2.2 The Customer shall pay the Fee to the Supplier monthly in advance during the Term.
2.3 The Fee shall be paid by the Customer in full and without deduction or set-off save for any set-off required by law.
3.1 Subject to the provisions of clauses 3.2 to 3.5 (inclusive) and to the Customer fully complying with its obligations under this Agreement the Supplier shall use all reasonable endeavours to make the System available to the Customer throughout the Term.
3.2 The Supplier shall not be responsible to the Customer for any loss suffered by the Customer in the event that the System is unavailable to the Customer at any time or times during the Term due to any reason which is beyond the reasonable control of the Supplier including, without limitation:
(a) defects of the Customer's equipment;
3.3 The Supplier is only responsible for making the System available to the Customer on the terms of this Agreement and is not responsible for the participation of the Customer or any other party in the System.
3.4 In the event that the Customer fails to pay the Fee in accordance with the terms of this Agreement the Supplier may suspend any one or more of the following functions of the System: (i) the Customer's access to the Agent Portal; (ii) the Tenants' access to the Tenant's Portal; and/or the functioning of the Communication Platform and in the event of any such suspension the Customer indemnifies the Supplier for any loss, claims, actions or proceedings that may be brought against the Supplier (whether by the Customer or by any other party) arising by reason of such suspension. Any such suspension does not excuse the Customer from its obligation to pay the Fee pursuant to this Agreement.
3.5 The Customer acknowledges that the System may be temporarily unavailable from time to time due to work that is carried out by the Supplier (or those authorised by the Supplier) to maintain and/or to upgrade the System. Except in the case of emergency including (without limitation) a material failure of the System or any functionality of the System the Supplier shall use its reasonable endeavours to ensure that such works do not render the System unavailable to the Customer during the hours of 9am to 6pm (inclusive) on any Working Day.
3.6 The Customer acknowledges that the scope of the Services may be amended from time to time with or without notice.
4.1 As soon as is reasonably practicable after the Service Start Date the Customer shall notify the Tenants of the availability of the Tenant Portal.
4.2 The Customer shall use all reasonable endeavours to keep the details on the System accurate and current from time to time including (without limitation) promptly:
(a) notifying Tenants not to report Issues through the Tenant Portal upon the expiry (or sooner determination) of their Tenancy; and
(b) informing Tenants of the availability of the Tenant Portal upon the commencement of a Tenancy.
4.3 If the Customer has the ability to reset the password of Tenants the Customer shall promptly respond to a request from a Tenant for such information to be reset.
4.4 The Customer shall comply with all applicable requirements relating to data protection including (without limitation) the Data Protection Act Legislation and the Customer shall (to the extent possible) also promptly delete a Tenant's account from the System upon request by that Tenant.
4.5 The Customer must not license, sell, rent, lease, transfer, assign, distribute, display, host, outsource, disclose, permit timesharing or service bureau use, or otherwise commercially exploit or make the Services, the Supplier's programs or materials available to any third party unless expressly permitted under the terms of this Agreement.
4.6 Subject only to limitations imposed by law the Supplier retains the right to view all data held in the System.
5.1 At the Customer's request (which must be received on or before the expiry or sooner determination of this Agreement) the Supplier may permit the Customer to access the Agent Portal for a period of 60 days after the termination or expiry of this Agreement for the sole purpose of reviewing (and only to the extent necessary to retrieve) a file of the Customer's data in the System. The Customer acknowledges and agrees that the Supplier has no obligation to retain the Customer's data nor to provide a copy of that data to the Customer or to any other party and that the Customer's data may be deleted after 60 days following the expiry or sooner determination of this Agreement.
6.1 The Supplier shall use a commercially reasonable level of skill and care to provide the Services.
6.2 Except as expressly set out in this Agreement the Supplier does not make any warranty or representation to the Customer about the Services and (without limitation) the Supplier does not provide any representation or warranty regarding any of the following: (1) the storage of data; (2) the scope of the Services; (3) the function reliability or availability of the Services; (4) that the Services will be uninterrupted, timely, secure or error-free; (5) that the Services are appropriate for the Customer's needs; (6) that errors in the Services or the System will be corrected.
6.3 The Customer acknowledges and agrees that subject to the Supplier complying with its obligations as set out in clause 6.1:
(a) the Supplier provides the Service "as is" and "as available"; and
(b) to the extent permitted by law all warranties whether express or implied (including those that are implied by law) are excluded; and
6.4 Notwithstanding any provision to the contrary (save in each case as set out at clause 6.5) the liability of the Supplier to the Customer shall be limited to the aggregate amount of the Fee paid by the Customer in the then current term of this Agreement and the Supplier shall not be liable to the Customer for any and all of the following:
6.5 Nothing in this Agreement shall be construed as attempting to limit or exclude the liability of any party in respect of injury to, or the death of, any person caused by any wilful or negligent act or omission of any party, its officers, employees, agents or subcontractors, or for fraud or fraudulent misrepresentation or the deliberate default or wilful misconduct of that party, its employees or agents or subcontractors.
