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.
Lynne Davis
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Sign Up10:38 AM, 22nd February 2013, About 12 years ago
If you can get the agent to provide you with a copy of the tenancy agreement (which they should do upon request, though we had to threaten to take ours to court when we went through the same thing), and it shows the contract as being between you and the tenant, then you don't really need a new agreement - though there's no harm in doing one if you prefer.
If there's a deposit then it should have been protected (otherwise there's no option but to return it in full anyway) and the tenant should have been given the details. The agent should pass the deposit over to you - but it will have to remain protected unless it's returned to the tenant. It sounds as if you'd be happy to do this anyway so you could just instruct the agent to return it.
Unless you have a means of taking direct debits (such as GoCardless or Landlordsrent) it will be easier just to set up a standing order; it's not difficult to knock up a simple S.O. form.
If you're not already a member of a landlords' association such as the NLA, RLA or Guild of Residential Landlords, then it's worth joining; they will provide tenancy agreements and legal advice, and membership only costs around £80pa.
Do check your contract with the agent as there might be a tie-in clause that prevents you from taking a tenant away from them without paying them. We didn't have such a clause but we were required to give them two months' written notice, which we did - we could maybe have sacked them with immediate effect but it was a bit like Section 21 vs Section 8 - better to give the contracted notice period and avoid unnecessary conflict.
Mark Alexander - Founder of Property118
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Sign Up11:00 AM, 22nd February 2013, About 12 years ago
Hi Angela, before you rush into this PLEASE read the contract you signed between you and your letting agent. Sometimes not all is as it may first appear. If you watch a duck swimming across a pond it looks as though it's gliding gracefully. However, below the surface it's little legs will be paddling like the clappers. Then ask yourself the question; "Do I know about all the laws associated with lettings and do I want the hassle?". When you have done that please read this thread >>> http://www.property118.com/index.php/cancel-letting-agents-contract-keep-tenant/30782/
Antony Richards
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Sign Up17:11 PM, 22nd February 2013, About 12 years ago
If you pay peanuts you will get monkeys!! Our minimum fee is £60 plus VAT per month so its hardly any wonder the agenst cannot live up to your expectations.
Other than that check the terms and conditions to see what the termination requirements are and act accordingly.
Mark Alexander - Founder of Property118
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Sign Up17:36 PM, 22nd February 2013, About 12 years ago
I'm not sure I agree with that Richard. Some agents are using technology combined with insurance back products to offer some amazing deals. They cut out the costs of expensive offices and employees and instead operate hub and spoke business models. For a fixed fee of £34.99 + VAT pcm I can get an ARLA agent to let and manage my properties and that includes the costs of an AIIC qualified inventory clerk doing check in and check out and also 12 months RGI and legal fees protection. Many agents said it wasn't possible for that money but it is, I've seen it with my own eyes. They've just launched a cut down version of that package in Scotland too where they can't even charge premiums to tenants, see the linkto the article I wrote about that last night below
Nick Pope
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Sign Up18:08 PM, 22nd February 2013, About 12 years ago
I let through an agent about 5 years ago for an initial 3 year AST with fixed rent increases. They charged 11% for rent collection only. At the time the market was weak soI agreed. The tenant wanted to stay on after 3 years and as they were thinking of a second child (it was only a 2 bed house) I agreed that they could hold over on a month by month basis if they woulf give min. 2 months notice. The agents went ape and said I could not do that and it wsn't legal. Having been in the property game for 40 years I have a little knowledge and the arrangement was perfectly legal.
However their contract was so strongly worded that I had to pay them to prepare a new lease even though one was not done. They even wrote to the tenant threatening them with bailiffs if they did not pay their share of the non-existant new lease.
I then went back to them to try to re-negotiate the fee levels as they had only done rent collection and found that there was no way of bringing the agreement to a close and they refused to even discuss fees.
So, left with no choice I boought anther buy-to- let, moved the tenants who were now exoecting baby #2 (there was nothing in the agreement about fees for this) and then let the house myself.
I'm out of the agreement with the agents now and have let them know that they have lost the management of a total of 3 properties because they would not be flexible. Guess what - they now want to discuss fee levels!
For clarity we are not talking about a small local agent but one of the largest in the country, the local area ofice employing 60 people.
