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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||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
11:46 AM, 25th July 2016, About 7 years ago
This is not an area I have personal experience of but I am guessing you are looking to instigate a RTM (Right to Manage). I would check out the Leasehold Advisory Service first. Please see >> http://www.lease-advice.org/
14:00 PM, 25th July 2016, About 7 years ago
My my fellow leaseholders and I were in assimilar poison. I contacted The Right To Manage Federation smoothed our path for a minimal fee,
I hope this is of some help
14:08 PM, 25th July 2016, About 7 years ago
If you are shareholders in the freehold then you are entitled to be directors. Get sufficient numbers on the board and pass a resolution to kick the existing management out. If they won't sign you off as directors check the Memorandum and Articles of Association for the company which are obtainable free via Companies House Beta Service. See what it says about holding Extraordinary General Meetings of Shareholders where directors are appointed by shareholders. Appoint new directors and then pass a resolution kicking out the management company and appoint a new one. In planning this move do this discreetly as if the old management company get wind of it they may try and empty the company bank account with nefarious maintenance items at exorbitant fees. The first they should know about it is when they get a letter dispensing with their managing agent services.
On what you have said you do not need RTM as you already own a share of the freehold by being a shareholder. It is just a matter of getting rid of the corporate directors by using company instruments. Also check if there is any agreement between the company owning the freehold and the management company. If there is check the notice period. If not then give them a months notice and get someone else in. Just be careful you are not tied into a 3 month notice period or compensation in lieu of it. An agreement which goes over 12 months becomes a qualifying long term agreement and if the management fee is over £250 per flat it is subject to Section 20 consultation procedures which are very bureaucratic and have specific legal steps to follow. If they don't then service charges cannot legally be demanded.
A lot of information there. Follow Neil's advice and check out the lease website.
14:31 PM, 25th July 2016, About 7 years ago
Hi Liz, I am a property manager as well as being a B2L landlord. This should be quite straight forward, if all or most of the leaseholders agree - As mentioned by Neil above contact the lease advisory service, they have a good web site and go from there. The right to manage path is not too expensive between 12 flats but does need to be carried out correctly - are you sure you don't already have a RTM Co you mention a company and a 999 year lease - if that were the case just give the agent notice if you are all, or mostly all are agreed - you would need to call an EGM.There will probably be a contract signed somewhere and that will say how much notice you have to give the current agent, I would however advise that you do really need a trusted agent in place - if you can, go by recommendation, its helpful when any flats are sold and also to keep control of the building and its repair, it stops in fighting between the leaseholders when funds are requested!! A decent agent should cost about £200 to £250 per flat per year (except in London) on top of the maintenance costs + of course any large contract costs and a few smaller costs, legally required reports etc. Hope this helps
19:38 PM, 25th July 2016, About 7 years ago
Hi Firstly the amount for a long term agreement is only £100.00 its the major works that specify £250.00. You need to read your original contract AND the Company Memorandum and Articles. These may well specify that only the Leaseholders can be Shareholders . You mention two corporate directorships . Does the mem and Articles permit non shareholders to be directors ?????
What did your original contract say???? these documents should have all been sent to you by your lawyer when you purchased your property. I would suggest that you do NOT set up a RTM company yet . Do you want the Management co to be struck off which will cause problems when you come to sell Further as your Lease is for 999years there is not much value in the freehold interest . unless the ground rent is substantial. I would guess ( something that you should never do) that the management co also own the freehold estate. Shareholders have the right to convene an E.G.M, resolutions can be put to the meeting . Additional directors can be appointed and existing ones can be removed The preferred course of action is to contact the current directors in a polite and professional manner and say that the Leaseholders wish to be masters of their own destiny and would they please resign . It does work . HOWEVER it is essential that whoever continues the operation does so correctly
Regards n John Pettman L.L.B.(Hons)
11:14 AM, 29th July 2016, About 7 years ago
Reply to the comment left by "Gary Nock" at "25/07/2016 - 14:08":
Thank you for your excellent advice
11:16 AM, 29th July 2016, About 7 years ago
Reply to the comment left by "John Pettman" at "25/07/2016 - 19:38":
Thank you, we will have to look through the documents you mention.
16:57 PM, 29th July 2016, About 7 years ago
You need to call an AGM or EGM and vote the directors on who you wish to serve. You'll need a special resolution to remove the other directors, there's plenty of info on the internet but if you get the other shareholders on, you'll outvote them anyway. As there are only 12 flats, why not have a director from each one.
15:41 PM, 6th February 2020, About 3 years ago
I have a similar problem - the 2 directors of the current RMC are not communicating anything and have just dispensed with the second managing agent in 12 months. Property is in disrepair although money in the bank. 8 of the 17 are in communication and want to remove the 2 directors. How can we do this most quickly given there is no AGM and the one resident director is not contactable?
18:47 PM, 6th February 2020, About 3 years ago
You should request an AGM. When was the last one? Why is the resident director not contactable? This is contravention of directors' duties.