6.6 Except for actions for non-payment or breach of the Supplier's proprietary rights, no action, regardless of form, arising out of or relating to this Agreement may be brought by either party more than two years after the cause of action has accrued.
6.7 The Customer warrants and undertakes that its use of the System and the use by those granted access to the System by the Customer:
The Customer indemnifies the Supplier for any losses it may incur (including legal costs and expenses) as a result of a breach by the Customer of this clause 6.7.
6.8 The Customer acknowledges that as between the Customer and the Supplier, the internet subdomain ("Subdomain") on which (amongst others) the Agent Portal and the Tenant Portal are hosted remains the absolute property of the Supplier and the Customer has no right to assign, sublet or to otherwise transfer the Subdomain. The Customer indemnifies the Supplier for any losses that it may incur (including legal costs and expenses) as a result of a breach by the Customer of this clause 6.8.
7. Law Prevails
7.1 Nothing in these Terms is intended to exclude or to limit any condition, warranty, right or liability that may not be lawfully excluded or limited. Accordingly only those limitations that are lawful in England and Wales will apply and the Supplier's liability is limited to the maximum extent permitted by law.
8.1 From time to time the Supplier may engage certain affiliates or other third parties to provide technical or other services relating to all or part of the Service to the Customer, and the Customer agrees that such third party involvement is acceptable. Without limitation the Customer acknowledges and agrees that any translation of the Service is carried out by third party software and that the Supplier to the extent permitted by law has no liability in relation to the accuracy or completeness of any translated information or documentation provided by the System.
8.2 The parties do not intend that any of the provisions of this Agreement shall be enforceable by any third party pursuant to the Contracts (Rights of Third Parties) Act 1999.
8.3 The Supplier may from time to time include as part of the Services and/or the Software computer software that is supplied by third parties which is utilised by permission of the respective licensors and/or copyright holders on the terms provided by such parties. The Supplier expressly disclaims any warranty or other assurance to the Customer regarding such third party software.
8.4 Except as required by law or pursuant to any regulation or as requested or required by any competent authority the Supplier will not make details of the Property or Landlords available to any third party without the prior written consent of the Customer.
8.5 If the Customer uses the System as part of software provided by a third party the Supplier expressly disclaims any warranty or other assurance to the Customer regarding such third party software.
8.6 If the System is integrated into any other software system ("Other System") owned or used by the Customer by the Supplier, the Supplier shall use its reasonable endeavours to ensure that the System works with the Other System but the Supplier is neither responsible for:
9.1 Both parties will comply with all applicable requirements of the Data Protection Legislation (“Data Protection Requirements”). This clause 9 is in addition to, and does not relieve, remove or replace, a party's obligations under the Data Protection Legislation.
9.2 The parties acknowledge that for the purposes of the Data Protection Legislation, the Customer is the data controller and the Supplier is the data processor (where Data Controller and Data Processor have the meanings as defined in the Data Protection Legislation). Appendix 1 sets out the scope, nature and purpose of processing by the Supplier, the duration of the processing and the types of Personal Data and categories of Data Subject (both as defined in the Data Protection Legislation).
9.3 Without prejudice to the generality of clause 9.1, the Customer will ensure that it has all necessary appropriate consents and notices in place to enable lawful transfer of the Personal Data to the Supplier for the duration and purposes of this agreement including, without limitation, the provision of a notice to each data subject which complies with Article 13 of the GDPR.
9.4 Without prejudice to the generality of clause 9.1, the Customer agrees to:
(a) provide instructions to the Supplier and determine the purposes and general means of the Supplier’s processing of Personal Data in accordance with the Agreement; and
9.5 Without prejudice to the generality of clause 9.1, the Supplier shall, in relation to any Personal Data processed in connection with the performance by the Supplier of its obligations under this agreement:
(h) as soon as reasonably practicable on or after the date that is 60 days after the termination of the data processing services or upon the Customer’s reasonable request, anonymise all the Personal Data unless Data Protection Requirements prevent the Supplier from anonymising all or part of the Personal Data disclosed. In such case, the Supplier agrees to preserve the confidentiality of the Personal Data retained by it and that it will only actively process such Personal Data after such date in order to comply with applicable laws;
(i) the Customer may request a copy of the Personal Data from the Supplier up to but excluding the date that is 60 days after the termination of the data processing services.
