Terms of use
These Terms of Use govern your access to and use of the Propiva website and platform.
By creating an account, accessing the platform or using Propiva, you agree to these Terms. If you do not agree to them, you should not use the service.
Please read these Terms carefully.
1. About Propiva
Propiva is a UK property management and compliance platform designed to help landlords organise and manage information relating to their rental properties.
Propiva provides tools for areas including property records, tenant information, compliance documents, document sharing, maintenance, inventories, reminders and other property management activities.
For general enquiries, please contact:
Email: info@propiva.co.uk
2. Who can use Propiva
You must be at least 18 years old to create a landlord account and use Propiva as a landlord.
By creating an account, you confirm that:
- The information you provide is accurate and up to date.
- You are legally able to enter into these Terms.
- You will use Propiva only for lawful purposes.
- You have the necessary authority and lawful basis to enter or upload information relating to properties, tenants and tenancies.
Propiva is currently intended primarily for landlords managing residential rental properties in the United Kingdom.
3. Your account
You are responsible for maintaining the security of your account and login credentials.
You must not:
- Share your password with unauthorised individuals.
- Allow another person to use your account without appropriate authority.
- Attempt to access another user's account or data.
- Use Propiva for unlawful or fraudulent purposes.
You should notify us promptly at info@propiva.co.uk if you believe your account has been accessed without permission.
You are responsible for ensuring that the information stored within your account remains accurate and appropriate.
4. The Propiva service
Propiva provides software tools intended to help landlords organise and manage their properties.
Features may include:
- Property and tenancy records
- Compliance tracking
- Compliance expiry reminders
- Tenant records
- Document storage
- Sharing documents with tenants
- Tenant document acknowledgements
- Maintenance reporting and tracking
- Inventory records
- Landlord notes and timelines
- Rent arrears tracking
- Email and in-platform notifications
Available features may depend on your subscription plan.
We may add, modify or remove features as Propiva develops. Where a material change significantly affects a paid service, we will aim to provide reasonable notice where appropriate.
5. Propiva is not legal advice
Propiva does not provide legal advice.
Information, reminders, compliance tools, checklists, guidance and other content provided through Propiva are intended for general information and organisational purposes only.
Landlord and tenant law can change and may differ depending on the location, property, tenancy and individual circumstances.
You remain responsible for:
- Understanding your legal obligations as a landlord.
- Determining which laws and regulations apply to your property.
- Obtaining and renewing required certificates, licences and documents.
- Serving legally required information and documents correctly and within applicable deadlines.
- Protecting tenant deposits in accordance with applicable requirements.
- Carrying out appropriate Right to Rent checks where required.
- Maintaining your property in accordance with applicable legal requirements.
- Seeking professional or legal advice where necessary.
The presence of a document, reminder, status or other indication within Propiva does not constitute confirmation that you or your property are legally compliant.
You should seek advice from an appropriately qualified professional where you are unsure of your obligations.
6. Compliance dates and reminders
Propiva may calculate or display expiry dates, deadlines, reminders and compliance statuses based on information entered by users.
These tools are intended to assist with organisation and should not be relied upon as the sole method of determining your legal obligations.
You are responsible for checking:
- Dates entered into Propiva.
- Expiry dates shown on certificates or documents.
- Applicable legal deadlines.
- Whether requirements have changed.
- Whether a particular requirement applies to your property or tenancy.
We cannot guarantee that reminders will always be received. Email delivery, internet connectivity, incorrect contact details, third-party services and other technical factors may affect notifications.
You should therefore maintain appropriate oversight of your legal and compliance obligations independently of Propiva.
7. Tenant document sharing and acknowledgements
Propiva may allow landlords to share documents with tenants and request confirmation that a tenant has viewed or acknowledged them.
Where Propiva records a tenant acknowledgement, this provides a record of the action taken through the platform.
An acknowledgement does not necessarily constitute proof that every legal requirement relating to the provision or service of a particular document has been satisfied.
