Privacy Policy
BACKGROUND:
Property118 Ltd understands that your privacy is important to you and that you care about how your personal data is used and shared online. We respect and value the privacy of everyone who visits this website,
www.property118.com (“Our Site”) and will only collect and use personal data in ways that are described here, and in a manner that is consistent with Our obligations and your rights under the law.
Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of Our Privacy Policy is deemed to occur upon your first use of Our Site
. If you do not accept and agree with this Privacy Policy, you must stop using Our Site immediately.
- Definitions and Interpretation
In this Policy the following terms shall have the following meanings:
“Account” |
means an account required to access and/or use certain areas and features of Our Site; |
“Cookie” |
means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in section 13, below; |
“Cookie Law” |
means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003; |
“personal data” |
means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that you give to Us via Our Site. This definition shall, where applicable, incorporate the definitions provided in the EU Regulation 2016/679 – the General Data Protection Regulation (“GDPR”); and |
“We/Us/Our” |
Means Property118 Ltd , a limited company registered in England under company number 10295964, whose registered address is 1st Floor, Woburn House, 84 St Benedicts Street, Norwich, NR2 4AB. |
- Information About Us
- Our Site is owned and operated by Property118 Ltd, a limited company registered in England under company number 10295964, whose registered address is 1st Floor, Woburn House, 84 St Benedicts Street, Norwich, NR2 4AB.
- Our VAT number is 990 0332 34.
- Our Data Protection Officer is Neil Patterson, and can be contacted by email at npatterson@property118.com, by telephone on 01603 489118, or by post at 1st Floor, Woburn House, 84 St Benedicts Street, Norwich, NR2 4AB.
- What Does This Policy Cover?
This Privacy Policy applies only to your use of Our Site. Our Site may contain links to other websites. Please note that We have no control over how your data is collected, stored, or used by other websites and We advise you to check the privacy policies of any such websites before providing any data to them.
- Your Rights
- As a data subject, you have the following rights under the GDPR, which this Policy and Our use of personal data have been designed to uphold:
- The right to be informed about Our collection and use of personal data;
- The right of access to the personal data We hold about you (see section 12);
- The right to rectification if any personal data We hold about you is inaccurate or incomplete (please contact Us using the details in section 14);
- The right to be forgotten – i.e. the right to ask Us to delete any personal data We hold about you (We only hold your personal data for a limited time, as explained in section 6 but if you would like Us to delete it sooner, please contact Us using the details in section 14);
- The right to restrict (i.e. prevent) the processing of your personal data;
- The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation);
- The right to object to Us using your personal data for particular purposes; and
- If you have any cause for complaint about Our use of your personal data, please contact Us using the details provided in section 14 and We will do Our best to solve the problem for you. If We are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.
- For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice Bureau.
- What Data Do We Collect?
Depending upon your use of Our Site, We may collect some or all of the following personal data (please also see section 13 on Our use of Cookies and similar technologies):
- Name;
- Date of birth;
- Address and post code;
- Business/company name and trading status;
- Number of properties owned;
- Accountants details;
- Contact information such as email addresses and telephone numbers;
- Proof of residence and ID;
- Financial information such as income and tax status;
- Landlords insurance renewal dates;
- Property Portfolio details such as value and mortgage outstanding;
- How Do We Use Your Data?
- All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with Our obligations and safeguard your rights under the GDPR at all times. For more details on security see section 7, below.
- Our use of your personal data will always have a lawful basis, either because it is necessary for our performance of a contract with you, because you have consented to our use of your personal data (e.g. by subscribing to emails), or because it is in our legitimate interests. Specifically, we may use your data for the following purposes:
- Providing and managing your access to Our Site;
- Supplying our products and or services to you (please note that We require your personal data in order to enter into a contract with you);
- Personalising and tailoring our products and or services for you;
- Replying to emails from you;
- Supplying you with emails that you have opted into (you may unsubscribe or opt-out at any time by the unsubscribe link at the bottom of all emails;
- Analysing your use of our site and gathering feedback to enable us to continually improve our site and your user experience;
- Provide information to our partner service and product suppliers at your request.