(j) maintain complete and accurate records and information to demonstrate its compliance with this clause 9 and allow for audits by the Customer or the Customer’s designated auditor; and
9.6 The Supplier intends to engage Subprocessors to delegate part of its processing activities and the Customer consents to the appointment of those Subprocessors which are included in the list of Subprocessors the Supplier maintains online (at such website address as the Supplier may notify to the Customer from time to time) and the Supplier must inform the Customer of any intended changes to this list which, for the avoidance of doubt, may be done inter alia via in-system notifications.
9.7 The Supplier confirms that for those Subprocessors referred to in clause 9.6, it has entered or (as the case may be) will enter into a written agreement substantially on that Subprocessor’s standard terms of business with each agreement with a Subprocessor being in accordance with the Data Protection Requirements. As between the Customer and the Supplier, the Supplier shall remain fully liable for all acts or omissions of any Subprocessor appointed by it pursuant to clause 9.6.
9.8 The Customer acknowledges that the Supplier’s system may integrate into other software systems that are owned by third party data processors being systems that the Customer has contracted with for the provision of services. The Supplier, on receipt of instructions from the Customer, may transfer Personal Data to and otherwise interact with third party data processors. The Customer agrees that if and to the extent such transfers occur, the Customer is responsible for entering into separate contractual arrangements with such third party data processors binding them to comply with obligations in accordance with Data Protection Requirements. For the avoidance of doubt, such third party data processors are not Subprocessors.
9.9 The Customer and the Supplier acknowledge that for the purposes of the Data Protection Legislation the responsibility for complying with a subject access request lies with the Customer as Data Controller. The Supplier will pass on any subject access request to the Customer as soon as is reasonably practicable and will notify the data subject that has made the subject access request once this has been done.
9.10 The Supplier may, at any time on not less than 30 days’ notice, revise this clause 9 by replacing it with any applicable controller to processor standard clauses or similar terms forming party of an applicable certification scheme (which shall apply when replaced by attachment to this DPA) provided that any such revised clause shall comply with the Data Protection Requirements.
9.11 The Supplier’s data protection officer at the date of this DPA is Katie Buxton (dpo@fixflo.com) and the Supplier may, from time to time, notify the Customer of any change in the identity of its data protection officer.
9.12 Nothing in this DPA removes or precludes any of the Customer’s or the Supplier’s obligations pursuant to the Data Protection Legislation.
9.13 The Supplier’s liability pursuant to this DPA is limited to £1,000,000 (one million pounds).
(b) Each party acknowledges that in entering into this Agreement it has not relied on, and shall have no right or remedy in respect of, any statement,representation, assurance or warranty (whether made negligently or innocently) other than as expressly set out in this Agreement.
12.1The Customer acknowledges and agrees that all intellectual property rights in the Services and the Software and anything developed and delivered under this Agreement belong absolutely to the Supplier.
12.2The Customer agrees not to modify, copy or create derivative works of, decompile or otherwise attempt to reverse engineer or to extract source code from the Services or Software or any part of the Services (the foregoing prohibitions include but are not limited to review of data structures or similar materials produced by programs), nor to access or use the Services in order to build or support, and/or assist a third party in building or supporting, products or services competitive to the Supplier unless (in each case) laws prohibit these restrictions or unless the Customer has the Supplier's prior written consent to do so. For the purposes of this clause 12.2 in order for written consent of the Supplier to be valid it must be provided by a director of the Supplier by fax or letter to the Customer. The Customer indemnifies the Supplier for all costs, damages and losses arising directly or indirectly from the Customer's breach of this clause 12.2.
14. Assignment etc.
14.1 The Supplier may at any time assign, novate, charge, subcontract or deal in any other manner with any or all of its rights and obligations under this Agreement, provided it gives written notice to the Customer.
14.2 The Customer may not assign this Agreement or give or transfer the services or an interest in them to another individual or entity and if the Customer grants a security interest in any portion of the Services, the secured party has no right to use or transfer the Services or the System.
15.1 If any court or competent authority finds that any provision of this Agreement (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision shall, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this Agreement shall not be affected.
16.No partnership or agency
In order for the System to be used by the Customer, the Supplier has pre-loaded the System with various documents and email templates which can be amended by the Customer in the Agency Portal. The Customer acknowledges that:
(a) those documents and templates were provided as a starting point only;
(b) the Customer has had the opportunity to accept, delete and/or modify those documents and templates;
(c) the Supplier has not represented that those documents and templates are complete or accurate or meet the Customer's needs; and
(d) no warranty has been given by the Supplier in relation to those documents and templates.
