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.
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Sign Up14:37 PM, 23rd June 2013, About 12 years ago
Presumably your solicitor would have reviewed the lease at the time of purchase. If they failed to notify you of the potential for these pernicious charges I would have thought they had been negligent in their conveyancing and bear some liability for the costs you may now be incurring. Would a quiet word in their ear to tell them about their oversight have them act on your behalf to get it sorted?
Lauren Wadey MIRPM, AssocRICS, CIHM
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Sign Up16:13 PM, 24th June 2013, About 12 years ago
I would be interested to hear if Tony Whites suggestion pays off. I would have thought the conveyancer has protected themselves against this eventuality somehow.
Joe Bloggs
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Sign Up22:53 PM, 24th June 2013, About 12 years ago
mark - i have flats with e&m and they write to my home address, however you need to give them a correspondence address.
rob - i got that sort of letter from e&m a few years ago and did not pay as its outside my lease terms.
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Sign Up11:18 AM, 26th June 2013, About 12 years ago
Hi Guys
I am trully thankful for all the posts and advice over the last week. Myself and my wife are currently querying the freehold of our property. I have been informed that the company that is initiating the global/standard licence are the head leaseholders and NOT the actual freeholders. We will dispute that our lease was with the freeholders.
I hope to let you know in due course. Thanks again
Rob
Annette Stone
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Sign Up18:10 PM, 26th June 2013, About 12 years ago
Rob, What a to do you are having!!! This sort of thing is usually done when a deal is struck between the seller of a freeholder and the purchaser and there is a strong suspicion that if they were going to conduct the sale properly and issue Section V Notices on all the lessees giving the opportunity for 50% or more of the lessees to purchase the freehold the lessees would buy, they opt for the creation of a Head Lease which still requires Notices to be served and for lessees to be kept informed. Even if they created a Head Lease the Head Lessor should not revise any of the terms in the original lease.
Similarly there is nothing to stop 50% or more of the lessees getting together and exercising their rights to buy the freehold even now. This is complicated by the existence of the Head Lease but a competent property valuer working with an experienced lawyer in the field will be able to explain how all of the "intermediate interests" are bought if this is the wish of the lessees.
My advice is to check your original lease thoroughly and compare it with the Head Lease. If the Head Lease has added any clauses you are home and dry.
If you wanted to try and buy the freehold and needed some guidance get my details from Mark and e mail me.
In my experience these very big freeholders/head lessees or management companies who are tied to one particular freeholder will cave in if you apply enough pressure and I am currently involved in something along slightly different lines but also involving unreasonable demands and I am fighting it all the way.
Roger Hardwick
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Sign Up12:43 PM, 29th June 2013, About 12 years ago
Dear Rob,
A few points:
(i) The first point of reference, as always, is the lease. Does it prohibit subletting with the prior written consent of the landlord? Does it place other restrictions on subletting? Note that very short term (e.g. 1 – 4 weeks) or holiday letting is likely to amount to a breach of a covenant to use the property only as a “private residence” or “private dwelling” (Caradon DC v Paton); or a covenant prohibiting use of the property for trade or business (Thorn v Madden and Tendler v Sproule). It may be that longer term letting (6 month+ ASTs or even longer) may amount to a breach of the trade/business covenant, but there is not much case law on that.
If the lease does not prohibit subletting (without the prior written consent of the landlord), then there is no need to obtain the prior written consent of the landlord. I suspect E&M have applied their policy to their entire portfolio; and I know they have got it wrong on a few occasions (where I have acted for the leaseholders); demand consent to sublet fees where the lease contains no requirement for consent.
(ii) Most leases which prohibit subletting without consent, anticipate that the consent will be required on every occasion that the property is sublet. As I understand it, E&M have adopted a policy on subletting which includes the option of obtaining a global licence, but which also includes the possibility of obtaining consent every time the property is sublet; or on an annual basis. They are perfectly entitled to offer these options (the global consent would in effect operate as a general waiver of any future breach, or any future breach during that year), so long as they also offer the leaseholder the opportunity to obtain and pay for written consent on a “one-off” basis. They cannot insist that the leaseholder goes for the global consent, unless the lease itself requires it (that would be highly unusual).
(iii) It is worth remembering that where a lease does prohibit assignment or subletting without consent, it will be an implied term that such consent cannot be unreasonably withheld (s.19(1) of the Landlord and Tenant Act 1927).
