Terms & Conditions

Effective date: 11 September 2025

Important notice: This template is provided for general information only and does not constitute legal advice. UK housing law varies between England, Wales, Scotland and Northern Ireland and changes over time. Please ask a qualified solicitor or compliance adviser to review and tailor these Terms to your business before publishing.

1. Who we are

Obox Lettings (“we“, “us“, “our“) is the letting brand of Obox Solution [Ltd] (the “Company“).

Registered company name: Obox Solution [Ltd]
Company number: [●] (registered in England and Wales)
Registered office: [●]
Trading address: [●]
Email: info@oboxlettings.co.uk
Telephone: +44 123 456 7891
Website: www.oboxlettings.co.uk

If you are a consumer, additional rights may apply under applicable consumer protection law.

2. What these Terms cover

These Terms govern your use of our website, portals, mobile sites and any tools or services we make available through them (together, the “Site“). They also set out the basis on which we provide letting-related services to landlords and tenants/applicants (together, “Users“).

3. Geographic scope and key legal frameworks

We market and facilitate lettings of residential property in the United Kingdom. Different rules can apply depending on location:

England: Tenant Fees Act 2019; Housing Act 2004; Deregulation Act 2015; Immigration Act 2014 (Right to Rent); Homes (Fitness for Human Habitation) Act 2018.
Wales: Renting Homes (Wales) Act 2016 and related regulations.
Scotland: Private Housing (Tenancies) (Scotland) Act 2016; Housing (Scotland) Act 2014 (letting fees ban).
Northern Ireland: Private Tenancies Act (Northern Ireland) 2022.
We comply with Equality Act 2010 and any local licensing/selective licensing rules, where applicable. Specific statutory references in these Terms are illustrative; the property’s location will determine the exact regime.

4. Your agreement

By accessing the Site, creating an account, making an enquiry, booking a viewing, submitting an application, instructing us, or using our services, you confirm that you:

are at least 18 years old and legally capable of entering into contracts;
accept these Terms and agree to comply with them; and
will ensure all information you provide is true, accurate, and not misleading.

If you do not agree, you must not use the Site.

5. Our role

Unless expressly stated in writing, we act as letting agent for landlords to market properties, conduct viewings, carry out referencing, collect initial monies, and (for managed properties) handle rent collection and management during the tenancy. We are not a party to the tenancy agreement unless we expressly sign as such.

6. Accounts and security

You may create an account to use certain features. You are responsible for safeguarding login credentials, for all activity under your account, and for notifying us promptly of any suspected breach.

7. Property listings and content

Listings are for information only and do not constitute an offer or contract. Availability, descriptions, floor areas, images and prices are subject to change without notice.
Measurements are approximate. You must verify information that is important to you (e.g., distances, schools, broadband, parking, licensing).
We may update, suspend or withdraw listings at any time.

8. Viewings, applications and referencing

Viewings are by appointment and may be accompanied or self-guided where available.
If you wish to rent a property you may be asked to place a holding deposit (see Section 10) and complete an application.
We (or a referencing partner) may carry out credit, affordability and referencing checks and Right to Rent checks (England) under the Immigration Act 2014. Failure to pass checks or provide required documents may result in your application being declined.
We may request guarantor information if affordability thresholds are not met.

9. Anti‑money laundering and identity checks

To comply with the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017, we may perform identity and verification checks on landlords and tenants/guarantors, including screening via third‑party providers. We may refuse to act or terminate services if satisfactory evidence is not provided.

10. Fees, deposits and permitted payments

10.1 Tenant fees (England)

For assured shorthold tenancies in England, only permitted payments may be charged under the Tenant Fees Act 2019, including:

Rent;
Refundable tenancy deposit (capped according to law);
Refundable holding deposit (capped at one week’s rent);
Default fees for late rent/lost keys where lawful;
Variation/assignment/early termination fees where requested by the tenant and allowed by law;
Utilities/TV licence/communication services/Council Tax where applicable.

For Wales, Scotland and Northern Ireland, local fee rules apply and we will follow the law in that jurisdiction.

10.2 Holding deposits

Placing a holding deposit does not guarantee a tenancy.
It may be forfeited where legislation permits (e.g., if an applicant provides false/misleading information, fails Right to Rent checks, withdraws, or fails to take reasonable steps to enter the tenancy).
If a tenancy proceeds, the holding deposit is usually applied to the first rent or tenancy deposit.

10.3 Landlord fees

Landlord service fees (let‑only/tenant‑find, rent collection, fully managed, and add‑ons) will be set out in our Agency Terms of Business. Fees are subject to VAT at the prevailing rate unless stated otherwise.

11. Tenancy deposits

Where we take or protect deposits on behalf of a landlord, they will be protected in an authorised scheme (e.g., DPS, TDS, or mydeposits) applicable to the property’s jurisdiction. Prescribed information will be supplied within statutory time limits. Disputes may be referred to the relevant scheme’s adjudication service. If the landlord protects the deposit directly, responsibility for compliance remains with the landlord.

12. Rent collection and arrears

If we are instructed to collect rent, we will process payments using designated client accounts. Late payment charges may apply where lawful and set out in the tenancy agreement. Persistent arrears may result in notices being served in accordance with applicable housing legislation.

