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:
|Name of Cookie
||Used only to collect performance data, with any identifiable data obfuscated
||This cookie is strictly necessary for Cloudflare's security features and cannot be turned off.
- 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
|__utma, __utmb, __utmc, __utmt, __utmz
||Helps to understand how their visitors engage with our website
||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
10:15 AM, 17th May 2016, About 7 years ago
I wouldn't do it myself. I would take out rent guarantee insurance and let them do it for me.
The Tenants have to pass referencing to get the insurance.
Please see >> http://www.property118.com/rent-guarantee-insurance/85786/
11:23 AM, 17th May 2016, About 7 years ago
I use the NLA tenant check service. You don't have to be a member and you can decide whether or not you want to take out rent protection insurance after you have seen the results.
12:46 PM, 17th May 2016, About 7 years ago
I highly recommend using Tenant Referencing UK (http://www.landlordreferencing.co.uk/).
I’ve used it for many years and its the best referencing in town, primarily because I cannot find the same calibre of Tenant History Reports any where else on the market.
They understand that just because a tenant might have a bad credit score doesn’t necessarily mean that they’re a bad tenant.
AND they offer some great RGI (rent guarantee insurance) products too.
Good luck! 🙂
11:02 AM, 18th May 2016, About 7 years ago
Basic Reference £27 includes, Previous Landlord reference- " as supplied by the tenant " ??? a bit dubious.
Personally, I don't think a decent tenant reference service exits.
12:07 PM, 18th May 2016, About 7 years ago
I have used a few different referencing services but they dont look into more than the basics. I put the check through RLA . I get paperwork filled in and always collect from the property they live in which gives me a reasonable idea on how they are living .I also check them out on Facebook . I check for any CCJs on Trust online.Obviously work and references are taken up too and previous landlord . If any doubts then I ask for a guarantor . Hope this helps .
12:49 PM, 18th May 2016, About 7 years ago
All the previous comments recommend good solutions. I personally use Landlord Secure because it's a user friendly online system thats comprehensive and you get notified as the checks are progressing. The final report is provided as a PDF document. Whatever provider you use, once you have the results do some cross referencing to ensure details provided checkout (see Chris Daniels concerns). Also remember as part of immigrations checks, it is the landlords responsibility to do a physical photo ID check with original documents.
13:19 PM, 18th May 2016, About 7 years ago
I've used Landlord Secure Rob,
sorry, I wasn't impressed with them either
13:52 PM, 18th May 2016, About 7 years ago
I've just done some referencing for the first time. I went with Tenant Referencing UK (after posting on their Landlord Referencing forum for many years) as a friend of mine who has done a lot of referencing recommended them.
However, I have not done a serviced reference, but a DIY one so I can see EXACTLY what I'm getting.
First run their detailed finance report at the CURRENT address, then the previous address, then at any linked addresses that are revealed.
If there's a current landlord, I run a search against the property with Land Registry https://eservices.landregistry.gov.uk/www/wps/portal/!ut/p/b1/04_Sj9CPykssy0xPLMnMz0vMAfGjzOKNjSxMDA1NjDwsjM3MDTxN3dyNDUNMjQ1MjPWDU_P0C7IdFQG9k5Tz/ to ensure they actually own it, and speak to them on the phone as well as simply getting them to complete the form.
I Google the prospective tenant, too - do they have a Linkedin profile - does that agree with what they've told you they do for a living? Also, does any relevant data about them come up on Companies House (if they're self employed)?
A person who enquired about viewing my property had the same (very unusual) name as a convicted fraudster!
To get RGI, you need to use the insurance from the company you reference with, and will need to run all their referencing checks.
Last but not least, get last 3 months bank statements - that alone tells you loads (is their rent regularly paid? Is their salary going in?). I had a prospective tenant who passed her credit check with flying colours, but was spending every penny while living with her parents!
14:47 PM, 18th May 2016, About 7 years ago
I've done my own referencing in the past but recently I use the NLA which is OK but I would prefer to see much more detail. I always try Facebook checks etc but they produce less than they used to. I'm interested in how Mandy does detailed financial reports against prospective tenants' current addresses. My tenants are usually young professional sharers and their addresses are more often than not their parents as they seem to continue to use these for bank accounts etc. I sometimes do Zoopla checks on their parents house and Land Registry documents. I haven't recently requested bank statements but I think I will start doing that again as Mandy does. Despite all this I don't even start on referencing until I am pretty sure the tenants are likely to be OK and I never rush tenants into anything!
15:05 PM, 18th May 2016, About 7 years ago
Reply to the comment left by "Sponge Bob" at "18/05/2016 - 14:47":
The finance reports I'm referring to are offered by Tenant Referencing UK.
At first I was very reluctant to ask people to provide their bank statements - it feels very intrusive and I really hate it when I'm asked to provide my own!
However, I started doing this after hearing a cautionary tale from Paul Routledge about how he once let to a really nice chap with a very good job who passed his credit check with flying colours, only for it to transpire after he missed his first 2 months rent payments and he then reluctantly handed over his bank statements (when Paul offered to help him budget), that he was making regular payments to Ladbrooks....
I myself nearly took a tenant recently, again a really nice person with a good job who passed her credit check at her current address with flying colours, though not at her previous address, but she had been a student for most of her time there, and it was a house share, so I wasn't OVERLY concerned.
However, when she sent me half of the bank statements I asked for, she was spending almost all her salary.... while living with her parents (there were no outgoings for utilities, groceries etc). Had I taken her, it is likely she would have fallen into arrears. While I depend on my rental income, it wasn't simply for my own sake, but hers too - how would she have felt if I were forced to evict her?