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 email@example.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?
- 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 firstname.lastname@example.org, 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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- 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
10:39 AM, 4th November 2019, About 4 years ago
You can still claim for breach of contract (e.g. failure to clean) but you can't specify a set amount in the AST. Take detailed photos and write a description of the lack of cleanliness before getting your cleaner in. Otherwise you won't be able to prove that it was not clean. You may still get into an argument but at least will have some evidence. If the deposit is held in a custodial scheme I make sure the tenant realises that the return of the deposit will be delayed if they want to dispute the claim.
As to the damage caused to the bath, if the repair has held up since the start of the tenancy it is probably good enough. You won't get damages for the failure to notify you.
12:05 PM, 4th November 2019, About 4 years ago
If you want to make a claim against the tenant for the quality of cleaning you need to have a decent inventory fron the start of the tenancy (ideally agreed with the tenant), along with full details of the end of tenancy issues. It's a shame you felt rushed doing the checkout, as that is ideally when you should have noted the defects and agreed them with the tenant. Cleaning in particular can be subjective.
If you try to make a claim on the deposit you will need the evidence (e.g. dated photographs, contempraneous notes).
Personally, I always assume I will need to arrange a clean after a tenancy and don't worry too much unless it is really bad. Even when I've had great tenants there's always something to sort out.
Tenants do not like landlords withholding money from deposits (hence the legislation in their favour) so you always have to tread carefully unless it's very clear.
As for the bath, this is harder to comment on.
Keys - if you give out two keys, give out two keys. If the tenants want more, let them sort it out. Unlilely to be a deal breaker.
13:38 PM, 4th November 2019, About 4 years ago
My agent insists on a professional clean before they move in (either by the landlord or outgoing tenant) and when they move out supported by an invoice
Re the bath- how does it look? How old is it? You would have to divide the cost over the number of years it's expected to last and factor how old it is - say it is 7 years and could be expected to last 10 then you maybe could ask for 30% of the cost - there is a formula somewhere for this on one the deposit websites
Your best bet is to talk to them, and see if you can agree an amount to deduct (they have to agree or it goes to dispute) you may find they make an offer. It seems quite a small thing, I would be tempted to write it off (depending on the bath damage)
13:54 PM, 4th November 2019, About 4 years ago
Reply to the comment left by Puzzler at 04/11/2019 - 13:38
Thank you for your reply.
Don't think landlords are allowed to ask for a professional cleaning even with an invoice. The check in inventory states professional level. The new tenants are briefed on the inventory and I stressed out that at check out it needs to be professionally done (still remains subjective..) and will emphasise in a summary e-mail.
Did not know there is a formula, I will have a look. Although, it is around 10yrs old, the bath is still considered very high standard.
Well, I advised on the cost of the cleaning and awaiting their answer now... let's see.
15:25 PM, 4th November 2019, About 4 years ago
Hi Des. Guessing you did not manage to prepare a detail check-out report so other than invoice from cleaning weak on evidence. Also you mentioned good tenancy. As your void period very short put the cleaning cost down to cost of business and move on.
15:31 PM, 4th November 2019, About 4 years ago
Re keys, concur with Graham that should tenant require additional keys they sort this themselves. However if you have a concern once they vacate over them holding a spare then consider providing.
15:39 PM, 4th November 2019, About 4 years ago
Reply to the comment left by Jireh Homes at 04/11/2019 - 15:31
I disagree. I would rather get an extra key cut and re-charge the tenant £3 or £5 or whatever Timpsons charge and have a rule that they don't get keys cut than have the tenant do so and not know after they have left if there are duplicate keys out there.
We now get high security keys that tenants can't get duplicated. They cost a few pounds extra but the cost is trivial compared to the value of the asset.
18:41 PM, 4th November 2019, About 4 years ago
Reply to the comment left by Ian Narbeth at 04/11/2019 - 10:39
I use the cramer enamel repair kit and find it gives a good result initially but needs to be redone every 1-2 years as it wears off. It is not a permenant fix so you should deduct something for the loss of value of the bath although this may be relatively small when you calculate it
18:46 PM, 4th November 2019, About 4 years ago
Reply to the comment left by Ian Narbeth at 04/11/2019 - 15:39
I agree with Ian. Its better to have high security keys (with the key code registered in your name NOT the locksmiths) This gives you certainty that there are no spare keys floating around. If a tenant requests an extra key or loses one I will contact the locksmith to confirm they can get one cut so I don't have to.
23:49 PM, 4th November 2019, About 4 years ago
Reply to the comment left by Puzzler at 04/11/2019 - 13:38
A new white steel bath with a 25 year guarantee costs £110 if you spend some time searching on the internet.
Installation is obviously an extra that will vary enormously.
replacing the fittings at the same time may well be a no brainer.
Will the slight damage really affect your rental income or ability to get replacement tenants in the future.
Having said that, a thoroughly cleaned and well presented property enables you to be more selective about the tenants that you accept.