- With your permission and/or where permitted by law, We may also use your data for marketing purposes which may include contacting you by email and or telephone with information, news and offers on our products and or We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that We fully protect your rights and comply with Our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
- You have the right to withdraw your consent to us using your personal data at any time, and to request that we delete it.
- We do not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Data will therefore be retained for the following periods (or its retention will be determined on the following bases):
- Member profile information is collected with your consent and can be amended or deleted at any time by you;
- Anti-Money Laundering information and tax consultancy records are to be kept as required by law for up to seven years.
- How and Where Do We Store Your Data?
- We only keep your personal data for as long as We need to in order to use it as described above in section 6, and/or for as long as We have your permission to keep it.
- Some or all of your data may be stored outside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein). You are deemed to accept and agree to this by using our site and submitting information to Us. If we do store data outside the EEA, we will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and under the GDPR
- Data security is very important to Us, and to protect your data We have taken suitable measures to safeguard and secure data collected through Our Site.
- Do We Share Your Data?
- We may share your data with other partner companies in for the purpose of supplying products or services you have requested.
- We may sometimes contract with third parties to supply products and services to you on Our behalf. Where any of your data is required for such a purpose, We will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, Our obligations, and the obligations of the third party under the law.
- We may compile statistics about the use of Our Site including data on traffic, usage patterns, user numbers, sales, and other information. All such data will be anonymised and will not include any personally identifying data, or any anonymised data that can be combined with other data and used to identify you. We may from time to time share such data with third parties such as prospective investors, affiliates, partners, and advertisers. Data will only be shared and used within the bounds of the law.
- In certain circumstances, We may be legally required to share certain data held by Us, which may include your personal data, for example, where We are involved in legal proceedings, where We are complying with legal requirements, a court order, or a governmental authority.
- What Happens If Our Business Changes Hands?
- We may, from time to time, expand or reduce Our business and this may involve the sale and/or the transfer of control of all or part of Our business. Any personal data that you have provided will, where it is relevant to any part of Our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use that data only for the same purposes for which it was originally collected by Us.
- How Can You Control Your Data?
- In addition to your rights under the GDPR, set out in section 4, we aim to give you strong controls on Our use of your data for direct marketing purposes including the ability to opt-out of receiving emails from Us which you may do by unsubscribing using the links provided in Our emails.
- Your Right to Withhold Information
- You may access certain areas of Our Site without providing any data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data.
- You may restrict Our use of Cookies. For more information, see section 13.
- How Can You Access Your Data?
You have the right to ask for a copy of any of your personal data held by Us (where such data is held). Under the GDPR, no fee is payable and We will provide any and all information in response to your request free of charge. Please contact Us for more details at info@property118.com, or using the contact details below in section 14.
- Our Use of Cookies
- Our Site may place and access certain first party Cookies on your computer or device. First party Cookies are those placed directly by Us and are used only by Us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve Our products AND/OR We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times.
- All Cookies used by and on Our Site are used in accordance with current Cookie Law.
- Before Cookies are placed on your computer or device, you will be shown a cookie prompt requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling Us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended. You will be given the opportunity to allow only first party Cookies and block third party Cookies.
- Certain features of Our Site depend on Cookies to function. Cookie Law deems these Cookies to be “strictly necessary”. These Cookies are shown below in section 13.5. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings as detailed below in section 13.9, but please be aware that Our Site may not work properly if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them.
- The following first party Cookies may be placed on your computer or device:
Name of Cookie |
Purpose |
Strictly Necessary |
JSESSIONID |
Used only to collect performance data, with any identifiable data obfuscated |
No |
__cfduid |
This cookie is strictly necessary for Cloudflare's security features and cannot be turned off. |
Yes |
- Our Site uses analytics services provided by Google Analytics and Facebook. Website analytics refers to a set of tools used to collect and analyse anonymous usage information, enabling Us to better understand how Our Site is used. This, in turn, enables Us to improve Our Site and the products AND/OR services offered through it. You do not have to allow Us to use these Cookies, however whilst Our use of them does not pose any risk to your privacy or your safe use of Our Site, it does enable Us to continually improve Our Site, making it a better and more useful experience for you.
