CertifySpace Professional Terms & Conditions

These terms form a binding agreement between you, the Professional, and RMCMS LTD, which operates CertifySpace.com. They explain how you join the Platform, how Connect Tokens work, the two ways you can win work (the Quote route and the Buy Contact route), and how you must handle Customers and their data.

Please read these terms before you register. By creating a Professional account, ticking the acceptance box, or using the Platform, you agree to these terms together with our Website Terms of Use, Privacy Policy and Cookies Policy. If you do not agree, do not register. If you register on behalf of a business, you confirm you are authorised to bind that business.

About us

CertifySpace.com is a trading name and online platform of RMCMS LTD, a company registered in England and Wales.

In these terms, "CertifySpace", "we", "us" and "our" mean RMCMS LTD trading as CertifySpace.

1. Definitions and interpretation

1.1The following terms have these meanings:

1.2Headings are for convenience only and do not affect interpretation.

1.3"Including" and similar words mean "including without limitation".

1.4A reference to legislation includes that legislation as amended or replaced from time to time.

1.5"Writing" includes email and in-platform messages.

2. How CertifySpace works

2.1CertifySpace is an online introduction service. It connects people who need property, compliance and professional services with independent Professionals who can provide them.

2.2We are an introducer only. We do not carry out any Service, employ anyone to carry out Services, or take part in agreeing a Customer Contract. You are an independent business. Nothing in these terms makes you our employee, worker, agent, partner, franchisee or joint venturer.

2.3A Prospective Customer may submit an Open Request, which we match to up to 5 suitable Professionals, or send a Direct Enquiry to you by name. Each Lead shows the job details the Prospective Customer chose to give; the level of detail will vary.

2.4Two ways to win work. Both routes use Connect Tokens. For each Lead, we will show which routes are available and the Token Cost of each:

2.5The Prospective Customer decides whether to hire you, another Professional, or no one. If they hire you, they become your Customer, not ours.

2.6Every Service is supplied under a Customer Contract agreed directly between you and the Customer. You are solely responsible to the Customer for the quality, safety, legality and delivery of the Service. Any complaint about a Service is a matter between you and the Customer.

2.7Your profile may link to your own website and display Customer reviews. Reviews are the Customer's own opinion and we are not responsible for them. We may remove reviews or profile content that breach our policies or the law, or undermine the integrity of the review system.

2.8We may contact you by email, SMS, phone, or automated or AI-assisted messages to help you use the Platform, including reminders to respond to Leads.

2.9No responsibility for the work. Because we only make introductions, RMCMS LTD has no responsibility or liability, to you or to any Customer, for:

1. the quality, accuracy, safety, timing or legality of any Service, certificate, report, survey, drawing, calculation or legal advice;

2. any Quote, price, deposit, invoice, payment or refund between you and a Customer;

3. any damage to property, injury, loss or delay arising from a Service;

4. any cancellation, no-show, dispute or breach of a Customer Contract by you or the Customer;

5. whether a Customer pays you, or is who they say they are; or

6. anything you or a Customer say or do outside the Platform.

2.10Your responsibility to Customers. You must deal with Customer complaints, claims and refunds yourself under your own terms and insurance. You must not tell any Customer, or imply, that CertifySpace or RMCMS LTD provides, approves, guarantees or is responsible for your Service. Listing, ranking, a Verified Badge, an Acceptance or reviews on the Platform are not an endorsement or guarantee of your work.

2.11Payments for Services. Payment for a Service passes directly between you and the Customer. We do not collect, hold or handle payments for Services, and we are not liable if a Customer fails to pay you. Our Fees are separate and are payable whether or not the Customer pays you.

3. Registration and your account

3.1You must be a business, or an individual aged 18 or over trading for business purposes, able to enter binding contracts. You may hold one Account per business; we may remove duplicates.

3.2You must complete your profile accurately and keep it up to date, including your trading name, Companies House number (if any), service areas, Services offered and Accreditations. You must not give false or misleading information about your identity, location, ownership, skills or credentials.

3.3You must keep a valid payment card on your Account to buy Connect Tokens, use the Quote route, or hold a Subscription Plan.

3.4Keep your login details confidential. You are responsible for everything done through your Account, including Quotes submitted by staff you give access to. Tell us at once if you suspect unauthorised use.

