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
18:49 PM, 15th December 2014, About 9 years ago
I have a similar situation, my tenants have been without the boiler for 4 weeks and a new one is being fitted Jan 5th. I've given them 3 plug in heaters and £100 of the rent for Dec & Jan. in your case I don't think the tenants are in a position to complain as they refused access for a new boiler previously which seems odd, maybe if it's nothing too serious you can get an engineer out to fix it within the next few days and keep the install date for the new one? If they refuse to allow access for the repair or the March install I think I'd evict them.
19:32 PM, 15th December 2014, About 9 years ago
Unfortunately however annoying their previous stance was you nevertheless have an obligation to supply hot water and heating. The fact they refused access previously is really a separate issue.
If heating and hot water is not supplied within a reasonable time frame they can legitimately complain to the EHO and you could be served notice to complete the works. If you cant supply alternative heating and hot water then you may have to consider alternative accommodation like a budget hotel for them. You should have insurance to cover this eventuality as it may get expensive for you if you cannot resolve the issue fairly swiftly
You should have a few engineers keyed into your phone to call on in any case as to wait until March for your favoured one is not acceptable. Engineers can always be sourced at a price. Having no heating and no hot water is classed as an emergency.
I had one boiler go on Saturday. I had a new boiler in on the Monday.
Mark Alexander - Founder of Property118
22:56 PM, 15th December 2014, About 9 years ago
Is there no electric immersion heating system?
If so, why can't you do what Rob has done?
I also agree with Jonathan though, waiting until March is ludicrous. You need to start calling plumbers ASAP before your tenants start calling Environment Health and ambulance chasing solicitors!
12:01 PM, 16th December 2014, About 9 years ago
Many thanks for your comments. The system has a back boiler & no immersion tank. They do have an electric shower (apparently this morning I am told they have never used!) so have washing facilities. The landlord (not me) is not happy about spending more money trying to repair when the whole system should have been replaced in the summer & I must say I agree with him. They also have some electric heaters.
I am phoning c/h engineers now to see if anyone free but if cannot be repaired then I cannot see a new system being installed this side of Christmas but I live in hope!
Mark Alexander - Founder of Property118
12:08 PM, 16th December 2014, About 9 years ago
Reply to the comment left by "Maureen Pickering" at "16/12/2014 - 12:01":
Presumably you are the letting agent then?
If that is the case I think you are in a very precarious position and you should be looking to cover your back.
You need to be able to prove that you have done everything possible to get this problem fixed before Christmas and that you have made the landlord aware of his responsibilities.
If the landlord declines to take action that's his fault. However, if/when he ends up in Court you can be sure as eggs are eggs that he will try to blame you. That's why you need to have everything documented.
Presumably you are a member of a redress scheme, which is now law for all letting agents and you have Professional Indemnity Insurance? If not then expect that to be thrown back at you too once the sticky brown stuff hits the fan!
I sympathise with yours and the landlords frustrations but the landlord has a legal responsibility to resolve this issue ASAP. Whilst the landlord is ultimately accountable to the tenant (and any fines imposed), you are accountable professionally to your landlord so he has the right to sue you for negligence and consequential losses if you advise him badly.
12:26 PM, 16th December 2014, About 9 years ago
I am Mark & I have documented everything & will continue to do so.
I am a member of a PRS & have PI insurance.
I emailed the landlord yesterday (he lives in the USA & is 8 hours behind me) to explain the situation & ask him what he wanted me to do before I posted here. Will advise him again that he has to agree repair or replacement sooner if can be arranged. To be fair he did not say he would not agree repair but was concerned over the increased costs to him when the tenant cancelled the installation of a new system, not he or I.
I emailed the c/h engineer who is down to fit new system (at 11.00pm yesterday) but he cannot get there to repair before Christmas so I am trawling others now for someone to call. Doing all I can so hopefully no-one can complain (but I am sure someone will!)
Mark Alexander - Founder of Property118
12:34 PM, 16th December 2014, About 9 years ago
Reply to the comment left by "Maureen Pickering" at "16/12/2014 - 12:26":
You are fighting a losing battle on this one, damage control needs to be your first priority.
You need to be able to PROVE that you have done everything possible to get this issue resolved on a daily basis until it is resolved. I'd suggest you also email the landlord to suggest offering compensation to his tenant, again covering you own position.
As I have said before, I totally sympathise with the landlord but no amount of sympathy absolves him from his legal obligations.
I am amazed that you haven't had more grief from the tenant yet. Most tenants would have been calling on an hourly basis or screaming in your face at your office by now. I am also surprised that you haven't had Shelter, no-win-no-fee lawyers, Environmental Health, the media and Uncle Tom Cobbly and his dog giving you grief too.
I suspect it's only a matter of time!
Sincerely, I wish you all the best. It is times like this where property managers are able tested to the max.
13:06 PM, 16th December 2014, About 9 years ago
Have you tried British Gas? They offer a fixed price repair service and can usually respond in 24 hours. I used them a couple of years ago to fix a boiler in one of my rental properties. It took them about 3 visits and numerous parts but only cost me about £200. I'm sure if you called them out it would mitigate you/ the LL against any claims by the TTs.
13:20 PM, 16th December 2014, About 9 years ago
Thank you everyone, I have an engineer who has visited the property before, to visit tomorrow as no-one else replying from messages left. Tenant OK with this so - so far so good. I just hope it can be repaired before Christmas and it lasts for a while! Will arrange new quotes for landlord asap so he can decide who he wants to fit and not wait for March.
Mark Alexander - Founder of Property118
13:30 PM, 16th December 2014, About 9 years ago
Reply to the comment left by "Maureen Pickering" at "16/12/2014 - 13:20":
If it can be fixed short term then there's no issue waiting until March.
However, if it can't be fixed quickly you know what needs to be done.
Fingers crossed for you, the landlord and the tenant.