18. Limitations on Use
18.1 Except as expressly provided for in this Agreement the Customer shall not copy,reproduce, distribute, republish, download, display, post or transmit any part of the Services or Software in any form or by any means, including but not limited to electronic, mechanical, photocopying, recording, or other means.
18.2 Pursuant to this Agreement the Services are only being made available to the Customer and the Agents that are authorised by the Customer. The Customer shall make every reasonable effort to prevent unauthorised third parties from accessing the Services.
19. Customer Logo and Name
19.1 The Customer hereby grants to the Supplier a non-exclusive licence to use the Customer's logo and name on its websites and general marketing materials for marketing purposes for the duration of the Term and for 1 month after the expiry of the Term.
19.2 The Customer consents to the Supplier using its Personal Data (being only the Agent's email address) to contact the Customer by electronic means (email only) with information about goods and services provided by the Supplier or any affliliate from time to time of the Supplier.
20.1 This Agreement may be executed in two or more counterparts, each of which together shall be deemed an original, but all of which together shall constitute one and the same instrument. In the event that any signature is delivered by facsimile transmission or by e-mail delivery of a ".pdf" format data file, such signature shall create a valid and binding obligation ofthe party executing (or on whose behalf such signature is executed) with the same force and effect as if such facsimile or ".pdf" signature page were an original thereof.
21. Terms Apply
21.1 This Agreement shall apply save in the case (and to the extent) that the terms of this Agreement are disapplied or modified by a written agreement that has been signed by at least one director of each of the Customer and the Supplier.
22.1 Each party shall at its own cost execute such further documents and do any and all such further things as may be necessary to implement and carry out the intent of this Agreement.
Part 1: Fixflo Fee
A minimum charge of £40 (exclusive of VAT) per calendar month which shall include the first 110 Properties and thereafter £0.35 per Property per calendar month (exclusive of VAT).
Part 2: Fixflo Plus Fee
A minimum charge of £75 (exclusive of VAT) per calendar month which shall include the first 110 Properties and thereafter £0.55 per Property per calendar month (exclusive of VAT).
Part 3: Fixflo Block Management Fee
Subject to Section B below the pricing is as follows:
Basic package: £0.15 per Property per calendar month subject to a minimum charge of £75 (exclusive of VAT) per calendar month.
Professional package: £0.25 per Property per calendar month subject to a minimum charge of £75 (exclusive of VAT) per calendar month.
Enterprise package: £0.35 per Property per calendar month subject to a minimum charge of £75 (exclusive of VAT) per calendar month.
Each package as detailed on the Supplier's website from time to time and as amended from time to time.
The Fixflo Block Management Fee is valid until 31 December 2018 and revised pricing will be communicated by the Supplier to the Customer in advance of this expiry date. In the absence of notification these prices will remain. The Customer will be deemed to accept the new price by continuing to use the Services after the price change takes effect. If the Customer does not agree with the price changes, the Customer has the right to reject the changes by terminating this Agreement prior to the price change going ahead.
In the event that the Customer wishes to integrate the Fixflo Block Management repair management system with a third party accounting and/or property management system the price will be increased by 25%.
1. Definition of "Communication Platform"
Deleted and replaced with:
An online system that allows the Customer to receive emailed notifications of Reported Issues and that allows the Customer to communicate with: (i) prospective and instructed Contractors; and/or (ii) Landlords, in each case in relation to Reported Issues that are from time to time unresolved.
2. New definition of "Contractors" added:
People or entities that the Supplier and/or the Customer from time to time register as contractors in the System.
3. New definition of "Landlords" added:
People or entities that the Customer from time to time indicates to be a landlord in the System.
Personal Data about tenants in properties managed by the Customer will be processed by the Fixflo system using a number of sub-processors. The Personal Data is used to process maintenance requests and/or maintenance delivery depending on modules used.
The processing of Personal Data is done to protect a landlord’s legitimate interest in maintaining its property or properties that are managed using the services offered by the Supplier.
During the Term of this Agreement, the Supplier intends to store Personal Data for a period of 6 years from completion of the relevant transaction (being completion of a repair request in the case of Fixflo; or completion of a repair in the case of Fixflo Plus). This is to tie back to the Customer’s (and their landlord client’s) interest in retaining full records during the limitation period for claims.
Name: agent(s), occupier(s), landlord(s), contractor(s), external user(s)
Email address: agent(s), occupier(s), landlord(s), contractor(s), external user(s)
Telephone number: agent(s), occupier(s), landlord(s), contractor(s), external user(s)
Address: occupier(s), landlord(s), contractor(s)
The categories of data subject are agents, occupiers, landlords, contractors and external users.