Terms of service

These Terms govern business access to the Office Sphere website, broker registration, enquiry submission and the Atlas portal. Paid sourcing services are also governed by separate Service Terms.

Please read these Terms carefully before using the Website. By creating an account, submitting an enquiry or otherwise using the Website, you confirm that you have read and agree to these Terms. If you do not agree, you must not use the Website.

1. About Office Sphere

The Website is operated by Office Sphere Ltd, a private limited company registered in Scotland under company number SC867827. “Office Sphere” is the trading name of Office Sphere Ltd.

Our registered office is Office 1278 1/1, 3 Fitzroy Place, Sauchiehall Street, Finnieston, Glasgow, Scotland, United Kingdom, G3 7RH.

Office Sphere provides outsourced office-sourcing support and access to its Atlas portal for eligible business users. In these Terms, “we”, “us” and “our” mean Office Sphere Ltd; “you” means the person using the Website and, where applicable, the business on whose behalf that person acts; “Website” includes office-sphere.co.uk and the Atlas portal made available through it.

2. Business use and eligibility

The Website is intended solely for business use by persons with legitimate commercial office-sourcing requirements. It is not a consumer service and is not available for use by occupiers or tenant firms seeking premises for themselves.

By using the Website, you confirm that:

• you are at least 18 years old;
• you are acting wholly or mainly for business purposes;
• you are authorised to act for the business identified in your account or enquiry;
• the business has a legitimate need to source office options for another party or as part of its professional services; and
• you are not using the Website as an occupier or tenant firm seeking to bypass an appointed agent or obtain direct access to provider information.

We may request reasonable information to verify eligibility and may refuse or restrict access where these requirements are not met.

3. Acceptance and contractual documents

You will be asked to accept these Terms when registering and when submitting an enquiry. The Privacy Notice will be made available at the same point.

These Terms govern use of the Website and portal. Where you purchase a plan or other sourcing service, the relevant order, Service Terms, service description and any agreed schedule also apply. If there is a conflict concerning a paid service, the Service Terms or signed order take priority over these Website Terms.

Submission of an enquiry authorises us to begin sourcing work immediately. Our acceptance or processing of an enquiry does not create an agency, partnership, employment relationship or authority for us to bind you, your client, any provider or any other party.

4. Account registration and security

Each account is personal to the registered user and is linked to that user’s business email address and company. You must provide accurate, current information and keep your login details secure.

Multiple users from the same company may create accounts, but each account is separate, is billed independently where a paid plan applies, and has its own shortlist allocation. Allocations may not be pooled, transferred or shared between accounts unless we agree otherwise in writing.

You must not share credentials, permit another person to use your account, create an account using another person’s identity, or use a personal or disposable email address to evade eligibility or promotional limits. You are responsible for activity carried out through your account unless caused by our breach.

You must notify us promptly at info@office-sphere.co.uk if you suspect unauthorised access or loss of credentials.

5. Enquiries and submitted information

You may submit office-sourcing enquiry details through the Website. File uploads are not permitted.

You must provide sufficient, accurate and lawful information for us to process the enquiry. You must not submit:

• the tenant’s or occupier’s name, email address, telephone number or other direct contact details;
• information that directly identifies the tenant or occupier where identification is unnecessary;
• special category personal data, criminal offence data, confidential credentials or payment-card information;
• false, misleading, unlawful, defamatory or infringing information; or
• any information you are not authorised to disclose to us for the sourcing purpose.

You remain responsible for ensuring that the enquiry information you submit is appropriately anonymised and that you have authority to provide it. We may reject, pause or delete an enquiry that does not comply with this clause. Our handling of personal data is described in our Privacy Notice.

6. Free first enquiry

Subject to eligibility and availability, we may provide one free first enquiry to one eligible person per business email domain. The promotion is not available once a person using that domain, or a person reasonably connected with the same business, has already claimed it.

