Terms & Conditions | City Gate Limited

General Terms and Conditions:

City Gate Limited is not required to undertake property inspections under any circumstances in which our representatives feel threatened, unsafe or in danger in any way whatsoever.

Accepting and agreeing to our terms and conditions, does not impose any obligation to place a specific amount of bookings. If a client decides to terminate the business relationship with City Gate Limited, there are no cancellation charges, but the client remains responsible for any outstanding invoices.

By using the services of City Gate Limited, the Client agrees to be legally bound by the following terms.

City Gate Limited has the right to amend any part of the service and/or pricing at our own discretion in line with future market changes or updated legislation, or deemed to be relevant by City Gate Limited. In the event of any such changes, all existing customers will be notified either in writing or verbally of said changes before any additional services are booked.

Prices:

All prices are subject to VAT as stated.
Price agreements are non-contractual and are subject to change.

Bookings:

Notification of a cancellation of a booking must be made within 48 hours of the appointment, or a cancellation fee of 30% may apply.
Bookings are based on “first come, first served” basis – City Gate Limited can advise the Client an availability over the phone, but can not hold any slots without booking the slot for Client.
Bookings can be placed via the booking forms on citygate.ltd or in writing to info@citygate.ltd and must be made at least 2 hours prior the booking.
All bookings that are booked outside of City Gate Limited's working hours may incur an additional £15 fee.
All bookings are considered as booked only upon the Client receiving the confirmation email, not via the phone or through a verbal agreement.
When Client makes a booking for City Gate Limited to meet a tenant at the property, it is Client’s responsibility to inform the tenant (Unless agreed otherwise).
It is the Client’s responsibility to send City Gate Limited clear instructions. If any revisits shall occur because of incomplete, inaccurate instruction this will be at the Client’s expense.
It is the Client’s responsibility to arrange the access to the property and all requested areas and make sure that the property is ready for work to be carried out before booking any job with City Gate Limited.
If City Gate Limited has been delayed and cannot start the job for more than 30 minutes, due to the lack of access to the property or other circumstances beyond our control (ongoing construction work, cleaning in process or wrong property address etc.), the booking will be cancelled and the client will incur the cancellation fee.
Additional charges may apply for unavoidable parking, ULEZ or congestion zone fees.

Inventory, Check-In/Out and Mid-term:

The reports prepared by City Gate Limited are intended as an independent, unbiased, fair and accurate record of the interior, fixtures and fittings and furniture, which compose the condition of these items and the internal condition of the property.
Completed report link will be sent to Client in email within 24 hours from completion of the job and any amendments will be done in 48 hours from receipt of the email with required amendments.
It is Client’s responsibility to download and save full report in PDF format for internal storage within 60 days from receiving the email. Word documents and any hard copies will not be provided and are not included in the fee.
The check-out report will indicate, in the subjective opinion of Clerk, whether there is any liability on the tenant or such deterioration could be assessed as Fair Wear & Tear.
The property will be checked for damage and cleanliness, if it is considered beyond Fair Wear & Tear the Client will be informed.
The inventory will be compiled on the basis that unless stated, listed items are in good clean condition, free from obvious soiling, damage or defects. The clerk is not aware of recently bought items; ‘new item’ (or similar) is only stated if the item is still within the packaging.
Tenants\Landlords comments – both parties have 7 working days to make any comments following receipt of the report. City Gate Limited will not be held responsible for any items missed, damage, not seen or any dilapidations after 7 working days from the date of this report, whether noted or not noted on the report.
Any additions\alterations\comments to the report from the landlord or tenant will be added at the end of the report, not in the respective room or area that it refers to.

Inventory, Check-In/Out and Mid-term – Disclaimer:

The Disclaimer at the end of each report is part of these Terms and Conditions and both should be taken into account equally when using City Gate Limited's services.
Comments found in the inventory such as ‘Fire safety label present’ (or similar) give no guarantee of the item’s compliance with the Fire Safety regulations.
Lights are checked for working order only.
The report is not a guarantee of, nor a report on, the functionality or safety of the Gas or electrical appliances. These appliances would not be tested. The report is unable to provide any qualified opinion on the property’s electrical safety profile. It is merely a statement that the contents were viewed in the property at the time the report was undertaken. Tenants are advised to test all appliances as soon as possible and report any faults to the Landlord/Managing Agent.
The report enables items to be visually identified only, no attempt will be made to ascertain the original manufacturer or period in which item was produced.
The clerk preparing a report is not an expert on fabrics, materials, antiques etc. or a qualified surveyor.
No attempt will be made to place a monetary value on the property or its contents, or to determine whether an item is genuine or reproduction.
Any plants, cleaning materials and food and drink goods are considered perishable items and will not be listed on a report.
Clerk will not undertake to list any large number of books, CD’s and/or DVD’s, crockery, cutlery, pots & pans, small electrical items, cluttered cupboards and large amounts of assorted crockery, cutlery, glasses etc. will not be listed individually.
Items in locked rooms, contents of garages, garden sheds, cellars, lofts and packed boxes will not be inspected.If the landlord wishes to add large amount of items to the report, a list should be provided for inclusion on the Comments page.
Clerk cannot stipulate shades of paint, base colours will only be noted.