4. Verification and Accreditations

4.1Because many Services on CertifySpace are regulated or produce certificates that others rely on, you must hold and maintain every Accreditation the law or your industry requires for each Service you list.

4.2You must upload current evidence of Accreditations and insurance when asked, and tell us within 5 working days if any Accreditation, registration or insurance is suspended, withdrawn, expires or lapses. You must stop quoting for and accepting Leads for the affected Service immediately.

4.3We may carry out identity, business, Accreditation, insurance and right-to-work checks, using third-party providers and public registers. Checks are a snapshot only. We do not guarantee that any Professional is who they claim to be or remains accredited.

4.4A Verified Badge is shown only while we can complete and confirm our checks. We may remove it if we cannot verify you or your evidence goes out of date.

5. Your promises and conduct

5.1You confirm that you:

1. have the right to work and trade in the UK;

2. hold every licence, registration and Accreditation required for your Services;

3. hold adequate insurance, including public liability and, where relevant, professional indemnity cover;

4. only quote for and offer Services you are competent and qualified to deliver;

5. will comply with all applicable law, including consumer protection, health and safety, building regulations, energy performance, anti-money laundering (where relevant) and data protection law;

6. will give consumer Customers the pre-contract information and cancellation rights required by the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013;

7. will respond to Customers promptly, keep appointments and deliver Services as agreed; and

8. will make clear to Customers that the Service is provided by you, not CertifySpace.

5.2You must not:

1. copy, scrape, frame, reverse engineer or resell any part of the Platform, or use it to build a competing service;

2. share, sell or pass Lead Contacts to any third party without our written consent;

3. try to obtain a Prospective Customer's contact details, or give them yours, other than through the route set out in clause 8 or 9, including by putting phone numbers, emails or web addresses in Quotes, profile text, images or messages before Acceptance;

4. encourage a Prospective Customer to withdraw from or bypass the Platform so that a Fee is not paid;

5. post fake reviews, review your own business, or report genuine reviews in bad faith;

6. upload malware or anything that could harm our systems;

7. re-register after we have banned you;

8. lodge certificates, reports or assessments you did not personally carry out, or that you know to be inaccurate; or

9. use abusive, discriminatory or threatening language towards Customers or our staff.

5.3Professional Code of Conduct. Clauses 2.10, 5.1, 5.2, 8.6, 8.8 and 10 together form our Professional Code of Conduct. If you breach it, we may charge an administration fee of up to 5 times the Token Cost of the Lead concerned, valued at the Connect Token price current at the time, in addition to our other rights. This is a genuine pre-estimate of our costs in investigating and handling the breach, not a penalty.

6. How Professionals are ranked

6.1When we show Professionals or Quotes to a Prospective Customer, we rank them using an automated system. The main factors that raise your ranking are:

• relevance of your Services and coverage area to the request;
• a complete profile with verified Accreditations;
• review score and track record on the Platform, including your Acceptance-to-completion record;
• how quickly and how often you respond to Leads; and
• whether you hold certain Subscription Plans (for example Featured).

6.2The price of your Quote is shown to the Customer but does not by itself determine your ranking. The Prospective Customer is always free to choose any Professional shown.

7. Connect Tokens

7.1What they are. Connect Tokens are prepaid digital units you buy on the Platform. They are the only way to pay for Leads under either route. Connect Tokens are not money or e-money, have no cash value, cannot be exchanged for cash, cannot be transferred to another Account, and can only be used on the Platform.

7.2Price. The price of Connect Tokens, and of any token bundles, is shown on the Platform at the time of purchase. We may change the price at any time. A price change applies only to future purchases and does not affect Connect Tokens already in your Account. Prices exclude VAT, which is added where applicable.

7.3Token Cost. The Token Cost of a Lead is shown on the Platform before you submit a Quote or buy a contact. It may vary by Service, location, job size, demand and route. The Token Cost shown at the moment you submit a Quote or buy a contact is the one that applies to that Lead, even if it later changes.

7.4Buying tokens. Connect Tokens are paid for in advance and added to your Account once payment succeeds. You may switch on automatic top-up, which buys the bundle you choose whenever your balance falls below the level you set.

