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 firstname.lastname@example.org, 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 email@example.com, 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
7:39 AM, 8th September 2021, About 2 years ago
I currently have the same issue. I'm thinking of giving Vouch a go next time. One thing I'm keen to find though is one who actually does verification of the person that they're dealing with at the other end. For high value transactions like AST's you need confirmation that the person is who they say they are, especially the guarantor who you usually don't ever meet.
13:03 PM, 8th September 2021, About 2 years ago
It would be good to find a better service, at the moment I'm asking applicants to send me a copy of their credit report.
Pete England - PaTMa Property Management
17:11 PM, 8th September 2021, About 2 years ago
I've used https://www.openrent.co.uk/tenant-referencing?affiliate=1170536 in the past and not had any issues.
17:40 PM, 8th September 2021, About 2 years ago
I use Openrent a lot, I think they are great but I'm a little sceptical about the amount of effort they put into verifying the identity of any guarantors. They may do full validation that would stand up in court but I'm not aware of any. It didn't used to concern me that much as their referencing was satisfactory for their RGI provider but now that RGI is hard to come by, it means that the risk is 100% mine so I want all of the Ts dotted.
Just out of interest, when you say you've never had any issues with Openrent's offering, have you ever had to use it in anger? Have you ever had to use the information in court for example?
17:42 PM, 8th September 2021, About 2 years ago
Just to reiterate, Openrent are probably the best out there. No issues with them whatsoever. Just provoking healthy debate.
Mark Alexander - Founder of Property118
18:31 PM, 8th September 2021, About 2 years ago
I am happy for my agents to use any company who will stand by their own referencing by offering comprehensive and competitively priced Rent Guarantee insurance. This strategy has served me well for over a decade now. I’ve had very few rent arrears issues and when they have occurred the RGI has always paid out.
The agents I use are LettingSupermarket.com
18:33 PM, 8th September 2021, About 2 years ago
I use OpenRent for property advertising, but certainly NOT for referencing. All they do is a credit check and an address search.
The problem I had when I used them occurred when their credit check/address search turned up non-disclosed addresses on a nice at face-value, middle-aged prospective tenant couple. At the other addresses they were found to have two CCJs.
OpenRent's reference company assured me that their application would be fine, as long as they provided a guarantor.
That wasn't fine with me! I didn't go seeking a long standing relationship with a faceless guarantor.
On a paper or PDF application form completed by prospective tenants I would expect to see a disclaimer stating that any false answers found on full referencing will render the application for a tenancy null and void. All the previous tenancy application forms I have used ask the question: Do you have any CCJs? Tick Y or N. There was space to elaborate if the Y was ticked. A signed form meant that the prospective tenant knew what they were agreeing to and I could decline them for the obvious reason that they weren't upfront about their situation from dot.
With landlords having to fork out for the referencing, being able to look at the detail in a tenancy application is all the more important to me as a self-managing landlord.
In the case with OpenRent, they collected the week's holding fee from the prospective tenants while the referencing got underway, not me. That's how their system works.
I told OpenRent that I didn't wish to proceed with a remote faceless guarantor for a couple who hadn't been 100% honest with their application. I had plenty of other 'suitable' applicants - I'd have just offered the house to the next person on a long list of interested parties.
OpenRent refused to refund me the tenant's one-week holding fee on the basis that a tenancy could be offered to the couple, all it needed was a guarantor (for which I was expected to pay another referencing fee!)
It didn't matter that the middle-aged couple expecting a long tenancy had been economical with the truth. Or that the landlord of 35 years standing didn't wish to proceed with them on that basis.
OpenRent wouldn't back down. They refunded the prospective tenants their week's holding fee and obviously didn't refund me for the wasted reference costs.
Decide for yourselves how you rate them - but their advertising, they're absolutely not fit for any purpose of mine beyond that.
18:44 PM, 8th September 2021, About 2 years ago
Openrent are OK for standard people with permanent contracts and high incomes.
For anyone else they are problematic. Absolutely no understanding of self employed income and a tendancy to base decisions on 6 months bank receipts (including the current month). If done early in the month that effectively means 5 months net income. They then double the figure and base affordability on that as the annual income. In the case of one of my tenants they decided his income was the equivalent of 10 months bank receipts and failed to factor in that he was a construction worker on the CIS scheme so would normally receive a tax rebate at some point. That knocked his income by at least £8000 so he failed on affordability.
Of the last 5 I have referenced through Openrent only one has actually passed.
The ones who failed are a Supply Teacher, a scientist for a government department, a PhD student with a guaranteed PhD stipend and the construction worker. All decent people with bright futures and good employment prospects.
I'd love to find a referencing company who will actually pass people with slightly non standard income or employment contracts. The really bizarre thing is that people can get mortgages with a wide range of income and employment types but can't clear referencing for a rental property.
The real problem is that although we can't charge a tenant for referencing if they pass I believe we can keep their holding fee if they fail and we decide not to proceed with the tenancy. Someone correct me if I'm wrong on that point please.
The ones that failed were highly embarrassed they had failed and simply couldn't understand why. In most of the above cases they are graduate professionals with flawless credit histories. I proceeded with tenancies in all those cases and so far all is good.
21:27 PM, 8th September 2021, About 2 years ago
Reply to the comment left by Jo Westlake at 08/09/2021 - 18:44
To clarify: "I believe we can keep their holding fee if they fail and we decide not to proceed with the tenancy."
Only true if prospective tenant provided false information.
LordOf The Manor is quite correct. If the Openrent application form does not ask about CCJs, but referencing subsequently fails due to a CCJ, the holding fee cannot legally be retained.
9:34 AM, 9th September 2021, About 2 years ago
The NRLA tenancy application process is also a complete mess.
They leave the landlord to make the choice of the prospective being sent a link to complete their application online or..... the landlord can download a PDF of the application form, let the tenants complete it and then the landlord can key in the information.
However, the questions on the PDF application form DON'T MATCH the questions of the online application!! It would never be possible for a landlord to upload the information correctly from it. The two applications just aren't the same!
1. The online application asks the nationality of the tenant applicant. This is NOT A QUESTION on the PDF. How would the landlord know which country to pick from the dropdown box online? All the PDF asks is whether the tenant has the right to rent in the UK. That is not the same question!
2. The PDF doesn't ask about CCJs. WHY NOT? It's a game changer. The online application can throw these up - all too late when the referencing has been paid for. Why is this question being deliberately avoided?
3. The PDF application makes no reference to PETS at all!! WHY NOT? It is clearly a pertinent question on the online form. What would a landlord filling out the online form do? How can a PDF tenancy application be assessed without that information?
4. The online application asks for the payroll number of the applicant. What's the point?
5. The PDF asks for the rent figure of the tenants' current tenancy. This isn't a question on the online form. What's the point?
6. The forwarding address for the end of the tenancy on the PDF isn't a question on the online form. Why not?
7. The personal reference for the application on the PDF isn't a question on the online form. What weight was this supposed to carry? Is it relevant??
8. The next of kin/emergency contact details on the PDF isn't a question on the online form. Nice to know, but it's not relevant to the tenancy being granted, is it?
No points for any effort on the part of NRLA in getting the referencing process efficient, slick and fit for purpose. It's all very poor show!!