You must not create duplicate accounts, use aliases or alternative domains, or otherwise attempt to obtain multiple free enquiries. We may conduct reasonable checks, reject a claim, withdraw the promotion or suspend related accounts where we reasonably believe there has been duplication, misuse, fraud or an attempt to circumvent the limit.

The free enquiry has no cash value, is non-transferable and cannot be exchanged for credit. Submitting it authorises us to begin work immediately. We may decline a requirement that is unlawful, outside the service scope, materially incomplete or not submitted by an eligible business user.

7. Portal use and shortlist allocations

The portal enables eligible users to submit enquiries and receive shortlists. Communications with Office Sphere take place by email through your assigned sales account handler or info@office-sphere.co.uk.

The number of shortlists available to an account depends on the applicable plan. Paid allocations, billing, expiry, cancellation and any refund rights are governed by the applicable Service Terms and order. Closing an account does not itself create a right to a refund, including for unused allocations.

Portal availability, functionality and presentation may change as we maintain and improve the service. We will use reasonable care in operating the portal but do not guarantee uninterrupted or error-free access.

8. Acceptable use

You may use the Website and portal only for their intended business purpose and in accordance with applicable law. You must not:

• gain or attempt to gain unauthorised access to the Website, another account, data or connected systems;
• introduce malware, malicious code or material intended to disrupt or compromise the Website;
• scrape, crawl, harvest, systematically extract or create a competing database from Website or portal content;
• reverse engineer, decompile or attempt to discover non-public software, data structures or security controls, except where applicable law expressly permits it;
• circumvent usage limits, access controls or account restrictions;
• impersonate another person or misrepresent your authority, identity, business or requirements;
• use the Website to infringe intellectual-property, privacy, confidentiality or other rights; or
• resell, sublicense or commercially exploit access to the Website or portal without our written permission.

9. Website information and provider references

The public Website does not display property listings or live availability. Its content describes Office Sphere, Atlas and the sourcing service and is provided for general business information.

Provider names and logos may appear to identify organisations with which we have relevant sourcing relationships or from which availability has been shared. All third-party names, logos and marks remain the property of their respective owners. Their appearance does not imply exclusivity, endorsement or a broader partnership unless expressly stated.

Website content may change and may not always be complete or current. You should not treat general Website content as property, legal, financial, surveying or other professional advice.

10. Shortlists and third-party market information

Shortlists may contain property, pricing, availability, amenity, imagery or other information originating from providers, landlords, portals or other third-party sources. Such information may change without notice and remains subject to final confirmation by the relevant provider or landlord.

Unless expressly stated otherwise, a shortlist is sourcing support rather than a valuation, survey, legal opinion, regulated advice or guarantee that premises will remain available or that a transaction will complete. You are responsible for reviewing the shortlist, independently verifying material information and deciding what to communicate to your client.

Detailed service standards, delivery targets, verification descriptions and responsibility for paid shortlists are governed by the applicable Service Terms.

11. Intellectual property

We or our licensors own all intellectual-property rights in the Website, Atlas, our branding, software, workflows, databases, designs, text and other materials, except for third-party content identified as such.

We grant you a limited, non-exclusive, non-transferable and revocable right to access and use the Website and portal for your internal business use while your account remains authorised. No ownership rights are transferred to you.

Rights to use, adapt, white-label or send a shortlist to a client are governed by the applicable Service Terms. You may not copy, publish, distribute or exploit other Website or portal material except as expressly permitted by us or by law.

You retain ownership of information you submit. You grant us a non-exclusive right to host, process, structure, communicate and use that information only as reasonably necessary to operate the Website, process the enquiry, deliver the service, protect the service and comply with law.

12. Third-party services and links

The Website may depend on or link to third-party services, including hosting, authentication, communications and payment services. Third-party services are controlled by their respective providers and may be subject to separate terms and privacy notices.

