Xenia Estates – Terms and Conditions

These terms apply to your use of this website and to any services provided by Xenia Estates Services Ltd (“Xenia,” “we,” “us,” or “our”), whether or not a separate written contract is signed. By accessing this website or instructing us to act, you agree to be bound by these Terms.

1. Definitions
“We,” “Us,” “Our”: Xenia Estates Services Ltd Marsland House, Suite 2RB, Marsland Road, Manchester, M33 3AQ.
“You,” “User,” “Client”: Any person or organisation accessing this website or instructing Xenia to perform property management or related services.
“Property Management Services”: The basic property management and administrative functions provided by Xenia as described on this website or otherwise communicated. “Management Fee”: The agreed fee for the provision of the Property Management Services.
“Additional Services”: Work carried out by Xenia beyond the standard Management Fee.
“Additional Charges”: Fees payable for Additional Services.

2. Formation of Contract
A binding contract arises when you request, instruct, or accept our services, whether in writing, through this website, by email, or by other communication. The absence of a signed written agreement does not affect your obligation to pay for services provided. By continuing to use our services, you confirm that you have read, understood, and accepted these Terms.

3. Property Management Services
Xenia provides property management, accounting, maintenance coordination, compliance and communication services for residential and mixed-use developments. The consideration for all such service services will be in the form of a Management Fee which will be billed routinely as agreed with the Client. Where you instruct Xenia to act, you authorise us to perform all reasonable functions necessary to manage the property, including appointing contractors, handling funds, and liaising with residents and external agencies.

4. Fees and Payment
Fees are payable at the rate agreed or, where no rate is specified, at a reasonable market rate reflecting time, complexity, and resources. Invoices are payable within 30 days of issue. Late payments may incur interest at 5% above the Bank of England base rate until payment is made. All fees and charges are subject to VAT at the prevailing rate. Additional Services requested or required will be charged separately at the current rates outlined below.

5. Additional Services and Charges
Xenia may provide or arrange Additional Services beyond those included in the standard Management Fee, either at your request or where necessary for effective management. These may include, but are not limited to:

– Preparation of statutory accounts, financial reconciliations, and audit support
– Recovery of arrears and legal enforcement
– Organisation of meetings, consultations on major works, and liaison with residents or directors
– Company secretarial duties (such as maintaining registers and filing returns)
– Health and Safety compliance, including risk assessments, audits, and training
– Human resources support for on-site staff
– Legal compliance, including serving Section 20 notices and tribunal representation
– Section 20 and Major Works project management
– Risk management, including arranging insurance and managing claims
– Resident services, such as subletting consents and sale enquiries
– Health & Safety Executive, Building Safety Regulator and local authority liaison
– Funding applications on behalf of the client (including Homes England and/or any other UK Government funded remedials)

All Additional Services are subject to Additional Charges as set out in our current schedule of fees. These charges may be updated from time to time to reflect changes in law, scope of work, or unforeseen administrative burdens. You may request an up-to-date table of fees at any time. Where services are provided by external specialists or contractors, you will be responsible for their costs in addition to our fees. If you are unsure or unaware of whether a service is a Property Management Service included within the management or an Additional Service contact: [email protected]

6. Client Obligations
You must provide accurate and timely information, documents, and instructions necessary for us to carry out the Services. You must not issue instructions that would require us to act unlawfully or breach any lease, statute, or professional standard. You must ensure sufficient funds are available for us to perform our duties and satisfy any statutory or compliance obligations. You authorise us to hold and disburse client funds in designated accounts and to deduct Management Fees or authorised disbursements when due. You must confirm any oral instructions in writing within seven days. You must keep us informed of any notices, sales of leaseholds or freehold interests, formation of resident associations, or other matters relevant to property management. You must not give instructions directly to our on-site staff; all instructions should be directed through your nominated representative.

7. Handling of Client Money
All client funds are held in designated trust bank accounts in accordance with RICS, and statutory requirements. We will maintain clear segregation of client money from company funds, deduct authorised Management Fees and disbursements directly from these accounts as agreed, credit any interest earned on client funds to the relevant account, and provide regular statements of account upon request. We comply with all statutory and industry rules for banking and holding client money.

8. Data Protection and Privacy
We process personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. For the purposes of data protection law, the Client is the data controller, and Xenia is the data processor when handling property-related data on your behalf. We will only process personal data on your instructions or as required by law. We implement appropriate technical and organisational measures to ensure data security and confidentiality. We will notify you promptly if we become aware of a personal data breach. Upon termination of services, we will return or securely delete personal data unless required by law to retain it. For more information on how we handle personal information and use cookies, please refer to our Privacy Policy and Cookie Policy, which are available on our website.

9. Intellectual Property
All content on this website, including text, graphics, and materials, belongs to Xenia or its licensors. You may view and print pages for your personal reference but must not reproduce or distribute material without prior written consent.

10. Limitation of Liability
We exercise reasonable skill and care in performing our duties. We are not liable for indirect or consequential losses, including loss of profit, data, or business interruption. Nothing in these Terms excludes liability for death or personal injury caused by negligence or for fraud.

11. Termination
Either party may terminate the provision of Services by way of three months written notice. A fixed termination fee will apply, which will be the equivalent of two months Management Fee. You remain responsible for all fees and expenses incurred by Xenia before termination whether directly or indirectly. You accept all fees owed to Xenia must be settled prior to handover and Xenia is authorised to deduct these from any client funds retained on account. Xenia may terminate any agreement immediately if payment is not made or if your conduct prevents us from performing our duties.

12. Complaints and Dispute Resolution
We maintain a formal Complaints Procedure, available upon request. Complaints should be made in writing to [email protected]. If a complaint cannot be resolved directly, you may refer it to the relevant Ombudsman Scheme.

13. Changes to Terms
We may update these Terms from time to time. Continued use of the website or our services constitutes acceptance of the revised Terms.

Use of Website and Social Media
You agree to use this website only for lawful purposes. You must not attempt to gain unauthorised access to any part of the site or its systems, upload or transmit unlawful material, or use automated tools such as bots or scrapers to collect data. We reserve the right to restrict or suspend access if we believe these terms have been breached.

Xenia Estates review the content of our website regularly and reasonable effort is made to ensure the content is up-to-date. The information provided online is for guidance only thus is subject to change without notice.

Xenia Estates Social Media
Xenia Estates reserves the right to block and report any user that does not comply with the below Terms of Use:
Discriminatory, harassing, threatening, racist, defamatory or malicious comments;
Spam;
Comments which are misleading;
Comments posted by fake users;
Comments or profiles that invade upon our intellectual property rights.

15. Governing Law
These Terms are governed by the laws of England and Wales. Any disputes arising from them shall be subject to the exclusive jurisdiction of the courts of England and Wales.

16. Contact Details
Xenia Estates Services Ltd / Xenia Estates Ltd
Marsland House
Suite 2RB, Marsland Road
Manchester, M33 3AQ
Email: [email protected]
Telephone: 0161 928 0308
Website: www.xeniaestates.com

If you wish to make a complaint to Xenia Estates, please follow our Complaints Procedure