(iv) The bad news is that even where a lease does not expressly require the leaseholder to pay an administration fee for dealing with applications for consent to sublet, it is considered reasonable for the landlord to withhold consent until the leaseholder pays the landlord’s reasonable administration fee (Holding & Management (Solitaire) Ltd. v Norton), HOWEVER ...
(v) ... a fee for providing consent in this context is a variable “administration charge”, which must be reasonable (Commonhold and Leasehold Reform Act 2002, Sch.11, p.2) and in the case of Holding & Management (Solitaire) Ltd. v Norton (an Upper Tribunal case, which sets a legal precedent – please remember that LVT decisions are not binding on anyone other than the parties to those proceedings, so they are of limited use), a reasonable fee was held to be £40 plus VAT.
I hope that helps.
Kind regards,
Roger Hardwick
Brethertons LLP
Joe Bloggs
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Sign Up13:24 PM, 29th June 2013, About 12 years ago
hi roger
fantastic summary supported by caselaw.
particularly interested to see £40 is considered reasonable.
from my recollection of the lease it was unclear whether consent was required each time a tenancy changed or just once (i obtained consent to sub-let just the once when i became lessee). i would have argued the contra-preferentum rule had they pursued me, which they did not.
many thanks and may well be in touch for any future matters!
Mark Alexander - Founder of Property118
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Sign Up13:45 PM, 29th June 2013, About 12 years ago
@Roger Hardwick - I totally agree with Joe Bloggs, fantastic response and an absolute please to have an L&T lawyer commenting here with such authority and clarity.
The £40 revelation has got me thinking, I may well be referring to your post in my future correspondence with freehold management companies and/or indeed instructing you to defend me if I fall out with them, which, based on this is pretty inevitable now.
Please complete your member profile so that we all know how to get in touch when we need you.
Thanks again.
Regards
Mark
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Sign Up11:15 AM, 1st July 2013, About 12 years ago
Again thanks for all the advice etc.
To be honest i am a bit overwhelmed with with all the various terminology. I have forwarded an email disputing the licences to E &M.
A reply stated that they will respond in 10 days.
Roger thank you for your in-depth post. Not sure if you have seen part of my lease within this thread and the letter from E&M acting on behalf of their client?
I believed their client was the freeholder (St George) with whom my lease was with but now it has come to my attention that E&M are working on behalf of the leasehead purchaser RQ Blocks E &F Limited. This was stated in a letter dated 29 March 2007.
On another note I have just recieved another letter fron E&M (dated 12 June 2013) stating that "RQ Blocks E & F, your immediate landlord, wish to enter into a long term agreement"
The proposal that they have in mind concerns the appointment of new managing agents to manage a number of blocks of flats in the RQ development. The proposed term of the agreement is likely to be for three years in the first instance, they say.
They have bullet pointed a number of services that would be provided such as:
* Deal with demand and collection of service charge and ground rent monies and other sums. (actually another company at present collects the service charge and this is Consort Property Management) .
There are various other services they mention too.
They also state under the bullet points there there is no written form of contract at present as managing agents all have their own preferred terms of business.
To be honest, the whole matter is very confusing.
Roger if you can help in any professional way I would be most grateful.
Thanks again Mark for allowing me to use this forum, even if I do feel out of my depth here!
Lauren Wadey MIRPM, AssocRICS, CIHM
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Sign Up16:09 PM, 1st July 2013, About 12 years ago
Sounds like Section 20 terrority now, Rob.
RQ will be offering the management contract for the blocks out, based on loose terms (bullett points ) to several agents who will bid under a closed tender for the future management, offering their most competitive price/services.
Ultimately, RQ will be hoping to secure a fixed rate of fees for the term, to prevent significant icreases to the budget year on year - like with an energy tariff.
If this is the first notice you have received on the matter, it will be entitled " notice of intention". You have 30 days from the date of the letter to comment on this proposal and nominate an agent that you might wish to be considered for the management of the block.
points to consider/query are:
-Why do they want to enter into a 3 year agreement? If the agent is new and you are tied in for 36 months this might not be desirable.
- Opposingly, section 20 allows you to secure a much longer contract (say 5 -10 yrs) which if you are confident in the selection might be more beneficial.
After this they will contact the selected agents and then these bids will be conveyed to you in a future notice, along with the proposed selection of agent.
Please feel free to give me a call if you have any queries on this, as it is quite involved.