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.
Ben Reeve-Lewis
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Sign Up16:31 PM, 14th April 2012, About 13 years ago
Just got back from Ikea hell.........
Unlike Mary I am not so humble. Yes I am an expert haha Housing law stuff is all I do, have done since 1987. Sadly not an expert in ECHR though. Few are expert to be honest and in real terms it is such early days for ECHR and housing that lots of it is conjecture and putting 2 and 2 together making 5.
Its when cases go through court of appeal and house of lords level that it starts to become clearer and proper case laws are established that people can point to and rely on. This is why I am urging calm on the article 8 defence to PRS possession claims. I keep saying in my responses here, “In theory”, nobody knows what will happen on the long tortuous passage of cases through the higher courts. They take forever and even in high cases where 3 law lords preside it is common for not all of them to agree with each other. Rarely have I seen all 3 vote the same way.
As for the letting agentrs working for cuoncils. My instant reponse was no but again things are often more complex.
We would need to know a lot more about the contractual arrangements between the council and the agents, who is given as the landlords and who owned the housing stock concerned but it isn’t unfeasible that if instructions came from the council to evict and the agents were simply the administrators of the process then there is a possibility of an Article 8 defence, but I am just musing. I don’t want to add 2 and 2 together etc.
I have myself blocked possession in court a few times where an agent, on the landlords instructions, issued possession proceedings and made applications to court on the basis that each court form contains a statement of truth which needs to be signed and the court rules do not allow a managing agent to sign a statement of truth so the paperwork was invalid. Not an ECHR defence but gives you an idwa of the complexities of the role of agents.
And no, I did mean Ground 8 not article 8. The scenario I was suggesting was where there is mandatory possession because of 2 month’s rent arrears, which is Ground 8
Mary Latham
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Sign Up17:28 PM, 14th April 2012, About 13 years ago
Ben you are the expert on Housing law but surely the Agent has no legal status regardless of his contractural agreement with the local authority he is only acting on behalf of his client - the landlord?
In the circumstances of a Section 8 the property would not be the "home" of the landlord but it would be the "home" of the tenant so I am not clear how Artcle 1 would help the landlord - unless of course the landlord was being repossesed of his own home because the loss of rent meant that he could not pay his mortage. If the property were rented to a tenant that tenant would surly be the one who "possessed" it - the case would be in court because the landlord was seeking to repossess and unless and until the court gave him the legal right to do that it would be deemed to be in the legal "possession" of the tenant?
My brain is hurting now perhaps you could clarify for me Ben.
Ben Reeve-Lewis
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Sign Up17:49 PM, 14th April 2012, About 13 years ago
I think the sign of an expert is someone who knows enough to know they don’t know it all by any means. I am certainly aware of the yawning gaps in my knowledge and ECHR defneces to possession proceedings is certainly an area. I can grasp the arguments but cant predict where they will go in court of appeal.
Agents can and do have legal status depending on how things were set up, for instance, and this is a common example, if the agent puts themselves down on a tenancy agreement as the landlord it is the agent who is liable to be sued for disrepair if jobs aren’t done, not the property owner.
I think your point is the same as mine on this though. If the council are merely using the agents to administrate processes and the tenants are actually signed up to the council, Article 8 may well come into play but against the council not the agent. If the council just farms people out for rehousing and the agent finds a property, sets up an agreement with a local PRS landlord then no, I cant see how they would be in the frame.
My brain hurts too. We had friends over last night and we polished off a European wine lake between us and went to bed at 2.30am.
Article 1 refers to a person’s possessions, of which the building is considered, even though the Law of Property Act 1925 states that for the period of the lease the tenant is in effect the owner of the property. So, as was the case in Gillow, the judge, when considering proportionality took into account Article 1 when considering the landlord’s position. In refusing to grant possession to the landlord was the law interfering with his possessions? Namely, his house.
As far as I recall in Gillow it wasn’t just a buy to let but previously the family home and the judge considered their connection to that when making a decision.
And if your brain still hurts ask me to explain Malcolm v. Lewisham, a defence to possession based on disability Discrimination that has turned employment law on its head. Its enough to make you take up self harming. I’ve been teaching it for 4 years and I still don’t quite get it
Mary Latham
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Sign Up18:09 PM, 14th April 2012, About 13 years ago
Ben surely an Agent who signs and AST is in the same position as an Agent who signs a notice to quit? He cannot do this because of the Legal Services Act 2007. Only a legal representative or a person with enduring power of attorny has the right to sign a legal contract on behalf of another person?
Have I got this wrong? Have Agents been held legally accountable for something they have done while acting on behalf of their landlord?
Mark Reynolds
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Sign Up19:59 PM, 14th April 2012, About 13 years ago
Mary you do not have it wrong, however the relationship between the agent and the landlord is commonly refered to as a "fiduciary relationship" - in other words one of a trust between the agent and the principle - (The landlord)
What should be borne in mind, is that the landlords name and his existence should be declared otherwise the agent may, or more likely, become the principle and will be liable for any issues or problems that arise in the tenancy.
