Draft for legal review. These terms have not yet been checked by a solicitor. Section 7 (billing, the service fee and Direct Debit) was rewritten on 30 September 2026 and needs particular attention before launch.

1. Agreement to terms

By accessing or using the Proppa Limited website and services, you agree to be bound by these Terms of Service. If you do not agree to these terms, please do not use our services.

2. Description of service

Proppa Limited provides self-management software designed for small residential blocks. Our platform helps the company that runs a building (an RTM company or management company), its directors and its managing agent manage the building without the need for an external managing agent. Leaseholders who are members of a building can use it too.

3. Eligibility

You must be at least 18 years old and have the legal capacity to use our services. The subscription itself is entered into by the business that runs the building (see section 7), and the person signing up confirms they are authorised to act for it.

4. User accounts

When you create an account with us, you are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. You agree to notify us immediately of any unauthorised use.

5. Acceptable use

You agree not to:

Use the service for any unlawful purpose.
Attempt to gain unauthorised access to any part of the service.
Interfere with or disrupt the integrity or performance of the service.
Upload or transmit viruses, malware, or other harmful code.
Use the service to harass, abuse, or harm others.

6. Intellectual property

All content, features, and functionality of the Proppa Limited service, including text, graphics, logos, and software, are owned by Proppa Limited and are protected by UK and international intellectual property laws.

7. Billing and payment

Who can subscribe. Proppa's subscription is for businesses only: the RTM company or management company that runs the building, or its managing agent acting for it. It is not offered to individuals as consumers.

Plans. Proppa offers two ways to pay: monthly, or yearly, where twelve months are paid up front at a discount (currently 20% off the monthly price). Prices are charged per flat within your building, and some blocks may have extra charges agreed with us in writing. All prices shown are before VAT. VAT at the standard rate (currently 20%) is added to the price and to the service fee, and each bill shows it.

Direct Debit only. Payment is taken by Direct Debit from your building's business bank account, held in the name of your RTM company or management company. Direct Debit payments are protected by the Direct Debit Guarantee. We use Stripe to collect payments. By signing up you authorise Proppa to collect payments in accordance with your chosen plan.

Service fee. Each payment includes a service fee. It covers what it costs us to collect the payment (our payment processor's charges) plus a margin, currently 10% of that cost. The fee is worked out again on each payment, it is shown next to the price before you sign up, and it is shown as its own line on each bill. It goes up or down if our payment costs change. Before each payment is taken we tell you the amount by email, as Direct Debit rules require.

Price changes. During our introductory period, discounted pricing is available to early members. Any discount applied at signup will be honoured for the duration stated when you signed up. Proppa reserves the right to update pricing, with a minimum of 30 days' written notice before any price change takes effect for existing customers. If you do not accept a change you can cancel before it takes effect and it will not apply to you.

Payments that fail. If a payment fails we will tell you and try again. If it stays unpaid after a grace period (7 days unless we agree otherwise), the people who manage the building on Proppa will see a payment screen instead of the building until the payment is made. Nothing is deleted, and leaseholders who do not manage the building are not affected.

One-off charges and refunds. We may agree extra one-off charges with you, which we will take by Direct Debit or send as an invoice. If we refund a payment, the money returns to the bank account it came from, which can take a few days.

8. Free month

At launch, a new building is entitled to one free month when it signs up, once per building. The free month delays the first payment: no payment is taken during it, on either the monthly or the yearly plan. If you cancel before the free month ends, nothing is charged. Otherwise your chosen plan starts automatically when the free month ends, and the yearly plan is then paid for the twelve months that follow.

9. Cancellation

You may cancel your Proppa subscription at any time.

For monthly plans, cancellation takes effect at the end of the current billing month. You will not be charged for the following month.

For yearly plans, cancellation takes effect at the end of the current yearly billing period. Yearly plans are non-refundable: no partial refunds are issued for unused months. Upon cancellation of a yearly plan, you retain full access to all Proppa features until your billing period expires.

To cancel, contact us at hello@proppa.io or use the cancellation option within your Proppa account.

10. Subscriptions and buildings

A Proppa subscription is held in the name of the building's management company or RTM company, not the individual who created the account. If a director or account holder changes, the subscription can be transferred to the new director by contacting us at hello@proppa.io. Proppa is not responsible for disputes between leaseholders or directors regarding account access or authority to manage the subscription.

Each subscription covers one building. If you manage multiple buildings, a separate subscription is required for each.

11. Limitation of liability

Proppa provides software tools to assist with building self-management. We are not a managing agent, property manager, or legal adviser. Nothing within the Proppa platform constitutes legal, financial, or property management advice. You remain solely responsible for all decisions made in relation to your building, including service charge budgets, maintenance decisions, and compliance obligations.

Proppa's liability to you shall not exceed the total subscription fees paid by you in the 12 months preceding the event giving rise to the claim. Proppa is not liable for any indirect, consequential, or special losses arising from your use of the platform.

12. Termination

We reserve the right to suspend or terminate your access to the service, without notice, for conduct that we believe violates these terms or is harmful to other users, us, or third parties. If we end your access for any other reason, we will refund the part of any yearly payment that covers the months after it ends.

13. Governing law

These terms shall be governed by and construed in accordance with the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

14. Changes to terms

We may update these terms from time to time. We will notify you of any material changes by posting the updated terms on our website. Your continued use of the service after changes constitutes acceptance of the new terms.

15. Contact us

If you have any questions about these Terms of Service, please contact us at hello@proppa.io.