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.
Robert M
9:49 AM, 25th May 2018, About 6 years ago
Reply to the comment left by Laura Delow at 25/05/2018 - 09:05
Hi Laura
1. i) My understanding is that you, as the data controller should have a Data Processor Agreement with any supplier, agent, contractor, business, that you share data with, so that would include your letting agent (although they may collect the data, they are YOUR agent so are collecting it on your behalf), as well as your tradesmen contractors etc.
ii) Your Data Processor Agreement will encompass the responsibilities as and when your processor sub-contracts work to another person.
iii) No, because your Data Processor Agreement will make it a requirement for your data processor to be GDPR compliant, which in turns means that they become responsible for ensuring that their sub-contractors are GDPR compliant, therefore you do not need to see documentation from your data processor's sub-contractors.
2. i) Your broker and MyDeposits should have their own GDPR Privacy Notice and this should be sent to you or you should have received notification as to it's availability on their websites.
ii) As they are your supplier (of a service) and you are providing them with personal data, then you should ideally have a Data Processor Agreement with them.
3. i) Yes, contractors that receive personal data should be ICO registered and GDPR compliant.
ii) They should be GDPR compliant. If you use a contractor who is not GDPR compliant then you may be liable for any data breach by them, so your responsibility is to be satisfied that they are GDPR compliant.
iii) Same applies to one man bands. All businesses, regardless of size, are caught up in the GDPR requirements.
iv) In theory yes, but I think there are some limited exceptions for retail shops (check the ICO website). Most stores that do online shopping, or that may be holding personal data are putting a Privacy Notice on their websites, so I think you may be covered by this. - I don't work in retail, so I am less certain about this.
Laura Delow
10:36 AM, 25th May 2018, About 6 years ago
Reply to the comment left by Robert Mellors at 25/05/2018 - 09:49
Thank you so much Robert. Even the NLA weren't helpful yet you have clearly addressed each of my questions albeit your answers confirm what I hoped not to be the case but anticipated would be. My one band man contractors will be my issue which I need to look in to as they're highly unlikely to think GDPR applies to them. I'll meanwhile check the retail side of things. Again, my sincere thanks
Robert M
11:06 AM, 25th May 2018, About 6 years ago
Reply to the comment left by Laura Delow at 25/05/2018 - 10:36
You're welcome Laura. If you, or your contractors would like a free copy of the GDPR Data Protection Policy that I have created (I have versions for landlords/letting agents, and another version for other businesses) please ask them to email me directly robert.mellors@hotmail.co.uk
Mike
11:13 AM, 25th May 2018, About 6 years ago
This GDPR is a complete nightmare, I am sure it is another stealth tax, any feeble excuse to come up with a silly law, just to raise revenue, and those who defy penalise them with heavy unproportional fines. This is nothing less than Authoritarianism.
Ask yourself how has data breach killed anyone? and How it will prevent fraud? it really serves no purpose, and one cannot identify anyone from just a piece of information on a bit of paper, can anyone be identified from personal data? (no) The only positive way to identify anyone positively is through DNA and fingerprints or dental records. Merely carrying a piece of paper with someone's name cannot identify any person even closely.
Further more those of us who now have to register will have our names and addresses exposed against our will, and made publically available, I am totally against this , it does not guarantee us our protection so I am therefore not sure if this is meant to be a good idea to register, you could be identified and targeted, your life could be in danger.
I actually made several attempts yesterday and was not allowed to register as the site was closed and I tried today and it got stuck when I reached choose your address!
Total fiasco! I will be phoning ICO and ask them why do we need a public register, as it does not protect me by being exposed with my name and address and my telephone number if you are an individual and a sole trader/landlord.
Ian Narbeth
11:34 AM, 25th May 2018, About 6 years ago
Reply to the comment left by Mike at 25/05/2018 - 11:13Mike
You write:
"Further more those of us who now have to register will have our names and addresses exposed against our will, and made publically available, I am totally against this , it does not guarantee us our protection so I am therefore not sure if this is meant to be a good idea to register, you could be identified and targeted, your life could be in danger"
That horse has bolted. People's names and details appear in all sorts of places - electoral roll, Companies House, list of licensed HMO landlords and then sites such as Facebook and LinkedIn. Unless you have a very common name put it in Google inside "". You will be amazed what comes up.
Among other things the GDPR will help to stop data being sold to spammers and will require organisations to keep it secure.
Laura Delow
11:45 AM, 25th May 2018, About 6 years ago
Reply to the comment left by Robert Mellors at 25/05/2018 - 11:06
Thank you so very much Robert.
Dennis Leverett
11:53 AM, 25th May 2018, About 6 years ago
Reply to the comment left by Robert Mellors at 25/05/2018 - 08:57
Hi Robert
Here's what I've been told. I'm exempt in my online business because I only process personal data for the following reasons. Advertising, marketing, accounts, records used only within my own business activity. You do not have to register on my web site to use it or make a purchase and it has SSL certificate anyway. I use a third party ie. PayPal for payments and store no financial info(card numbers etc.) at all, the basic info I store is secure electronically and paper info back up, invoices etc. is stored securely. I have been advised to register voluntarily as this is public space and customers could check for peace of mind and to cover myself to a certain extent if any complaints. I do have privacy notice on my web site and do not share info under any circumstances.
Is this right or wrong?
Mike
12:10 PM, 25th May 2018, About 6 years ago
I have decided to not register but fully comply with data protection, i.e. safeguard anyone's personal details if I will only need to register if I decide to keep them on some form of electronic format, currently my tenants provide me with a photocopy of their passport that i keep in a A4 paper folder, I provide them with paper copies of everything like gas safe certificate, epc, tenancy agreement with pen filled names and address, so no processing on computer with their personal details, except I print blank agreements on my word processor and print it and fill the rest of details with a black biro.
I certainly don't want to risk being a target of someone by expose myself with ICO publishing my name and address and registration number. Until ICO can guarantee my safety and protection I shall not register. I also need data protection from them first and foremost, they do not have to make a public register available, Does DVLA publish registration details of car owners who could be identified from their cars? we could be identified from our names and public could find where we live and target us.
Robert M
12:14 PM, 25th May 2018, About 6 years ago
Reply to the comment left by Dennis Leverett at 25/05/2018 - 11:53
Hi Dennis
If you have a business that is using the personal data of individuals for "advertising, marketing, accounts" then I believe that you need to register with the ICO, and ensure GDPR compliance.
I don't know who has advised you, whether you have this in writing from them, or whether they are accepting legal liability for their GDPR advice? (I don't, as I am not legally qualified, so I am only expressing my opinions based on my own knowledge and experience). I would strongly suggest that you visit the ICO website (when it is working again) and work your way through their checklists and guidance as this should confirm to you whether you need to register with the ICO, and what actions you need to be taking to ensure (and evidence) your GDPR compliance.
Ian Narbeth
12:33 PM, 25th May 2018, About 6 years ago
Reply to the comment left by Mike at 25/05/2018 - 12:10Mike
I fear you are committing an offence by not registering with the ICO. Under s17 of the Data Protection Act 1998 https://www.legislation.gov.uk/ukpga/1998/29/section/17 you must register if you are processing information and s21 of that Act makes it an offence not to do so.