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.
Mick Roberts
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Sign Up18:27 PM, 5th January 2016, About 9 years ago
Too right, give us an easily accessible database to check tenants out.
As us on the ground know, there's a lot of bad tenants out there, just move from house to house wrecking the last one & ripping the Landlord off.
Chris Evans
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Sign Up22:09 PM, 5th January 2016, About 9 years ago
Under recent government legislation in Wales, landlords are required to obtain accreditation in order to legally manage AST agreements and will also require a licence for each individually property managed by November 2016
I personally agree with a Rouge Tenant List as it an excellent idea, the sooner this legislation is passed the better in my view, landlords are currently vetted in Wales, therefore why not the tenants.?
If the Rouge Tenant List legislation is passed by the government, it will protect the Landlords against Rouge Tenants, I also suggest a clause is added to the bill which both the rogue tenants and persons who supplied references be penalised accordingly
Paul Shamplina great posts you have my full support.!
Gary Dully
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Sign Up2:25 AM, 6th January 2016, About 9 years ago
Quite frankly, the new corporates won't put up up with rogue tenants for long and I envisage masses of Rogue Tenants trying to get residency with guess who?, yes, the poor long suffering. BTL landlords.
The remaining landlords such as ourselves, should we survive 'Clause24', and we will have to put up with more lies, cheaters, fraudsters and criminal tenants than we do already.
We need that database and a new type of court order for obtaining absconding tenants details from HMRC for the thriving numbers of CCJ defaulters and non payers.
What's the point of a CCJ, when they are totally ignored and people with them can still borrow money?
It's a big sick joke!
Chris Byways
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Sign Up5:32 AM, 6th January 2016, About 9 years ago
As part of the RtR checks
https://easyproperty.com/your-guide-to-right-to-rent-immigration-checks/?utm_source=crm&utm_medium=email&utm_campaign=932395_Content%20Driven%20Jan%201%20Lettings
it might be prudent to ask for written details of the prospective tenants past 5 years accomodation and contact details of LL - where applicable?
These RtR checks need to be done NOW for ASTs starting next month.
Paul Routledge
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Sign Up9:11 AM, 6th January 2016, About 9 years ago
The truth is that the real weakness in the PRS is of our own making, I talk to 100’s of landlords and the same story emerges, we are all just too busy keeping up with life and making a living that we forget the real principles of what we are trying to do which is to get the rent in and create a better investment base and pension for our future.
New badly written legislation, biased tenant laws and unprecedented stealth tax grabs on us, means we are all battling every day to run our property companies and keep up. We are all the Government’s whipping boy and that will not change because we are an easy, fragmented target that they think they can exploit to cure their housing and national income problem and as important kicking us secures the the votes of 9 million tenants. Whichever way you look at it, it sure seems their mandate is to keep tenants in our properties no matter how bad they are and take the last penny in tax from us for doing so.
That is why best referencing is more than ever the only foundation to a successful property portfolio and when I started up landlordreferencing.co.uk 7 years ago I offered every landlord and letting agent the opportunity to unite to stop taking one another’s bad tenants. You would have thought that was the easiest thing in the world to do but “NO” because of the ubiquitous mentality that it will never happen to me, or my agent does it all (you hope) or, I have never had a bad tenant, but then, when we do, it is then all just all a bit too late. Letting property is a game of Russian roulette and you may fire 5 shots and get lucky for years but then one day you have just drawn the bullet into the chamber and bad referencing means you have just pulled the trigger and the consequences of that one shot can cost you everything you worked for. Stop! And think why have we forgotten the fundamental principle of, prevention is better than cure?
Anyway, now seven years later and growing at over 100 new members a week (80% of which are recommendations) landlord Referencing Services (LRS) and now tenantreferencinguk.com is getting there as 1000’s of new tenants histories are being created stopping our members taking any of the 300 evictions carried out by landlords every week in this Country.
If we want to stop tenants ripping us off and then simply moving on, if landlords need a system that (like our credit files whereby our lenders share our borrowing data) then the real news is you already have it.
Tenant referencingUK.com gets its tenant history data from landlordreferencing.co.uk it will show you all the data on a prospective tenant’s history that has been provided by the previous landlord or agent and not from the tenant themselves. Bad tenants cannot hide their past and therefore if they rip off one of us, then they are ripping off all of us which will result in them being refused a home with any of us. That is a very powerful message and this is why data sharing is so powerful because, like the way our national lenders and credit files unite and share data on our loans, mortgages and credit cards, Landlords have to unite together to do our referencing and then we create tenant histories. Referencing together gives us better referencing and better referencing gives us better tenants and a more solid foundation to our investments.
It is very simple if you do not want someone else’s problem tenant, then unite with your peers and register your good and bad tenants on the system. If you take a new reference with Tenant Referencing UK.com then you automatically create that tenant a tenant history file and if we all do that then the realisation is that you need never take someone else’s bad tenant ever.
How easy is it? Unbelievably so, (if we want it to happen) and here is how. All you need to do is tell 3 people about tenant referencingUK.com because if every landlord was a member and registered their tenants both good, bad, existing and previous then 1.7 million landlords would be talking to one another and sharing their tenant data within a month. HOW?