- The analytics service(s) used by Our Site use(s) Cookies to gather the required information.
- The analytics service(s) used by Our Site use(s) the following Cookies:
Name of Cookie |
First / Third Party |
Provider |
Purpose |
__utma, __utmb, __utmc, __utmt, __utmz |
First |
Google |
Helps to understand how their visitors engage with our website |
_fbp |
First |
Facebook |
Helps to understand how their visitors engage with our website |
- In addition to the controls that We provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all cookies or only third party cookies. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.
- You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.
- It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.
- Contacting Us
If you have any questions about Our Site or this Privacy Policy, please contact Us by email at info@property118.com, by telephone on 01603 489118, or by post at 1st Floor, Woburn House, 84 St Benedicts Street, Norwich, NR2 4AB. Please ensure that your query is clear, particularly if it is a request for information about the data We hold about you (as under section 12, above).
- Changes to Our Privacy Policy
We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.
john kelly
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Sign Up12:47 PM, 6th June 2014, About 11 years ago
Im located in Southend on Sea. I have other HMO's with no trouble letting. But i fear this property is a little bit out of the town centre so i think that's putting them off. But saying that we have just invested 60k doing the place up, its like a 5* hotel!!
also one of the rooms is a small single room which i have found from past experience are harder to budge. I only accept working tenants (no dss)
Harlequin
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Sign Up13:13 PM, 6th June 2014, About 11 years ago
Maybe rent? I've found that although my places are basic - not had an update since we started - 12 years ago, just painting and repairs, the tenants are willing to put up with this for proximity to transport. I have one that is on the 5* list (the inspector for the license said it was the best he'd seen) and being zone 3 (a high 'professional' grade of tenant as well - i.e. earn more) I find them harder to let, they go, but by no means as easily as the one opposite the tube in Zone 2. The rents are pretty much the same as well.
Single rooms are very hard work - try a fold up bed, there are some great ones out now and a very worthwhile investment.
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Sign Up13:15 PM, 6th June 2014, About 11 years ago
Hi John,
thanks for posting your query - it's an interesting one and good to see all the feedback and recommendations. If you're using SpareRoom I'd say don't give up on it as a channel, merely look at how you're using it - there are many factors that can affect the responses you get, which don't necessarily reflect how the channel works in general. SpareRoom connects you with millions of potential tenants, in a safe and secure environment, which cannot be said of Gumtree unfortunately.
Have a good look at your ad and those of others in your area - how does yours come across? Does it seem good value for money? Have you got good quality photos? Are you transparent about the letting process and any fees a tenant might have to pay? Are you able to say a little about who else lives there, and who people might expect to be sharing with? What are the experiences of your current tenants?
Have you got a free ad on SpareRoom or have you upgraded? Upgrading allows easy contact by everyone without waiting, which opens your ad up to a much bigger audience and in general upgraded advertisers rent their rooms in half the time. There are also additional options like featured ads that allow advertisers to showcase their ad to get more visibility, whilst you stay in control of how much you spend. If you'd like more advice on how to position your ad to best advantage and take advantage of all the tools SpareRoom can put at your disposal. ** content moderated - we do not allow members to post email addresses or phone numbers in comment feeds, not even sponsors, sorry! Please see >>> http://www.property118.com/advertising/65073/**
AnthonyJames
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Sign Up15:42 PM, 6th June 2014, About 11 years ago
I use Spareroom and usually get good results: the quality of applicants is young graduate-level with decent jobs.
I too have given up on Gumtree: too many time-wasters and people who seem incapable of reading the wording of the advert. However if I was struggling with Spareroom I would try Gumtree as well - it is better-known amongst certain groups such as immigrants from eastern Europe who are a natural constituency for HMOs.
I tried using a website that had access to Rightmove, and I have to say the quality of tenant was hopeless/clueless. They seemed incapable of understanding the concept of a houseshare and kept assuming the room price was for a whole one- or two-bedroom flat. I therefore leave Rightmove to the letting agencies.