13. Property standards, certificates and safety

Landlords are responsible for providing a property that meets legal standards, including (where applicable):

EPC to the required rating;
Gas Safety certificate (annual);
Electrical Installation Condition Report (EICR);
Smoke and carbon monoxide alarms;
Licensing (HMO/selective/additional) if required;
Legionella risk management;
Fitness for human habitation.
For managed properties, we can assist with arranging inspections/certificates as per the Agency Terms of Business.

14. Repairs, maintenance and emergencies (managed properties)

For properties we manage, report repairs via the Site or the contact details provided. We will prioritise works according to urgency and legal obligations and may appoint contractors on the landlord’s behalf. Out‑of‑hours emergency contact details will be provided where applicable.

15. Fair use and prohibited conduct

You must not:

use the Site for unlawful purposes, harassment, discrimination, or to publish offensive content;
misuse the Site (introduce viruses/malware, attempt to gain unauthorised access, scrape at scale, or reverse engineer);
copy, reproduce or commercially exploit Site content without our written consent;
submit content or documents you do not own or have permission to share.

We may suspend or terminate access where we reasonably believe these Terms have been breached.

16. Intellectual property

All Site content, trademarks, logos, software and databases are owned by or licensed to us. You may view and download materials for personal use only. Any other use requires our prior written consent.

17. Third‑party services and links

We may link to third‑party websites or use third‑party providers (referencing, AML, payment, property portals, deposit schemes). We are not responsible for third‑party content or availability. Your use of third‑party services is subject to their terms and privacy notices.

18. Data protection

We will process personal data in accordance with UK GDPR and the Data Protection Act 2018, as set out in our Privacy Notice. By using the Site you acknowledge such processing. Please review our Cookie Policy for details of tracking technologies used.

19. Complaints, redress and client money

We operate a written Complaints Procedure.
We are a member of an approved redress scheme: [The Property Ombudsman / Property Redress Scheme] — membership details: [●].
Where we hold client money, we maintain Client Money Protection (CMP) in accordance with applicable regulations — scheme: [●].
Evidence of membership/scheme certificates are available on request and (where applicable) displayed on our Site or office signage.

20. Disclaimers and limitation of liability

The Site is provided on an “as is” and “as available” basis. We do not warrant that it will be uninterrupted or error‑free.
Nothing on the Site is advice on which you should rely; obtain professional or legal advice before taking action.
We do not exclude or limit liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or other liability that cannot be limited under law.
Subject to the foregoing, we will not be liable for: loss of profits, revenue, business, goodwill, data, or indirect/consequential losses; or any loss arising from events beyond our reasonable control.
Our total aggregate liability to you arising out of or in connection with these Terms or the Site shall not exceed the greater of £100 or the total fees you paid us in the 12 months preceding the claim, except where law requires otherwise.

21. Indemnity

You agree to indemnify us and keep us indemnified against all losses, liabilities, costs and expenses arising from your breach of these Terms or misuse of the Site.

22. Termination and suspension

We may suspend or terminate your access to the Site, and/or our services, at any time where you materially breach these Terms, fail required checks, or where continuing would be unlawful.

23. Changes to the Site and to these Terms

We may update the Site and these Terms from time to time. Changes take effect when posted to the Site (or notified to you, where required). If you continue to use the Site after changes, you accept the updated Terms.

24. Notices and communication

We may contact you by email, SMS, phone, post, or in‑app notifications using the contact details you provide. Formal notices to us should be sent to the registered office and email listed in Section 1.

25. Accessibility and reasonable adjustments

We aim to make our services accessible. If you need adjustments (for example, large‑print documents or step‑free viewings), please tell us and we will take reasonable steps to accommodate you.

26. Anti‑discrimination and fair housing

We do not tolerate unlawful discrimination. Marketing and selection decisions must comply with the Equality Act 2010 and any applicable local guidance.

27. Force majeure

We are not responsible for failure to perform caused by events outside our reasonable control, including acts of God, strikes, epidemics, power failures, or government restrictions.

28. Assignment

We may assign or transfer our rights and obligations under these Terms. You may not assign or transfer your rights without our prior written consent.

29. Severance

If any part of these Terms is found unlawful or unenforceable, the remainder will remain in full force and effect.

30. Entire agreement; no waiver

These Terms, together with any documents referred to, constitute the entire agreement between you and us regarding the Site and services (except where a separate signed agreement applies). A failure to enforce any right does not waive it.

31. Governing law and jurisdiction

These Terms and any non‑contractual obligations arising out of them are governed by the laws of England and Wales. The courts of England and Wales will have exclusive jurisdiction, except that if you are a consumer resident in Scotland or Northern Ireland you may also bring proceedings in your home courts.

32. Contact

For questions about these Terms, please contact us using the details in Section 1.

Placeholders to complete before publishing

Registered company details and addresses
Contact email/phone — Completed (info@oboxlettings.co.uk / +44 123 456 7891)
Redress scheme name, ID and link
CMP scheme name and certificate link
Deposit protection scheme(s) used
Links to Privacy Notice, Cookie Policy and Complaints Procedure
Service descriptions and fee schedules in Agency Terms of Business