Landlords remain responsible for determining:
- Which documents must be provided to tenants.
- When they must be provided.
- How they must legally be provided or served.
- Whether additional evidence or records should be retained.
Propiva does not guarantee that an electronic acknowledgement satisfies any particular statutory or evidential requirement.
8. Tenant information and personal data
Landlords may use Propiva to store personal information relating to tenants.
This may include contact information, tenancy details, maintenance records and documents. Depending on the features available, landlords may also store identity, referencing and Right to Rent documentation.
Landlords are responsible for ensuring that:
- They have a lawful basis for collecting and processing tenant information.
- Information uploaded to Propiva is relevant and appropriate.
- Personal information is not retained longer than necessary.
- Their use of tenant information complies with applicable data protection law.
- Tenant information is kept accurate where required.
Further information about how personal information is handled is available in our Privacy Policy.
9. Tenant accounts
Landlords may invite tenants to access certain parts of Propiva.
Tenant access may allow tenants to perform actions such as:
- View documents shared with them.
- Acknowledge documents.
- View inventory information.
- Submit maintenance requests.
- View the status of maintenance requests.
Tenants must not attempt to access information belonging to another tenant, landlord or property unless they are authorised to do so.
Tenant access does not create any contractual relationship between Propiva and the tenant in relation to the tenancy itself.
Propiva is not a party to the tenancy agreement between landlord and tenant.
10. Maintenance
Propiva may allow tenants to report maintenance issues and landlords to record and manage those issues.
Propiva does not provide maintenance or emergency repair services and is not responsible for carrying out repairs.
Landlords remain responsible for responding appropriately to maintenance and safety issues affecting their properties.
Propiva should not be used to report emergencies where immediate assistance is required.
In an emergency, users should contact the appropriate emergency service, landlord, property manager, utility provider or other relevant service as appropriate.
11. Rent arrears information
Propiva may allow landlords to record or flag rent arrears and may provide general information about potential next steps.
Any information relating to rent arrears, possession proceedings, notices or other legal processes is provided for general informational purposes only.
It does not constitute legal advice.
Landlords should obtain appropriate legal advice before taking legal action against a tenant.
12. Free and paid plans
Propiva may offer both free and paid subscription plans.
Features, property limits and usage limits vary between plans and will be described on our Pricing page.
We may change the features or limits included within plans from time to time.
Where a change materially affects an existing paid subscription, we will aim to provide reasonable notice before the change takes effect.
13. Paid subscriptions
Paid Propiva subscriptions may be available on a monthly or annual basis.
The applicable price and billing period will be displayed before you subscribe.
By purchasing a paid subscription, you authorise our payment provider to charge the applicable subscription fees using your selected payment method.
Subscriptions will normally renew automatically at the end of each billing period unless cancelled before the renewal date.
Payments may be processed by third-party payment providers such as Stripe.
We do not need to store your complete payment card details.
14. Cancelling your subscription
You may cancel a paid subscription in accordance with the cancellation options provided within your account or by contacting us where appropriate.
Cancellation prevents future renewal charges but will not normally result in a refund for subscription periods already paid for, except where required by law or expressly stated otherwise.
Your paid features may remain available until the end of the period for which you have already paid.
After your paid subscription ends, your account may be moved to the free plan where possible.
If your account contains more properties or uses features unavailable under the free plan, access to some functionality may be restricted until you upgrade again or reduce your usage to within the applicable free-plan limits.
15. Price changes
We may change subscription prices from time to time.
Any new price will be displayed before a new customer subscribes.
Where we change the price of an existing paid subscription, we will provide reasonable advance notice where required and explain when the new price will apply.
16. Payment failures
If a subscription payment fails, we may:
- Attempt to process the payment again.
- Ask you to update your payment method.
- Restrict access to paid features.
- Move your account to a free plan where appropriate.
- Suspend the account where payment remains outstanding.
We will aim to provide reasonable notice before restricting access because of a failed payment.