Karen Lupton
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Sign Up20:23 PM, 22nd February 2013, About 12 years ago
I used to pay a letting agent 10% + VAT for management, and to this day I am not sure what they did. I sorted all the maintenance out, after receiving invoices from them for ridiculous jobs they had arranged (£20 for a plumber to go round and bleed the radiators? My 6 year old could have done it!!), inspections were never thorough and deposits were returned where significant damage had been done, their advertising was poor, they didn't do viewings...I could go on.... I eventually requested to terminate our agreement, and offered to buy myself out. However, they were very reasonable and just accepted a months notice from me, and did not charge me (although to be fair 2 of the tenants quit at this time so there was only one long term tenant). Anyway I now let our 5 properties myself, and is not too arduous, and it's rather nice to keep that portion of my income for myself! Oh, and they just gave me all the legal documents, tenancy agreements etc.. But I was under the impression that they belonged to me anyway?
DC
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Sign Up11:25 AM, 23rd February 2013, About 12 years ago
Antony, I totally disagree. There are some honest and very hard working agents out there that do not have to resort to these high priced fixed fees that you suggest.
Antony Richards
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Sign Up8:38 AM, 25th February 2013, About 12 years ago
Mark and DC. Have it your way. Stack 'em and sell 'em cheap. As somebody who spent the first few years of my children's life geting qualified to offer professional advice that is not the market I wish to be in. I can employ a book keeper to do my records or I can employ an accountant to make sure I keep legal but who can also offer sound advice on tax saving. I can but a 'meal' from a fast food outlet or pay more for proper food. In the words of Crocodile Dundee 'you can eat it but it tastes like s**t'. There is obviously a market for the standard of service you require but there will always be those prepared to pay for quality and that is the market we aim for.
Mark Alexander - Founder of Property118
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Sign Up9:42 AM, 25th February 2013, About 12 years ago
Anthony, please do not misunderstand me. I too am professionally qualified, I also bank with Coutts & Co. and drive a new Jag XJ so I do appreciate that cheap isn't always value for money. The agents I was referring to are, however, also professionally qualified by ARLA. That's not to say they are the right agents for everybody though. I use several agents, much the same way as I have several friends. There's no one size fits all and never will be.
DC
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Sign Up10:46 AM, 28th February 2013, About 12 years ago
“There is obviously a market for the standard of service you require but there will always be those prepared to pay for quality and that is the market we aim for.” - Antony
I’m not sure if you are doing yourself or your business justice with your response as your choice of words is harsh when you do not know exactly what service people get for the fees they pay.
Penzance is obviously a more affluent part of the country than in Cambridgeshire where I own property, so perhaps your minimum fee of £72 inc VAT is considered reasonable. That equates to a monthly fee of 15% plus VAT on a £400pm rental. I certainly would hope never to have to pay those sort of fees and I wonder whether landlords reading this could justify paying those sort of costs on their 1 and 2 bed property portfolios in their areas?
I strive to find quality and value for money all the time but that hasn’t always been easy within the lettings industry. I have learnt from experience (mostly bad ones) that cost, promises of standards of work, qualifications and membership of regulatory bodies doesn’t always add up to best value when it comes to letting agents. I have used both cheaper and far more expensive agents but now I use a company that sit somewhere in between cost-wise but they are head and shoulders above in all other respects so I still disagree with your comments. Cheap doesn’t always mean S**T as you so eloquently put it.
I am very happy with the thoroughly professional standard of full management that I get and I pay substantially less than your minimum fee on the majority of my properties plus there are no other fees payable either. Okay, none of my properties rent quite as low as £400pm but those rents are plentiful here and East Anglia isn’t exactly the cheapest part of the UK. Three of my properties are new-build, freehold houses too, but as with all my properties I maintain them in tip-top condition and with the very reasonable fees that I pay I can pass on the savings to my tenants thus keeping my rents at a fair level. Surely investment property ownership is a long-term strategy so to stay in it you need to look beyond the end of your nose in all aspects of it.
Don’t get me wrong, I’m all for buying good value and enjoying my hard earned money but I’m trying not to be short sighted with my investment plan.
I see that you have linked an example property to this forum, perhaps to show that you do deal in the lower priced end of the market? This is the type of property that I would say is suitable for a young adult, possibly needing a guarantor. Your website would suggest they may have to find £130 in non-refundable fees, a deposit of £675 plus the monthly rent of £450. That’s £1255 upfront, which is a lot for anyone to pay in current times let alone a youngster in their first job and possibly fresh out of university with all the associated debts to pay for years to come and facing all the expense of setting-up a new home. Couple that with the £72 monthly Landlords fee and that one property has generated the sort of turnover that would put off most tenants and landlords alike.
I think we need to be very careful with fees because the cost of renting is beginning to spiral dangerously out of sync with earnings and it will come to a head sooner rather than later, spoiling it for investors like me and also for professionals like you.