These Terms of Service govern the use of this website and the property and facilities management services provided by YUF MANAGEMENT LTD, a company registered in the United Kingdom with its office at Faraday House, 6 Davy Avenue, Knowlhill, Milton Keynes - MK5 8HJ, United Kingdom (GB).
Please read these terms before using the website or instructing the company. By using this website, or by entering into an engagement with the company, you agree to be bound by the terms that apply to you. If you do not agree, you should not use the website or instruct the company.
In these terms, the company means YUF MANAGEMENT LTD. The client means the owner, landlord or other party who instructs the company to provide services. The property means the building or site in respect of which the services are provided. The services means the property and facilities management services described on this website and in the engagement schedule.
A tenant means a person or organisation occupying a unit at the property under a lease, licence or other arrangement. A contractor means a third party appointed to carry out works or provide a service at the property. The engagement schedule means the written document that sets out the particular services, fees and reporting arrangements agreed with a client.
A working day means Monday to Friday, excluding public holidays in England. Writing includes email sent to the address on file. These definitions apply throughout the terms unless the context requires otherwise.
Your use of this website confirms that you accept these terms and that you will use the website in accordance with them. If you use the website on behalf of an organisation, you confirm that you have authority to bind that organisation.
Where the company provides services to a client, these terms apply to the engagement unless they are varied in a written engagement schedule signed by both parties. If there is a conflict between these terms and an engagement schedule, the engagement schedule takes precedence for the services it covers.
Any standard terms supplied by a client do not apply unless the company has accepted them in writing. No conduct, course of dealing or failure to object amounts to acceptance of different terms.
The company provides property and facilities management services for commercial property. The services available are commercial unit lettings, service charge administration, compliance inspection rounds, maintenance contract oversight, the tenant liaison desk and budget forecast reviews. The precise scope for any property is set out in the engagement schedule, which identifies the services included, the reporting cadence, the site coverage and the named contacts.
Services not listed in the engagement schedule are outside the scope of the engagement. Where a client asks the company to carry out additional work, the company will confirm the additional scope and any additional fee in writing before starting. Work started without written confirmation is carried out on a reasonable endeavours basis and remains chargeable at the prevailing rate.
The company is a manager, not an insurer, a guarantor of building condition or a provider of legal, valuation, structural engineering or specialist health and safety consultancy services. Where such advice is required, the company will say so and can recommend an appropriately qualified adviser.
An engagement is formed when the client accepts the company written proposal, either by signing the engagement schedule or by confirming acceptance in writing. The engagement takes effect on the start date stated in the schedule.
Before the start date, the company may ask the client to provide the property documents, the occupancy records, the service charge history and the contractor information needed to build the working file. The client is responsible for the accuracy of the information provided and for telling the company about any known defect, dispute or compliance issue.
The company may decline an engagement, or may end one, where the property presents a risk that cannot be managed within the proposed scope, where required information is not provided, or where the client is not the party with authority to instruct the services.
Fees are set out in the engagement schedule. The schedule states whether the fee is a fixed management fee, a percentage of collected service charge, a fee per unit, or a combination of these methods. The schedule may also set out charges for additional work and for disbursements such as postage or travel.
Invoices are issued monthly or quarterly as stated in the schedule. Payment is due within thirty days of the invoice date unless the schedule states otherwise. All amounts are stated in pounds sterling and are exclusive of value added tax where value added tax applies.
Where an invoice remains unpaid beyond the agreed period, the company may charge interest on the outstanding amount at the statutory rate applicable to late payment of commercial debts, calculated from the due date until payment is received. The company may also suspend services where invoices remain unpaid after written notice, provided that any suspension does not put the safety of the property or its occupants at risk.
The client is responsible for the cost of works, materials and third party services properly incurred in the management of the property. Such costs are either charged to the service charge where the occupancy terms allow it, or invoiced to the client directly where they are not recoverable from tenants.
The client agrees to do the following for the duration of the engagement.
Where the client does not meet these obligations and the company cannot carry out a service as a result, the company is not in breach of the engagement. The company will record the issue and may suspend the affected service until the position is resolved.
The company will provide the services with reasonable skill and care, in accordance with the engagement schedule and with the standards expected of a competent property and facilities manager in the United Kingdom.
The company will keep a working file for each property, maintain the compliance calendar, record inspection rounds, administer the service charge and respond to tenant requests through the liaison desk. The company will report to the client at the cadence stated in the schedule and will raise matters needing instruction without delay.
The company will appoint contractors with appropriate competence and insurance, will brief them on the property and will check attendance and invoices against the agreed scope. The company will tell the client about any material deterioration in contractor performance.