7.5Order of use and expiry. Connect Tokens are used oldest first. Connect Tokens bought with the first top-up you make when you join the Platform (your "Join top-up"), including any bonus Connect Tokens added with it, never expire. Every other Connect Token is valid for 6 months from the date it is added to your Account and then expires. Expired Connect Tokens are not refunded, replaced or extended.

7.6Connect Token Subscriptions. A Connect Token Subscription renews monthly until you cancel it on 30 days' notice. Unused tokens roll over, subject to clause 7.5. You cannot reduce your monthly tokens during a notice period.

8. The Quote route

8.1Viewing the Lead. Under the Quote route you can see the job details of a Lead but not the Lead Contact.

8.2Token balance to quote. To submit a Quote, your Account must hold enough Connect Tokens to cover the Token Cost shown for that Quote. We may reserve those tokens while your Quote is open. Reserved tokens are released if you withdraw the Quote, it expires, or the Prospective Customer accepts another Quote or closes the request.

8.3Submitting a Quote. Submitting a Quote does not use any Connect Tokens. Your Quote must state the total price (including VAT if you are VAT registered), what is included, the expected timescale, and any assumptions or conditions that could change the price.

8.4Your commitment. By submitting a Quote, you irrevocably commit to pay the Token Cost if the Quote is accepted, and you authorise us to deduct those Connect Tokens from your Account automatically at the moment of Acceptance. You may withdraw a Quote at any time before Acceptance. Once a Quote is accepted, you cannot cancel, refuse or reverse the deduction, except as set out in clause 11.

8.5Acceptance. Your Quote stays open for 14 days unless you state a different period in it. When a Prospective Customer accepts it:

1. we automatically deduct the Token Cost from your Account;

2. we notify you and release the Lead Contact to you;

3. a Customer Contract is formed between you and the Customer on the terms of your Quote and your own terms of business, which are subject to the Customer's statutory rights; and

4. you must contact the Customer within 2 working days.

8.6Before Acceptance. Until Acceptance, you may communicate with the Prospective Customer only through Platform messaging, and only to clarify the job or your Quote.

8.7Shortfall at Acceptance. If your balance cannot cover the Token Cost at Acceptance (for example because tokens have expired), we will charge your saved payment card for the shortfall at the current Connect Token price. If that charge fails, the shortfall is a debt you owe us. We may suspend your ability to quote and buy contacts until it is paid, recover it, and charge interest on overdue sums at 4% a year above the Bank of England base rate.

8.8Honest quoting. Your Quote is an offer from you, not from us. You must not quote a price you do not intend to honour, or deliberately under-quote and raise the price later without a genuine reason stated in your Quote's conditions.

9. The Buy Contact route

9.1Buying a contact. Under the Buy Contact route you use Connect Tokens to obtain a Lead Contact. The Token Cost is deducted as soon as you confirm, and the Lead Contact is released to you immediately.

9.2Contacting the Customer. You may then contact the Prospective Customer directly by phone, email or Platform message, but only about the Service they requested. You must not add them to marketing lists, or contact them about anything else, without their separate consent.

9.3Tokens are used whether or not you win. Connect Tokens used to buy a contact are spent whether or not the Prospective Customer replies, hires you, or hires someone else, except as set out in clause 11. For an Open Request, up to 5 Professionals may buy the same contact.

9.4Direct Enquiries. For Direct Enquiries under the Buy Contact route, Connect Tokens are deducted when the contact happens:

10. Non-circumvention

10.1An introduction through the Platform has value whether or not you complete it through the Platform. If, within 12 months of an Introduced Customer first being shown to you, you agree to provide a Service to that Customer, or for that property, without the applicable Token Cost having been paid, you must pay us that Token Cost.

10.2The amount payable is the Token Cost shown for that Lead (or, if none was shown, the highest Token Cost shown for that Service at the time), valued at the Connect Token price current when the job is agreed. We may deduct it from your Connect Tokens or charge your saved payment card.

10.3This clause does not apply to a Customer you can show was already your client, or contacted you independently, before the introduction.

10.4Clause 5.3 also applies to any breach of this clause.

11. Payments, token returns and Subscription Plans

11.1Payment. Payments are taken through our payment provider, Stripe. By saving a card you authorise us to charge it for Connect Tokens, automatic top-ups, Connect Token Subscriptions, shortfalls under clause 8.7, amounts under clause 10 and Subscription Fees as they fall due. We will email a receipt or invoice for each charge.