Day 1: 3 landlords tell 3 landlords to join give us 9
Day 2: 9 Landlords tell 3 landlords to join gives us 18
Day 3: 18 Landlords tell 3 landlords to join gives us 54
Day 4: 54 Landlords tell 3 landlords to join gives us 162
Day 5: 162 Landlords tell 3 landlords to join gives us 486
Day 6: 486 Landlords tell 3 landlords to join gives us 1458
Day 7: 486 Landlords tell 3 landlords to join gives us 4374
Day 8: 4374 Landlords tell 3 landlords to join gives us 13,122
Day 9: 13,122 Landlords tell 3 landlords to join gives us 39,366
Day 10: 39,366 Landlords tell 3 landlords to join gives us 118,098
Day11: 118,098 Landlords tell 3 landlords to join gives us 354,294
Day 12: 354.294 Landlords tell 3 landlords to join gives us 1,062,882
Day 13: 1,062,882 Landlords tell 3 landlords to join gives us 3,188,646
OOPS! there are only 1.7 million private sector landlords which proves in less than 14 days, no one needs ever take another bad tenant ever again, your tenancies are all recorded and your good tenants (like their credit file) will get a better tenant history. A win, win all around except of course for those tenants who think that not paying the rent and/or smashing up our property does not matter because they are unaccountable and protected by the law. They may be protected by the law but we will all be protected by one another sharing our tenancy data.
Now, I know this is not a precise science and before someone has a go and says that they are not all going to join like the above analysis, I know that but I just wanted you to get a feel how easy over a very short period of time it is to stop taking someone else’s bad tenants. As Landlord Referencing has grown in to a full referencing portal Tenant referencing UK you can get the entire full service reference and even rent guarantee insurance at a cost less than any other referencing company. Our entire product list means you do not just get the UK’s only tenant history support and Right to Rent check, but the best packages for landlords to do the entire letting themselves.
We already have registered 25,000+ members and have databases with over 400,000+ tenants that will protect landlords and letting agents. We can all read and write these types of articles all day but the truth is, if the system already exists and 100’s of new members join us every week, why is the word not being passed as passing on the word means we are all contributing to making ourselves safer in the future. After all, if we did then every tenant in the Country would have a tenant history within a few months.
I agree that in the early days, the system was difficult and lacked products but now it is the fastest and easiest UI (user interface) in the market and offers everything to landlords from referencing and insurance right through to property management and most of the services are free. The consequences of joining are simply that you will just add to a system and create your tenant histories that will protect you better in the future.
My only message is this, Landlords do not suffer bad tenant referencing anymore, share your data, stop multiple applications and all the problems associated with them and don’t take someone else’s bad tenants, you really don’t need to.
Please Join us today and more importantly please tell 3+ others to join us too.
Thank you Neil & Mark @118 for letting me post this to your readers to bring awareness of tenant referencing UK and how landlords really do have a way of stopping us taking one another’s problem tenants.
Chris Byways
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Sign Up11:53 AM, 6th January 2016, About 9 years ago
This gets quite interesting. Do we NOW have to register with the ICO?
Another £35 every year, per LL not per property.
I have just rung the ICO, and YES ALL PRS LLs do! If so that will cause them a headache, they have 400,000 organisations registered, but if there are 4m landlords they will have to gear up a bit.
(Not to mention another quango gets to make £140m)
On an earlier thread was written:-
Note that all landlords should have a Data Protection Licence as they hold data on tenants. I suspect most landlords don’t have one though!
http://www.property118.com/why-dont-agents-use-bad-tenant-databases/63036/comment-page-2/#comments
Mark said no, then it ended up being a grey area. Iirc
This does need to be established for all of us.
https://ico.org.uk/for-organisations/guide-to-data-protection/data-protection-principles/
They have an online test, for 5 exclusions, we might well avoid registration as we can claim to be not for profit! LoL
Or under 4 if it is a paper only system, BUT THAT EXCLUDES GIVING ANY LRS REFERENCE ELECTRONICALLY(?)
Or under 5 if we have to store info due to statute.(?)
After 1/2/16 we have to KEEP more personal info by law.
ICO :-
Self-assessment
1. Are you a not-for-profit organisation that qualifies for an exemption?
No
2. Does your business or organisation only process information for judicial functions?
No
3. Are you processing personal information?
Yes
4. Do you process the information electronically?
Yes
5. Is your organisation responsible for deciding how the information is processed?
No
You are under no requirement to register
Paul Routledge
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Sign Up12:22 PM, 6th January 2016, About 9 years ago
Reply to the comment left by "Chris Byways" at "06/01/2016 - 11:53":
Chris,
Landlords do not need to be registered with the ICO if they are capturing and storing the data for their own use for the purpose of referencing to create a tenancy agreement between them and their tenant.
The taking of a tenant’s details that they agree to give you which are to be used solely for the purposes of referencing for a contact of tenure between those two parties comes under the legitimate interest clause. If the data is then passed onto a third party who has no contractual interest in the tenant, the tenancy and/or the contract of tenure it is those who need to register the holding of third party data with the ICO. We of course are ICO registered.
We have been taking information for 7 years and trust me checked by every tom dick and harry in the industry and the way we take and store our data is perfectly legal and legitimate.
Chris Byways
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Sign Up12:59 PM, 6th January 2016, About 9 years ago
In this case, it is a shame the ICO give out wrong info on their advice line (today).
DALE ROBERTS
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Sign Up12:06 PM, 9th January 2016, About 9 years ago
As one of the "snivelling parasites" the reprehensible, if not totally unqualified to comment, Councillor Devine so freely disparages - I would like to inform him that I am in full support of total transparency regarding rogue landlords, rogue agencies AND rogue tenants.
Populist rhetoric from the woefully ignorant, and once again I refer to Councillor Devine, in enforcing any kind of discrimination that hinders the clean-up of an industry that urgently requires it should be emphatically resisted.