The company will hold personal data in accordance with the Privacy Policy and will handle confidential information in accordance with the confidentiality section of these terms.
Where the company administers the service charge, it will prepare a budget from the cost base, issue demands in accordance with the occupancy terms and track collection against each unit. The company will reconcile expenditure against the budget at the end of the service charge year and will prepare a statement of account.
The apportionment method is agreed with the client and recorded in the working file. Where the occupancy terms prescribe a method, that method applies. Where they do not, the company will apply a method that is reasonable and consistent, and will document it so that it can be explained to a tenant who asks.
The company does not guarantee that a budget will match actual expenditure. Budgets are forecasts, and a variance may arise from works that could not reasonably have been foreseen. The company will report variances and their causes rather than conceal them.
Where a tenant disputes a demand, the company will investigate and respond within a reasonable period. The company acts on the client instruction in relation to enforcement or legal recovery, and does not commence legal action in its own name without written authority.
Where the company handles a letting, it will market the unit on the basis of the information provided and the condition record it prepares. The company will accompany viewings and will answer questions about the building within its knowledge.
The company does not warrant the accuracy of information supplied by the client about a unit, and the client is responsible for confirming the usable area, the planning position and the service provision before the particulars are issued.
The company may introduce a prospective tenant, but the decision to grant a lease or licence rests with the client. The company will prepare the documentation where the engagement schedule includes that service, and will recommend independent legal advice where the terms of the letting are complex.
Any deposit held in connection with a letting is dealt with in accordance with the terms of the lease or licence and the applicable statutory scheme. The company will not hold a deposit outside such a scheme.
Inspection rounds are a management tool. They identify visible conditions and record them at the time of the visit. They are not a substitute for a statutory inspection, a specialist survey or the obligations that belong to the owner or a responsible person under health and safety law.
The company will follow a defined route and will report what it finds. It cannot guarantee that a defect will be found, particularly where the defect is hidden, intermittent or occurs between visits. The client remains responsible for commissioning specialist inspections where the law or the circumstances require them.
Where an inspection identifies an urgent risk, the company will escalate it promptly and will recommend immediate action. If the client does not authorise action and the risk remains, the company may record the position in writing and, where there is a risk to life or safety, may take reasonable steps to protect the property and inform the relevant authority.
Contractors are independent businesses and are not employees or agents of the company. The company appoints and monitors them but does not control the manner in which they carry out their trade.
The company will check that a contractor holds the insurance and qualifications appropriate to the work before appointment, and will keep the evidence on the contractor register. The client may ask to see the evidence for a particular appointment.
Where a contractor causes loss or damage, the company will assist the client in pursuing the matter with the contractor and the contractor insurer. The company liability for a contractor act or omission is limited in the same way as its other liability under these terms.
The client agrees not to engage a contractor introduced by the company for work at the property outside the management arrangement for a period of six months after the introduction, without the company written agreement.
The tenant desk receives requests, acknowledges them and routes them to the responsible party. The company will use reasonable efforts to respond within one working day during business hours and to keep the tenant informed of progress.
The company acts as the point of contact but does not accept responsibility for a landlord obligation that the client has not authorised it to discharge. Where a request falls to the client, the company will pass it on and will explain the position to the tenant.
The company may record calls and written correspondence for the purpose of managing the property and resolving disputes. Recordings and correspondence are held in accordance with the Privacy Policy and are not disclosed to another tenant.
The company may publish building rules and access procedures to tenants. The client is responsible for approving any rule that restricts the use of a unit or a shared area beyond what the occupancy terms already allow.
This website is provided for information. You may view the pages, print them for personal reference and contact the company through the contact page. You must not use the website in a way that is unlawful, fraudulent or harmful to the company or to another person.
You must not attempt to gain unauthorised access to the website or its underlying systems, introduce a malicious program, scrape the site at a rate that interferes with its operation, or use the content in a way that infringes the rights of the company or a third party.
The contact form on this website prepares an email in your own email application. You are responsible for the content of any message you send. Do not send confidential information such as bank details or identity documents through the form unless the company has asked you to do so through a secure channel.
The company may suspend or withdraw the website, or any part of it, without notice. The company does not guarantee that the website will be uninterrupted or free of error, although it will take reasonable steps to keep it available and accurate.
The content of this website, including the text, layout, graphics and design, belongs to the company or is used with permission. The company name and the visual identity of the site are protected by the rights that apply to them.
You may not copy, reproduce, republish or distribute the content for commercial use without written permission. You may quote a short passage with an acknowledgement to YUF MANAGEMENT LTD and a link to the page it came from.