I have tried Accommodationforstudents but my houses are just a little bit too far from campus to attract students. I have had a couple of postgraduates and they make excellent HMO tenants, mixing well with my graduate professionals. Undergraduates are more tribal and tend to stick together, plus they have the option of halls provided by the university and longstanding "student houses".
Other methods I've used are:
- word of mouth and inviting my existing tenants to ask around their friends and acquaintances. They quite enjoyed doing this as it gave them some quality control over who was moving in, but it's not a reliable method.
- advertisments at the local university's accommodation office, the local hospital's staff notice board, and the bulletin board of a major local employer. However my properties are not in the prime University/hospital area and are better suited to young working people, so Spareroom remains the best option for general advertising.
Barbara Thorning
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Sign Up8:22 AM, 7th June 2014, About 11 years ago
Reply to the comment left by "Robert Mellors" at "06/06/2014 - 11:38":
It was my understanding that unless additional services are included eg a B & B type of service, an AST still had to be used. Whether you issue a licence for document purposes, if it were challenged in court they would rule that the landlord still had to comply with the terms of an AST, because this is effectively what the agreement is.
Can anyone confirm please?
edward lobo
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Sign Up12:41 PM, 7th June 2014, About 11 years ago
I am part renting my current rented property to another couple and was wondering if landlords are open to renting to someone who would like to use the property for HMO
If so I would like to rent one property as demand for my spare room has been consistent on sparerooms
I live in southwest london
Thank you very much for any advice you can give
Robert M
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Sign Up14:12 PM, 7th June 2014, About 11 years ago
Reply to the comment left by "Tilly Mint" at "07/06/2014 - 08:22":
Hi Tilly
Yes you are correct, that some services may need to be offered (though not necessarily like a B&B), but I have structured my HMO business in such a way as to ensure that my occupancies are licence agreements, in both form and content, so that if they were ever challenged then the courts would also come to that conclusion.
My agreements have been shown to the Citizens Advice Bureau, to Shelter, and to the Council's Private Rented Housing Officers, by residents at various points in time, and all of these have concluded that they are valid licences, and would not be considered as tenancies simply purporting to be licences.
As the likes of Shelter are extremely keen to challenge "sham" licences, then their acceptance of my agreements as true licence agreements lead me to believe that this would also be the view of the courts. I have written in more detail on a different thread on this website that was specifically about licence agreements.
john kelly
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Sign Up15:32 PM, 7th June 2014, About 11 years ago
Robert have you got a link to that thread i would like to read it, unless you are providing a daily maid service i cant see how you can be so certain your licence is 'court proof'
i also use a licence agreement, we provide a bi weekly cleaning service where the maid is allowed under the TC's to enter there room to clean and inspect therefore i would argue there rooms are not 'exclusive possession' but if challenged in a court i would expect this to be thrown out! But my view is most tenants except the agreements as licenses and wouldn't challenge them
Robert M
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Sign Up16:09 PM, 7th June 2014, About 11 years ago
Reply to the comment left by "john kelly" at "07/06/2014 - 15:32":
Hi John
The link is:
http://www.property118.com/does-anyone-else-use-licence-agreements/61691/#comments
If cleaning is all you provide then yes you may be on shaky ground if challenged, but you may be providing more services than you realise and if you itemise these out and list them in your licence agreement (and perhaps add a few extra) then you may be able to overcome the legal presumption of a tenancy.
When I say you may already be providing more services than you realise, think about what the maid actually does, e.g. as well as cleaning and checking the room, is she checking on the welfare of the resident, befriending the resident, offering advice or support, checking fire alarms, receiving reports of repairs needed or nuisance from other residents, etc, etc. Does this service help to prevent bullying or abuse of vulnerable residents (financial, sexual, physical, emotional). Think about what other services you could provide cost effectively that would make it more likely to be a licence rather than a tenancy.
john kelly
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Sign Up19:10 PM, 7th June 2014, About 11 years ago
Brilliant Robert, i will read your post with great interest
Thanks for the extra services, very interesting, but i'm intrigued what angle of law does this conclusively prove the residence is not 'exclusive possession'?