Inventory, Check-In/Out and Mid-term – Responsibilities/Liabilities:

The clerk will inspect the property as its state at the time, City Gate Limited will not be held responsible for any delayed cleaning or maintenance works that have not been completed by the booking date.
Where City Gate Limited are instructed to undertake a check-out report based upon a report carried out by another clerk, no responsibility will be accepted if the quality of that report is not of City Gate Limited's standard.
All regulations published by the Department of Trade and Industry/Trading Standards/or any similar parties are the responsibility of the client.

General – Responsibilities/Liabilities:

Any service provided by City Gate Limited should under no circumstances be used as a structural survey report, valuation or part of it.
Whilst every care will be taken at the time of the appointment, City Gate Limited do not accept responsibility for any accidental damage to the property, its contents, fixtures and fittings howsoever caused by our Clerk whilst undertaking the service.
City Gate Limited is unable to lift heavy or large items.
City Gate Limited will return keys with the keyholder or as per keyholders instructions even if the Client has requested to return the keys somewhere else unless permission from the keyholder is provided.
If no instructions are provided regards key return, City Gate Limited will secure the property and retain them until instructed where to return them. Further charges may be incurred for City Gate Limited's time or postage costs.
Client is responsible for all invoice payments no matter whether the individual who opened account is still employed by Client or not.
City Gate Limited shall not incur any liability or penalty for any loss of actual or anticipated profits or savings, loss of business, loss of opportunity or for any special, indirect or consequential loss whether arising from a breach of these Conditions or negligence in performing the Services even if City Gate Limited were advised of, or knew of the likelihood of such loss occurring.
In the event that the client gives City Gate Limited instructions which are followed in good faith and which turn out to be unlawful or result in an unlawful act or otherwise give rise to any other claim, Client will provide City Gate Limited with full indemnity for all penalties, damages, costs and legal expenses whatsoever which may occur as the result of following the instructions.
Utility meter readings will be read and photographed if they are readily accessible, straightforward to locate and correctly labelled. If City Gate Limited is unaware of location or unable to locate or have unreasonable access to meters, they will remain unread and the landlord or tenant should provide the reading.
It is the Clients responsibility to arrange access to meters before placing the booking.

Invoices:

The Clients who have an open account with City Gate Limited shall be invoiced the same day of the inventory taking place.
The Client will receive invoices via email, unless City Gate Limited is otherwise instructed by the Client.
The payment must be made within 30 days from the invoice receipt date.
If the payments are not made on time, all discounts shall be removed from the Client’s invoices that are outstanding and Client shall pay the full price per services provided as per Standard Price list.
After 30 days if the invoices are not paid on time, City Gate Limited will stop taking any bookings on credit and only online bookings with prepayment will be accepted.
City Gate Limited shall be entitled to charge the Client interest on the overdue amount. Such interest shall occur on a daily basis and be compounded quarterly. City Gate Limited reserves the right to claim interest under the Late Payment of Commercial Debts (Interest) Act 1998.
If the payments has not been settled, City Gate Limited will then pursue legal action in order to recover the debt.
This is an agreement between City Gate Limited and the Client, it is the Client’s duty to pay for any work done on behalf of any Client’s request, regardless of whether the Client’s customers have settled their invoices or not or they have used the material or not.
If Client has booked the job on behalf of any third party, it is still Clients responsibility to make payment for the invoice. Third party should book City Gate Limited services independently.
City Gate Limited can’t assign invoices to any third party and only to the client who makes the booking.

Copyrights:

The Client will be given exclusive use of the material for all marketing purposes in connection with the Client’s real estate business only once all payments are cleared, except for communal areas, external images, view or development images or any other public spaces for an indefinite period.
The use of City Gate Limited's material without the permission of City Gate Limited, or without payment, will result in a breach of copyright. A charge of £750 will be charged for any breach of copyright, in addition to any administration and legal charges, as well as the original invoice fee.
If the invoices are not fully settled, all materials should be deleted immediately and Client has no rights to use or store this material in any form.
City Gate Limited retains the copyright of all images taken by City Gate Limited.
City Gate Limited retains the right to use photos taken by City Gate Limited for marketing purposes such as social media page, Website and other business related purposes.

Complaints:

Any complaint about the services or invoices provided by City Gate Limited must be notified by the client within 48 hours of the services being completed.
The Client should make a formal complaint regarding City Gate Limited services by contacting City Gate Limited directly in writing, City Gate Limited shall then initiate the following procedure to resolve the Client’s complaint.
Investigation stage: City Gate Limited shall contact the Client at their convenience, if further information is required for City Gate Limited to resolve the complaint.
Stage 1: City Gate Limited shall investigate the Client’s complaint fully and undertake all reasonable efforts to resolve it. If the complaint is not resolved to the Client’s satisfaction at this stage, it shall be escalated to the Senior Management.
Stage 2: The Senior Management will consider the complaint and attempt to rectify the issue. If the complaint remains unresolved, City Gate Limited will consider whether it is technically or economically feasible to resolve the issue and inform the Client of the City Gate Limited's decision.
No further action: If the complaint has still not been resolved to the Client’s satisfaction, City Gate Limited will inform the Client that no further action is to be taken and advise the Client of his rights under the Terms and Conditions. At this stage, the Client may wish to refer their issue to other instances such as Trading Standards.
City Gate Limited reserves right not to attend court of any disagreement between client and/or tenant.