The working methods, templates and reporting formats used in the provision of services belong to the company. A client receives the reports and records for its property, but does not acquire the underlying templates or the right to reuse them for another property without agreement.
Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be limited or excluded.
Subject to that, the company is not liable for loss of profit, loss of business, loss of opportunity, loss of anticipated saving or any indirect or consequential loss arising from the services or from the use of this website.
Subject to the paragraph above, the total liability of the company arising from an engagement in any twelve month period is limited to the total management fees paid by the client in the twelve months before the event giving rise to the claim. Where the claim relates to the use of this website and no engagement exists, the company liability is limited to one hundred pounds.
The company is not liable for a loss caused by a client failure to provide accurate information, to authorise a necessary work, to maintain insurance or to meet an obligation that belongs to the client under these terms. The company is also not liable for a loss caused by an event outside its reasonable control.
The client agrees to indemnify the company against any claim, loss, cost or expense arising from inaccurate information supplied by the client, from a breach of the client obligations in these terms, or from a failure by the client to comply with a law that applies to the property.
The company agrees to indemnify the client against any claim, loss, cost or expense arising from a breach by the company of these terms or from the negligence of the company in the provision of the services, subject to the limitation of liability above.
A party seeking an indemnity must tell the other party promptly, must allow the other party to participate in the defence and must not settle a claim without agreement. This keeps the cost of a dispute proportionate to its substance.
Neither party is liable for a failure or delay in performance caused by an event outside its reasonable control. Such events include severe weather, flooding, fire, industrial action, failure of a utility or communications network, an epidemic, a change in law and an act of a public authority.
A party affected by such an event must tell the other party promptly and must take reasonable steps to reduce the effect. Where the event continues for more than sixty days, either party may end the engagement by written notice without further liability, other than for sums already due.
The company will still take reasonable steps to protect a property from an urgent risk during such an event, to the extent it is safe and practical to do so.
The engagement runs for the term stated in the engagement schedule. Where no term is stated, it continues until ended in accordance with this section.
Either party may end the engagement by giving three months written notice, or such other period as the schedule states. Notice must be in writing and must state the intended end date.
Either party may end the engagement immediately by written notice if the other party commits a material breach that is not remedied within thirty days of a written request, becomes insolvent, or does something that brings the other party into disrepute.
On termination, the company will hand over the working file for the property, including the site plan, the compliance records and the service charge ledger, and will provide a final account. The client will pay all sums due, including fees for work carried out up to the end date. Provisions that by their nature should survive termination, including confidentiality, indemnity and liability, continue to apply.
Each party will keep confidential the information it receives about the other party in the course of the engagement, and will use it only for the purpose of the engagement. This does not apply to information that is public, that the receiving party already held lawfully, or that must be disclosed by law.
The company may disclose information to a contractor, a professional adviser or a service provider where that is necessary to provide the services, provided that the recipient is bound by an equivalent duty of confidence.
Personal data is processed in accordance with the Privacy Policy, which forms part of these terms. Where the company acts as a processor for a client, the parties will enter into a written data processing arrangement that sets out the instructions, the security measures and the assistance the company will provide.
If a dispute arises, the parties will first try to resolve it through good faith discussion between the named contacts. If the dispute is not resolved within thirty days, either party may refer it to a senior representative of each party for further discussion.
If the dispute remains unresolved, the parties may agree to mediation through a recognised mediation provider in the United Kingdom. Mediation is voluntary and does not prevent either party from starting court proceedings where a limitation period is at risk.
These terms are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute arising from these terms or from an engagement, unless the parties agree otherwise in writing.
Nothing in this section prevents either party from applying to a court for an urgent injunction where that is necessary to protect a property, a person or confidential information.
The company may update these terms from time to time to reflect a change in the services, the law or the way the business operates. The current version is always published on this page, and the date at the top of the page shows when it took effect.
Where a change materially affects an existing engagement, the company will give the client written notice before the change takes effect. If the client does not accept the change, the client may end the engagement by written notice before the effective date, without penalty other than for sums already due.
Continued use of the website after a change takes effect confirms acceptance of the revised terms for that use. The engagement schedule for a particular property continues to take precedence where it conflicts with the general terms.
Questions about these terms, a request for a copy, or a notice under the terms should be sent to the following address.
YUF MANAGEMENT LTDThe office is open Monday to Friday from 09:00 to 17:30. Please send formal notices by email and by post so that there is a dated record of delivery.
These terms should be read with our Privacy Policy and with the service information on our services page. To return to the start, visit the YUF MANAGEMENT LTD homepage.