17. User content
You retain ownership of information and documents you upload to Propiva.
By uploading content, you give Propiva the limited rights necessary to host, store, process, back up and display that content solely for the purpose of providing and operating the service.
We do not acquire ownership of your property records, tenancy information, documents or other user content.
You are responsible for ensuring that you have the right to upload and process any information you add to Propiva.
18. Acceptable use
You must not use Propiva to:
- Break the law.
- Infringe another person's rights.
- Upload malicious software or harmful code.
- Attempt to compromise the security of the platform.
- Gain unauthorised access to data or accounts.
- Harass or threaten another person.
- Store information you have no lawful right to process.
- Interfere with the operation of Propiva.
- Copy, reverse engineer or attempt to reproduce the platform except where permitted by law.
19. Availability of the service
We aim to provide a reliable service, but we cannot guarantee that Propiva will always be available without interruption.
We may suspend or terminate accounts involved in serious or repeated misuse.
The service may occasionally be unavailable because of:
- Maintenance.
- Updates.
- Technical faults.
- Security incidents.
- Third-party service failures.
- Events outside our reasonable control.
We may carry out maintenance and updates where reasonably necessary to maintain, secure or improve the service.
20. Backups and important records
Propiva may maintain system backups as part of operating the service.
However, landlords should not use Propiva as the only copy of legally important or irreplaceable documents.
You are responsible for maintaining copies of important records where appropriate.
21. Intellectual property
Propiva and its associated software, branding, design, website content and other intellectual property belong to Propiva or its licensors.
Using Propiva does not transfer ownership of our intellectual property to you.
You may not reproduce, sell, license, distribute or commercially exploit Propiva or its content without permission, except where permitted by law.
Your own information and documents remain yours as described in Section 17.
22. Suspension and termination
We may suspend or terminate access to Propiva where reasonably necessary, including where:
- These Terms are seriously or repeatedly breached.
- The service is being used unlawfully.
- An account presents a security risk.
- Payment remains outstanding on a paid subscription.
- We are required to do so by law.
Where reasonably possible, we will provide notice and an opportunity to resolve the issue.
You may stop using Propiva at any time.
23. Account closure and data
You may request closure of your Propiva account.
Following closure, information may be retained for a limited period where necessary for legal, security, backup, accounting or administrative purposes.
Landlords should download or otherwise retain any records they need before closing their account.
Further information about retention and deletion of personal information can be found in our Privacy Policy.
24. Our responsibility to you
Nothing in these Terms excludes or limits liability where doing so would be unlawful, including liability that cannot legally be excluded under UK law.
Subject to those rights, Propiva is a software platform designed to assist with property organisation and management. We are not responsible for losses arising solely because a user:
- Entered incorrect or incomplete information.
- Failed to update information.
- Failed to act on a reminder.
- Relied upon Propiva as a substitute for
- professional or legal advice.
- Failed to comply with their independent legal obligations.
We do not guarantee that use of Propiva will prevent penalties, disputes, claims or other losses relating to the management of a property or tenancy.
25. Third-party services
Propiva may use or integrate with third-party services such as payment processors, hosting providers and email delivery services.
Those services may be subject to their own terms and privacy policies.
We are not responsible for third-party services outside our reasonable control, although this does not affect any rights you have against us that cannot legally be excluded.
26. Changes to these Terms
We may update these Terms from time to time to reflect changes to Propiva, our services, applicable law or business requirements.
Where changes materially affect your use of a paid service, we will provide reasonable notice where appropriate.
The latest version will be published on this page with an updated revision date.
27. Governing law
These Terms and your use of Propiva are governed by the applicable laws of England and Wales, subject to any mandatory rights you may have under the laws applicable to you.
The courts with jurisdiction will be determined in accordance with applicable law.
28. Contact us
If you have questions about these Terms or the Propiva service, please contact:
Propiva
Email: info@propiva.co.uk
Last updated: 27 Aug, 2026