11.2General rule. Connect Tokens and Fees are non-refundable, and unused Connect Tokens cannot be cashed out, except as set out in this clause or where the law requires.

11.3Buy Contact returns. You may ask for the Connect Tokens back within 7 days of buying a contact if:

1. the phone number is invalid or not connected;

2. the email address bounces;

3. we can confirm the contact details do not belong to the person who made the request; or

4. for a Direct Enquiry, it was clearly spam or fraudulent.

11.4Quote route returns. You may ask for the Connect Tokens back within 7 days of Acceptance if:

1. the Lead Contact is invalid, or we can confirm it does not belong to the person who accepted;

2. the Acceptance was clearly spam or fraudulent; or

3. the Customer cancels within their statutory cancellation period before any work has started or any visit has taken place, and we can verify this with the Customer.

11.5What is not returned. Connect Tokens are not returned because a Prospective Customer does not reply, hires someone else, later changes their mind outside clause 11.4, the job is smaller than expected, or a Customer does not pay you.

11.6How returns are made. Approved returns are made as Connect Tokens added back to your Account, valid for 3 months from the date of return. We do not make cash refunds for returned tokens.

11.7Starter guarantee. If you use all Connect Tokens from your first token purchase on the Buy Contact route, win no work from them, and ask us at least 3 days after using the last one, we will add the same number of Connect Tokens to your Account. This applies once per business.

11.8Subscription Plans. A Subscription Plan starts when you sign up and runs for 30 days (or the period shown at sign-up), renewing automatically until cancelled. If you take a free trial, you will be charged at the end of the trial unless you cancel before it ends. You can cancel in your Account settings or by emailing support@certifyspace.com; cancellation takes effect at the end of the current period, and Subscription Fees already paid are not refunded. Add-ons end automatically when their plan ends.

11.9Nothing in this clause affects any right you have under law that cannot be excluded.

12. Intellectual property

12.1We (or our licensors) own all rights in the Platform, its software, design, data and content. These terms give you no rights in them beyond using the Platform as described.

12.2You keep ownership of content you upload, including logos, photos, descriptions and Quotes. You grant us a non-exclusive, worldwide, royalty-free licence to host, display, adapt and use it to run and promote the Platform, including in marketing. This licence continues for content already published in marketing after your Account closes.

12.3You confirm you have the rights to everything you upload.

13. Data protection

13.1When we release a Lead Contact or other personal data of a Prospective Customer to you, you and we each act as independent controllers. Schedule 1 applies to how you handle that data.

13.2You must comply with UK GDPR, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003, and pay any data protection fee you owe to the Information Commissioner's Office.

13.3We process your own personal data as described in our Privacy Policy.

14. Liability

14.1We provide the Platform with reasonable care and skill. Our only obligation is to make introductions; clause 2.9 applies in full. We do not promise you will win any work, receive a set number of Leads or Acceptances, or receive Leads within a set time.

14.2You will indemnify us against losses, costs, claims and reasonable legal fees arising from: (a) your breach of these terms; (b) any Service or Quote you provide or fail to provide, including inaccurate certificates or reports; or (c) any claim that your content infringes someone else's rights.

14.3We are not liable for: loss of profit, revenue, business, goodwill or opportunity; any liability you owe to a Customer or third party; loss or corruption of data; or any indirect or consequential loss.

14.4Our total liability to you in any 12-month period is limited to the Fees you paid us in that period.

14.5Nothing in these terms limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be limited.

15. Confidentiality

15.1You must keep confidential any non-public information about CertifySpace, its systems, pricing, competing Quotes or users, and use it only to use the Platform. You may share it with staff who need it and are bound by confidentiality.

15.2Neither party may use the other's name or logo in publicity without written consent, except that we may display your profile and business name on the Platform and in our marketing.

16. Suspension and termination

16.1We may restrict, suspend or close your Account if you:

1. fail to pay Fees when due;

2. breach clauses 3, 4, 5, 8.6, 8.8 or 10;

3. lose a required Accreditation or insurance;

4. receive a disproportionate number of complaints, poor reviews or cancelled Acceptances;

5. upload illegal content or use the Platform for unlawful or unlicensed activity;

6. repeatedly breach these terms; or

7. become subject to investigation by a regulator, accreditation body, Trading Standards, the ICO or the CMA.