Some may argue that by using this relationship they are able to serve notices and represent the landlord in posession proceedings. I agree with you and Ben that this is simply not possible and that will only serve to push that "Fiducial Relationship" to the limit, and one a court may not tolerate. In our TOB the landlord is signing to say that we will set the agreement up but nowhere does it say that we will serve the notices and represent them in posession proceedings. But that is a subject for another day.
As far as i am aware, this has not been challenged but as a side note we always sign "for and on behalf of...priciples name"
Does anyone else have any thoughts on this?
Ben Reeve-Lewis
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Sign Up7:57 AM, 15th April 2012, About 13 years ago
I’m not saying they legally can Mary, I’m saying they do, it’s my job to try and keep on top of them.
Bear in mind I work in an area of London that is very run down, lots of unemployment, drugs and crime and we have so many criminal agents you wouldn’t believe. I don’t mean unknowledgeable and I don’t mean incompetent, I mean Criminal. The name of the game is; make as much money as you can and screw the rules….whatever they are.
I left the job in 2001 to become a self-employed housing law trainer which I did until 2009 when I ended up back in the old job. The difference in the intervening years was the massive growth in clueless, amateur buy to let landlords creating all sorts of mayhem out of ignorance and a concomitant growth in very dodgy agents who saw a gap in a completely unregulated market.
They all have well decorated high street offices and many boards up all over the borough. To the unknowing eye they look totally legit but remember I work with Environmental Health and Trading Standards and we know what they are really up to behind those shop fronts. The phantom companies they are partnered up with, the dissolved status of the actual agent company, their personal criminal records, the constant pending prosecutions being pursued by Planning, building control, trading standards, the allegations of theft, illegal eviction and on and on and on.
My experiences with these charlatans drives my repeated calls for agents to be properly regulated.
Mary Latham
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Sign Up9:15 AM, 15th April 2012, About 13 years ago
There are two issues here for landlords.
1. Will they be held responsible if the Agent, acting on their behalf and with the "fiduciary relationship" that Mark describes, breaks the law. We already know that the landlord will repay the deposit if the Agent walks away with it even through the landlord has not even seen the money - does this follow through to all aspects of the law? I have always thought that it did and if this is the case Agent can do whatever they please because the buck stops with the landlord.
2. Are Agents breaking the law by performing certain functions in relation to legally binding documents, are they breaking Legal Services Act 2007? Again I believe that they are and there is no doubt in my mind that if they actually go to court on behalf of the landlord they are performing a legal service which they are not licenced to do.
Like you Ben I do come across Agents who have contempt for the law, the landlord and the tenant but they are not prolific in my area. I find that there are some who use the fact that their landlords do not understand English well nor do they understand the relationship between themselves and the Agent. As my beloved late mother used to say "money doesn't care who owns it" Often those who have the money to invest in property do not have the knowledge and skills to let it, they also dont have the sense to go to a legally qulaified and licenced person to pay cove their backs. In that environment yes Agents do need to be regulated. Unfortunatly that means that the good guys, and there are many, will be faced with increased cost and legal burden just as good landlords are because of the rogues.
I am going to keep educating landlords and Agents in the hope that the rogues will be marginalised and that landlords know what to expect when they engage an Agent to work on their behalf.
Mark Reynolds
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Sign Up9:45 AM, 15th April 2012, About 13 years ago
As always Mary a concise answer and one that may throw up some anomalies (I think I spelt that right)
There is always a danger that the agent can run away with all the cash and we all know that this does happen. The relationship between the landlord and the agent is one of trust and, whilst regulation is needed who will police it?
I am going off the thread a little here as the original article surrounded Article 8 so I will finish by saying this.
I firmly believe we are the good guys in the letting agent world. We tell the landlord what their obligations are and we do, on occasions, badger them to get things done and they eventually do.
Maybe someone can write an article about this subject we are straying into?
Ben Reeve-Lewis
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Sign Up10:16 AM, 15th April 2012, About 13 years ago
Yes thats my understanding too Mary. They were breaking the civil Procedure rules in drafting and serving papers and more latterly (October?) breaking the Legal Services Act.
I see attampts where the landlord actualy lives abroad and instructs the agents to do it all for them.
Online eviction firms seem to be becoming more and more popular with agents these days but even their standards are questionable. I recently saw a section 8 notice drafted by one of the more well known companies and it had entirely the wrong eviction ground on it, it wasnt what they call sufficently particularised (not enough detail of the breach) and the charged the landlord several hundred pounds for it
Mary Latham
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Sign Up11:03 AM, 15th April 2012, About 13 years ago
Ben You have raised another important issue for landlords and agents. Are online eviction services breaking the law? Are they performing legal services and if so are they licensed (just realised I was using the American spelling) to do so? If a judge picks up on the fact that the paperwork has been drafted by people who are not licensed to perform legal services would/could he throw the case out? He could not be seen to be aiding and abetting could he?
This is one of those days when being a landlord feels like swimming in a toilet pan