We are not responsible for the content of third-party websites or for failures outside our reasonable control. This does not exclude responsibility that applicable law does not allow us to exclude, or our responsibility to exercise reasonable care in selecting and managing providers we use.

13. Suspension and account closure

We will normally seek to resolve concerns before suspending access. As a last resort, we may suspend or restrict an account where reasonably necessary to protect the Website, users, providers or our business; investigate suspected misuse or fraud; address non-payment under applicable Service Terms; comply with law; or respond to a material breach of these Terms.

Where reasonably practicable, we will notify you of the reason and provide an opportunity to remedy the issue. We may act immediately where delay could create security, legal, confidentiality or material operational risk.

You may request account closure by emailing info@office-sphere.co.uk. We will ordinarily close the account within seven days after verifying the request. Closure does not affect accrued rights or obligations. Treatment of unused paid allocations is governed by the applicable Service Terms; account closure alone does not entitle you to a refund.

14. Privacy and cookies

Our Privacy Notice explains how we collect and use personal data relating to Website visitors, account users and business contacts. Our Cookie Policy explains the cookies and similar technologies used on the Website. These documents do not form part of these Terms.

You must review the Privacy Notice before submitting an enquiry. Where you provide personal data relating to another individual, you must have a lawful basis and authority to do so and must provide any required privacy information to that individual.

15. Disclaimers

We use reasonable care and skill in operating the Website. However, to the extent permitted by law, the Website is provided on an “as available” basis. We do not guarantee that it will always be available, secure, free from defects or compatible with every device or browser.

Nothing in these Terms guarantees that we will accept an enquiry, identify any suitable building, obtain provider confirmation or achieve a particular commercial result. Commitments expressly included in applicable Service Terms remain unaffected.

16. Liability for Website use

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

Subject to the preceding paragraph, we are not liable under these Website Terms for loss of profit, revenue, business, contracts, anticipated savings, opportunity, goodwill or data, or for indirect or consequential loss arising solely from use of or inability to use the Website.

We are not responsible for loss caused by inaccurate information you submit, your failure to secure account credentials, unlawful use by you, or third-party events beyond our reasonable control. Liability relating to paid services or shortlists is governed by the applicable Service Terms.

Nothing in these Terms affects any obligation or remedy that cannot lawfully be excluded or limited. Each limitation applies only to the extent it is lawful and reasonable in the circumstances.

17. Changes to the Website and these Terms

We may update these Terms to reflect changes in law, security, Website functionality or our operating practices. The effective date appears at the top.

We will provide reasonable notice of a material change affecting registered users, normally through the Website, portal or registered email address. Updated Terms apply from their stated effective date. Material changes to paid services are governed by the amendment provisions in the applicable Service Terms.

If you do not agree to updated Terms, you must stop using the Website and may request account closure.

18. General

If any provision of these Terms is held unlawful or unenforceable, it will be treated as modified to the minimum extent necessary, and the remaining provisions will continue in effect.

A delay or failure to enforce a right is not a waiver of that right. You may not transfer your rights or obligations under these Terms without our written consent. We may transfer them as part of a reorganisation, financing, sale or transfer of our business, provided this does not materially reduce your rights.

No person other than you, the business on whose behalf you act and Office Sphere Ltd has any right to enforce these Terms under the Contract (Third Party Rights) (Scotland) Act 2017.

These Terms, together with the documents expressly stated to apply, constitute the agreement concerning Website use. They do not replace applicable Service Terms, orders, privacy notices or data-processing agreements.

19. Governing law and jurisdiction

These Terms and any dispute or non-contractual obligation arising from or connected with them are governed by Scots law.

The courts of Scotland have exclusive jurisdiction to settle any dispute arising from or connected with these Terms, except where applicable law requires otherwise.

20. Contact

Questions, account-closure requests and notices concerning these Terms may be sent to info@office-sphere.co.uk.

Office Sphere Ltd • Company SC867827 • Effective 20 July 2026