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
20:39 PM, 5th December 2018, About 4 years ago
I'm afraid that you are paying a small price for seeking an income stream from the dumb & irresponsible.
Don't worry. This does not stop with you. I have been in a similar situation although no students were involved. Just give the council the information that they request and back off. They will want to know the names & contact details of those involved and when each person moved in. As you have a contract with these people, it is they who will incur further inconvenience.
From my own previous experience, this can drag on for over a year! But this is certainly not your problem unless the council incorrectly try to make it so.
If the council still come after you, which I doubt, just send them a copy of the contract.
In my own case a quick phone call to the council tax people followed up with the required information by Email, will cause them to believe, quite rightly, that you are not responsible for the council tax.
It's totally unreasonable for the council to expect to provide the course details but you might try referring them to the University. I doubt if the University will cooperate however.
Even if you happen to know the course details, this could get you into some sort of data protection issues, but I doubt it in practice.
It's most likely that the students simply cannot be bothered or that any communication from the council remains on a shelf unopened or even thrown away.
9:29 AM, 6th December 2018, About 4 years ago
Ring up one of your tenants and ask what course they are doing.
Ask them what course their house mates are doing.
Tell the council.
"What course are you doing" should be a bread and butter question already asked by any student landlord.
10:21 AM, 6th December 2018, About 4 years ago
I have only ever been asked to provide the names of the students, which the Council then cross references against the list they have (presumably) been provided with by the University. Simple.
Sounds a very arduous and long winded way of doing things if your Council is checking with every landlord. Maybe one or more of your 'students' isn't an FT student and a liability for CT does arise, but is not your liability if you have an AST in place.
10:28 AM, 6th December 2018, About 4 years ago
Dumb and irresponsible you may see your tenants as, I guess we were all young once and our CHOSEN profession and target market does come with its own peculiarities. I do collect this data but have never been asked for it and I do get frustrated by the constant stream of seemingly pointless admin that we now have to do. No doubt a jobsworth somewhere in the council has some axe to grind. But I'm very grateful to be in this business and to have my tenants. So like Monty says, sometimes its easier to just do whatever needs doing and move on. If only I could follow my own advice!
10:39 AM, 6th December 2018, About 4 years ago
You may find students need a little guidance. Council post is often addressed to the 'The Occupiers' - generally in my experience no-one opens those and they very rarely inform the council who is in the house. Ask your students to forward their 'Certificate of Full Time Student Status' to you- forward that the the council - job done! Ensure the next students you sign up you give you all the necessary details. If you leave it to the students you will get a bill.
10:42 AM, 6th December 2018, About 4 years ago
Hi Alan, the local Uni most probably produces a standard certificate for all students that is acceptable and familiar to the local authority. If the Uni doesn't automatically issue them, then they will do so on request of the student (not the landlord). The student then sends this to the LA. However, you cannot always rely on the students to ask for the certificates, nor to submit them to the LA, so belt-and-braces is to get the students provide you with a copy just for occasions like you face now. Call the Uni's student union or housing office to be sure of their specific process.
The whole purpose is to complete the paper trail that the LA needs to get the central Govt to fund the grant that reimburses the LA for the "generosity" of not charging full-time students for council tax.
After all, the LA still has to collect waste (typically LOTS more than from average households) from student houses even if they don't pay council tax, and those grants from central Govt cover that gap. No evidence for the LA to submit to central Govt, then no grants for those students, and so the LA needs someone to pay for waste collection etc.
At least, that's how it works in our patch.
10:44 AM, 6th December 2018, About 4 years ago
Reply to the comment left by Freda Blogs at 06/12/2018 - 10:21
What on earth are you moaning about? The council has to collect Council Tax and students get an exemption but the landlord is responsible for the CT on an HMO and most student houses are HMOs. Therefore if you want not to pay it is up to you to provide evidence in the correct form that they are students ...you need to see ,copy and supply to the council and "Exemption Certificate"
If they are genuine students they will have one or their college will provide one if the student asks for it (it is unlikely the college will provide one to the landlord directly). Gone are the days when you could tell the council it is a "Student House" and they would accept it. Our local council charge us CT up to the beginning of the term and from the day the course ends. If you have one tenant in the house who is not a student they are charged the full amount for the house less 25% two non-students and the full amount is charged. We get no exemption for voids and County Court summons for delays in payments while we are waiting for the student/agent or college to sort out the Exemption Certificates.
You have had it easy but all good things come to an end when dealing with cash -strapped councils.
10:52 AM, 6th December 2018, About 4 years ago
Kent County Council have a great system whereby you provide the student ID number and their name to the council tax section and they do the rest. I wish some of the London boroughs would adopt this system to avoid the confusion caused when I have to explain to our overseas student tenants that they are liable to pay the council tax, but the liability will be zero if they supply the council with an exemption letter from their University.
10:55 AM, 6th December 2018, About 4 years ago
Well tell the students that unless they respond they will have to pay the council tax and you will put the rent up accordingly. Or if they don't like it they can move out. I cant see why you are letting yourself be bothered with this situation. It is the students responsibility to claim exemption from council tax not yours. I always just give a rent that includes the council tax and pay it myself.
10:57 AM, 6th December 2018, About 4 years ago
We tell out students who rent from us, that this is their responsibility to notify the council about their student status, otherwise they will be responsible for paying tax. This provision is also in the AST. So far it has been working. They are of course exempt from paying the CT.