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.
- Definitions and Interpretation
In this Policy the following terms shall have the following meanings:
||means an account required to access and/or use certain areas and features of Our Site;
||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;
||means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003;
||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
||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 firstname.lastname@example.org, 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?
- 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?
- 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?
- 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.
- 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 email@example.com, or using the contact details below in section 14.
- 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:
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||Used only to collect performance data, with any identifiable data obfuscated
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- 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:
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- 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
10:51 AM, 19th January 2012, About 11 years ago
If ARLA were to define a
“key facts” sheet (no more than two pages of A4) that set out the charges an
agent makes and the service they provide in a standard format it would be a
great start. ARLA could then hold
agents to account if they did not provide the services that were listed on the
fact sheet or made charges that were not listed.
I still for example
don’t know our agents how far they will take action against a problem
talent before expecting the landlord to pay legal costs. A “pick list” of a few levels of services on
each type of issues defined by ARLA, so least the wordings were standardised
would help landlords a lot. (Likewise
some agents will charge an easy to reach light bulb in an empty property
without charging, but others claim they must send in a trade person to do it)
As a thought experiment,
it would interesting to see how an agent would act if they were paid on the
bases of a fixed fee per month, and a percentage of our long-term “profit” over a given amount excluding
the costs of mortgage payments.
12:35 PM, 19th January 2012, About 11 years ago
Roger's views are similar to mine, and this makes a heartening read. A professional agent's prime obligation must be to his client. See
8:46 AM, 20th January 2012, About 11 years ago
It has been mentioned before but a LA's business model is to make as much money for himself; that does not translate into looking after the LL's interests.
This what an agent Should do but; they don't.
Estate Agents actively work as hard as possible to obtain the best possible price for the seller.
Whereas the LL expects to keep the costs as low as possible.
The business relationship is therefore fundamentally flawed and as a consequence a LA will never work hard to reduce a LL's costs.
8:20 AM, 21st January 2012, About 11 years ago
This is exactly my arguement that unless an agent is fundamentally paid in a way which aligns his goals with those of the landlord and this is totally transparent the landlord will not be able to judge. Ians comment is interesting re profit as this would certainly align the goals. The biggest issue is transparency and that needs account access by the landlord at a level of details letting agents either can't or do not want to provide. You will be interested to read are later issue on this particular aspect.
8:24 AM, 21st January 2012, About 11 years ago
I like the idea of profit share and it may be something a fporward looking organisation would consider. The problem for most Landlords is they never get a detailed breakdown of the charges and expenses or see them early enough to do something about it. Comes down to transparency of charging and reporting which I deal with in a later issue.
21:21 PM, 21st January 2012, About 11 years ago
So perhaps a useful business model that LL could trust would be the IFA one or rather the regimene for IFA's coming in at the end of this year.
I think a fixed fee scenario would be attractive to LL but of course this could leave the LA out of pocket if he has issues with the properties which cost him.
Perhaps LA would then be more selective over which LL and properties they choose to take on.
Rather than the case at the moment in taking everything and charging ridiculous charges to the LL
Mark Alexander - Founder of Property118
21:58 PM, 21st January 2012, About 11 years ago
If the only fee was a percentage of rent collected then letting agents would be inventivised to collect as much rent as possible and to minimise voids. It would also be easier for landlords to compare charges. If letting agents were also compelled to declare their average void days period (e.g. an average of X days per annum across their entire portfolio) and these figures had to be independently audited this would also provide transparency. The problem is that there are so many varieties of charging that it's virtually impossible for landlords to make good comparisons. I've seen agents charging as little as 5% and as much as 18% but is that a basis to compare? Actually no, the agent charging 5% may heap a whole load of extra charges on to a landlords account and be useless at letting properties, thus subjecting the landlord to huge voids and costing the landlord a lot more than 18% of potential rental income. I don't think the RDR method which is to be imposed on the IFA sector would work for landlords because charging for time spent would encourage agents to make a meal of the smallest issues and could result in similar complaints to those often directed towards the legal professions.
13:56 PM, 22nd January 2012, About 11 years ago
Regarding making a meal of things; perhaps the LA should charge a set fee for those smallest issues and if he overruns then the cost is down to him.
This would concentrate the LA's mind on producing a transparent tariff and ensure he is as efficient as possible .
There are clearly going to be times when issues are completed before the allotted period and of course some will overrun; but with the swings and roundabouts he he should come out at worst even or possibly even on top.
Having such a tariff menu would concentrate the LA's mind on cost efficiency and provide clear differentials to other LA's charges.
However the more issues I see with LA's the more I think they should be regulated.
Perhaps in association with the Good landlord scheme you are working on we could have a good La scheme with best practice procedures to be adhered to?
Mark Alexander - Founder of Property118
14:23 PM, 22nd January 2012, About 11 years ago
Hi Paul, the Good Letting Agents scheme is already there. Pretty much everything I have in mind for the good landlords campaign is already functional in our Directory, the only difference being, full membership of this costs £25 + VAT per month. It's a great marketing scheme for letting agents too. Thanks for your suggestions to develop the scheme but it was never our intention to become a regulator.
21:04 PM, 22nd January 2012, About 11 years ago
As well as void days I think agents should have to declare the level of bad depts, so as to make these numbers meaningful the mix of tenant types will also need to be declared in a standard way. Somehow the rents the agents get relative to other agents also needs to be declared, as otherwise an agent could get very low void days just by asking for a rent that is greatly below the market.
Stats can be so meaningless in isolation…
Including a copper bottom unpaid rent and damage insurance in the management charge at least would make the agent responsible for their actions in choosing the talents. (But that would cost more than the standard 10%)
As the agent chooses trade people and control their costs maybe the cost of normal repairs should also be covered by the management charge.I agree with Paul that charging for time spent is not the way to do, as a good agent stops problems before they take a lot of time/money to sort out.
The more I think about this sort of thing, the more inclined I would be to self manage if our two properties were within easy reach of us.