Terms of service

By creating an account you agree to these terms, to the privacy policy and to the data processing agreement. If you are agreeing on behalf of a company, you confirm you are authorised to do so.

These terms are for business use. PROVIA is not a consumer product.

PROVIA is property management software: properties and rooms, tenants and tenancies, a rent ledger with a verification step, utility bills, document storage, text messaging and email, a tenant portal, tenancy agreements your tenants can sign in that portal, reminders, and tools for bringing your records in from elsewhere and taking them out again.

We aim to keep the service available at all times but do not guarantee uninterrupted access. We may carry out maintenance, and will give notice of planned downtime where we reasonably can.

PROVIA is a record-keeping tool, not financial, legal or tax advice. It does not verify that a payment was really received, collect money on your behalf, or check that your tenancies comply with the law. Those judgements remain yours.

• Starter — £30 per month, up to 5 properties.
• Standard — £50 per month, up to 10 properties.
• Custom — above 10 properties, priced by agreement. Contact pricing@opserion.uk.

Prices are in pounds sterling and exclude VAT where it applies. Fees are billed monthly in advance and are not usage-metered: text messages are included in the monthly price, with no per-message charge and no overage invoice.

If your usage becomes sustained and materially disproportionate to your plan — many times what a portfolio of your size would normally send — we may contact you to agree a different plan. We will not issue an unexpected larger invoice, and we will give you at least 30 days’ notice before any price change takes effect.

We may change published prices with at least 30 days’ notice by email. If you do not accept a change you may cancel before it takes effect.

• Keeping your login credentials secure, and telling us promptly if you think an account has been compromised.
• The accuracy of what you enter, and having a lawful basis for holding the personal data you upload.
• Telling your tenants how their data is used, as data protection law requires of you as controller.
• Obtaining consent where required before sending marketing messages to tenants.
• Everything done under your account, including by staff you invite.
• The content of every message sent from your account — including messages sent in your organisation’s name to your tenants.

PROVIA is a record-keeping tool. It is not legal advice, and it does not know the rules that apply where you let. Complying with housing, tenancy, licensing, safety and tax law in your own country — and often in your own local authority area — is entirely your responsibility.

That includes, without limitation:

• Protecting deposits in an approved scheme where that is required, within the time limits that apply.
• Right-to-rent, immigration and identity checks where your jurisdiction requires them, and doing them without discriminating.
• Gas, electrical, fire and other safety certificates, and giving tenants the documents they are entitled to.
• Any licence or registration your property or your business needs — including selective and HMO licensing.
• Giving notice in the form, and with the period, that the law requires. A message sent through this service is not a legal notice.
• Charging only fees you are permitted to charge, and applying rent increases lawfully.
• Keeping records for as long as the law requires, and no longer than your lawful basis allows.
• Your obligations as a data controller for your tenants’ personal data.

Features that help you keep track — the document checklist, the reminder queue, templates, and any wording suggested in the product — are conveniences, not compliance. Ticking a document as “required” is your decision about your own paperwork; it is not a statement by us that those documents are the right ones, or that they are enough. If you are unsure what applies to you, take advice from a solicitor or your local authority.

PROVIA lets you write or upload a tenancy agreement and lets your tenants agree to it by typing their name and the date in the tenant portal, from an account they reached with a code sent to their own phone.

This is an ordinary electronic signature, not a qualified or witnessed one. We are not a trust service provider and we do not certify anybody’s identity. What we record, and what we can evidence, is that a particular account signed in and typed a particular name on a particular day, together with the exact words shown on the screen at that moment. Whether that is sufficient for a given document, in a given country, is a question for you and your adviser.

The words of your agreement are yours. Any starter text, suggested wording or local prompt in the product is a convenience to be edited, never a document to publish unread, and it is not legal advice — see section 5.

PROVIA never holds, moves, collects or refunds your rent. It records what you and your tenants tell it. A payment counts when a person with permission says it arrived — a tenant’s claim, a declared standing order, or a line from a bank statement you have imported does not move a balance on its own.

We do not connect to your bank. Importing a statement means you exporting a file and uploading it; we have no access to your accounts and cannot initiate anything. Rows suggested as matches are suggestions until somebody confirms them.

You must not use PROVIA to:

• Break the law, or infringe anyone’s rights.
• Send unsolicited marketing, or messages that harass or intimidate.
• Store data you have no lawful basis to hold.
• Attempt to gain access to another organisation’s data, or to probe, scan or test the security of the service without our written permission.
• Resell or white-label the service without a written agreement.

We may suspend an account that breaches this section. Where the breach is not serious we will tell you and give you a reasonable chance to fix it first.

Your data remains yours. We claim no ownership of it and will not use it for any purpose other than providing the service to you.

You can delete your organisation at any time from Settings. Doing so permanently removes your records and your stored documents. Export anything you want to keep first — we cannot recover it for you afterwards.

Set out in the refunds and cancellation policy, which forms part of these terms.

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

Subject to that, our total liability to you in any twelve-month period is limited to the fees you paid us in that period. We are not liable for loss of profit, loss of business, or loss of data to the extent that loss results from your failure to keep your own copies of anything you rely on.

The service is provided without warranties beyond those the law implies and does not permit us to exclude.

You may cancel at any time. We may end the agreement on 30 days’ notice, or immediately if you materially breach these terms or fail to pay. If we end it without cause we will refund the unused part of your current month.

After the agreement ends we keep your data for 30 days so you can ask for it back, then delete it.

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

PROVIA is operated by OPSERION. Correspondence about these terms should be addressed to OPSERION.

Legal: george@opserion.uk
Billing: contact@opserion.uk
Support: contact@opserion.uk