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.
Ian Narbeth
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Sign Up16:18 PM, 15th November 2019, About 5 years ago
Reply to the comment left by The Forever Tenant at 15/11/2019 - 16:13
"Any landlord that would ask to see my bank statements is going way too far into intrusiveness in my mind."
I disagree. We have asked for bank statements over 100 times in the past 5 years and seldom had any push back. Bank statements are very useful to see if tenants run their affairs properly.
The Forever Tenant
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Sign Up16:46 PM, 15th November 2019, About 5 years ago
Reply to the comment left by Ian Narbeth at 15/11/2019 - 16:18
If I may ask, what is it you are looking for, both positively and negatively on a prospective tenant's bank statement.
My concern would be that you may judge someone if you see something that is harmless, but goes against your own personal feelings.
Would you think worse of someone if they were a Labour party member? Shopped at B&Q? Is there a limit in your mind as to how much someone is allowed to play the lottery each month?
These things in themselves are harmless, but you may be putting unintentional bias into your decisions by looking into someone too much.
There is also the consideration that you may not see someone's bank account which has the dodgy items on it. I myself have two bank accounts. A joint account with my wife and my own personal account. our salaries go into the joint account which is then used to pay all household bills and then amounts are moved into our personal accounts for personal spending. You wouldn't see anything on that other account and thus potentially miss out on concerning spending.
Ian Narbeth
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Sign Up17:07 PM, 15th November 2019, About 5 years ago
Statements provide corroboration of income. They may disclose that the tenant has a serious gambling habit, or is repaying loans to the likes of Wonga. I am not worried about a few pounds a week on the lottery but if someone earning £1500 a month was spending £300 on gaming, even if they won, I would be concerned. They may disclose payments to a partner (we can accept partners in some of our HMOs but not all). Generally, they show if the tenant is running the account in a regular fashion - are there similar payments every month for similar things?
Not bothered if they are a member of the Labour Party or a trade unionist. However, we won't take Guardian readers (only kidding).
I shop at Aldi and B&Q so that's not an issue.
We don't usually reject a tenant on the basis of bank statements alone but unexpected items lead to further questions and enable us to do due diligence. In a recent case, it meant we asked for a guarantor as income was sporadic.
As for dodgy items we do ask for the account that shows income and outgoings and if money is coming in from another account we may ask to see that if we don't get the full picture.
paul robinson
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Sign Up17:09 PM, 15th November 2019, About 5 years ago
Reply to the comment left by Ian Narbeth at 15/11/2019 - 16:18
On the flip side I’ve never asked for bank statements in 10+ years (think it’s intrusive and over complicated) but do undertake a full tenant assessment c/w credit check and affordability etc. Probably had a handful of issues with rental payments in this period and usually if a tenant has just disappeared and their bond has always covered any rent that is due that month with their room re-rented the same month.
Gunga Din
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Sign Up17:38 PM, 15th November 2019, About 5 years ago
On bank statements etc. - each of my properties is individually one of the most valuable things I own and I will be as intrusive as I think I can get away with before letting an unknown person acquire tenant's rights to occupy it. If any doubt arises, I'll dig even deeper.
I would happily submit to the same scrutiny if I were trying to rent a home. Much like a job application, I would be offering as much supporting info as I could.
I have had a number of applicants disappear when I asked for bank statements, and I'm glad they did!
As for the detailed items, as long as the number on the right stays healthy I'm not that interested.
Queen Victoria
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Sign Up8:22 AM, 16th November 2019, About 5 years ago
Reply to the comment left by Ian Narbeth at 15/11/2019 - 17:07
Ian Narbeth. If I, a prospective tenant of yours, wanted sight of your bank statements to show me you are running your business properly would you be comfortable to comply? If so, and there was evidence of a relationship between this account and other accounts of yours would you also disclose these on request?
Jamie Finch
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Sign Up8:38 AM, 16th November 2019, About 5 years ago
Dear all
Many thanks for all your time and comments - very helpful and much appreciated.
Jamie
Jim
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Sign Up9:00 AM, 16th November 2019, About 5 years ago
Following on with the thread of the original question but a slightly different situation: If the tenants request a change of sharer while the tenancy is still within the fixed period and the tenancy is going to be ENDED in favour of a new tenancy being created with the new tenant added, my understanding of the tenant fees ban document is that a landlord can not even charge the £50 or reasonable costs as the tenant fees document does not SPECIFICALLY state that in this situation you can charge £50
The £50 fee is only mentioned for where you are making changes to an existing tenancy agreement. It just seems a little strange that you can make a charge of £50 for making a change to an existing contract but nothing for having to create a whole new tenancy that the tenants request and want to get out of.
paul robinson
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Sign Up9:08 AM, 16th November 2019, About 5 years ago
Reply to the comment left by Jim S at 16/11/2019 - 09:00The original post sounded like he changed a tenant during the periodic tenancy and didn’t understand the responsibility of the tenants and landlord at that point.
If changing a tenant during a fixed term they would be assignment to the existing tenancy and therefore the £50 or reasonable fee could be charged. This is fair as it’s a change within a fixed term tenancy.
Trying to make a charge or ask the leaving tenant to be responsible to find a replacement tenant when the tenancy is on a periodic was never correct or fair, even pre tenant fee ban.
Jamie Finch
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Sign Up10:55 AM, 16th November 2019, About 5 years ago
Hi Paul
Just to clarify, I never require a tenant (or set of tenants) to find someone new if someone moves out. I make it very clear that the contract is ending and that I am happy to have the house back to re rent. However, if the rest of them want to stay and find a new housemate, I am happy to work with them. It is therefore entirely their choice and there is no pressure from me. In fact I would often prefer to have the house back, to do upgrading works unhindered by a fully occupied house and to put the rent up - something I rarely do with sitting tennants.
Thanks
Jamie