16.2Either party may terminate immediately by written notice if the other commits a material breach, becomes insolvent, or stops trading.

16.3When we restrict or suspend your Account, we will give you a statement of reasons at the same time. Before closing your Account, we will give you a statement of reasons and at least 30 days' notice, except where we are legally required to act sooner, for illegal content, or for serious or repeated breaches. You can challenge our decision under clause 20.

16.4You may close your Account at any time by emailing support@certifyspace.com. If you stop providing Services, tell us so we can remove your profile.

16.5Unused Connect Tokens are not refunded when your Account is closed under clause 16.1. Connect Tokens owed for Quotes accepted before closure, and any shortfall under clause 8.7, remain payable.

16.6Clauses 8.7, 10, 12, 13, 14 and Schedule 1 survive closure. Ending this agreement does not affect any Customer Contract you already have.

17. Illegal and harmful content

17.1We review profiles and Quotes using automated checks and manual spot checks, verify some Professionals, and act on user reports. We remove illegal content as soon as we can after becoming aware of it.

17.2Illegal content includes illegal images or text, harassment or hate content, offers of illegal goods, and Professionals trading fraudulently or without a required Accreditation.

17.3Report illegal content to report@certifyspace.com. We aim to review reports within 7 days.

18. Platform availability

18.1We aim to keep the Platform available but do not guarantee uninterrupted access. We may suspend it for maintenance, security or reasons outside our control, and may change or withdraw features, including either route in clause 2.4 for any Service.

19. General

19.1Changes. We may update these terms or our Fees. We will change the "Last updated" date and give you at least 15 days' notice by email before a change takes effect, unless a shorter period is required by law or to address an unforeseen risk. You may close your Account before the change takes effect. Continuing to use the Platform after that date means you accept the change.

19.2Transfer. We may transfer this agreement to another organisation, and you consent to any novation in advance. You may not transfer it without our written consent.

19.3Third parties. No one else may enforce these terms under the Contracts (Rights of Third Parties) Act 1999.

19.4Notices. Notices to us go to legal@certifyspace.com or our registered office. Notices to you go to your Account email.

19.5Entire agreement. These terms, with the documents referred to in them, are the whole agreement between us about the Platform.

19.6Severance. If any clause is found invalid, the rest remain in force.

19.7No waiver. A delay in enforcing these terms does not waive our rights.

19.8Recording and account access. We may record calls for training and quality, and access your Account to provide support, check compliance or meet legal duties.

19.9Electronic communications. You agree that our communications may be electronic and satisfy any requirement to be in writing.

19.10Governing law. These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

20. Complaints and disputes

20.1Send complaints about our service, Fees, content decisions, or the restriction, suspension or closure of your Account to support@certifyspace.com. We will acknowledge your complaint within 2 working days and aim to give a written response within 7 days.

20.2If you remain dissatisfied, either party may refer the matter to mediation with the Centre for Effective Dispute Resolution (CEDR) or ADR Group. Both parties will take part in good faith. Mediation does not stop either party from going to court.

Schedule 1: Data sharing terms

S1. Roles. This Schedule applies to personal data of Prospective Customers (including those who become Customers) that we share with you under either route. Each party is an independent controller.

S2. Purpose. You may use that data only to respond to the Lead, perform any Customer Contract, and provide your Services to that person. Any other use needs your own lawful basis and is at your risk.

S3. Your obligations. You must:

1. comply with UK GDPR and the Data Protection Act 2018;

2. give the individual a clear privacy notice explaining how you use their data;

3. keep data no longer than needed for the purpose in S2 or required by law or your Accreditation body;

4. apply appropriate technical and organisational security measures to prevent unauthorised processing, loss, destruction or damage, proportionate to the risk and the nature of the data;

5. tell us within 48 hours of discovering a personal data breach involving that data, and notify the ICO and individuals where the law requires;

6. help us reasonably in handling any breach or data subject request; and

7. tell us promptly if you can no longer meet these obligations.

S4. Our rights. We may take reasonable steps to check your compliance and to stop and remedy unauthorised use.

S5. International transfers. You must not transfer the data outside the UK unless the destination has UK adequacy status or you use the ICO's International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You must put equivalent terms in place with any processor you use.

S6. Indemnity. You will indemnify us for any fine, cost or loss we suffer because of your breach of this Schedule.