Privacy Policy
BACKGROUND:
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.
Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of Our Privacy Policy is deemed to occur upon your first use of Our Site
. If you do not accept and agree with this Privacy Policy, you must stop using Our Site immediately.
- Definitions and Interpretation
In this Policy the following terms shall have the following meanings:
| “Account” |
means an account required to access and/or use certain areas and features of Our Site; |
| “Cookie” |
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; |
| “Cookie Law” |
means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003; |
| “personal data” |
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 |
| “We/Us/Our” |
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 npatterson@property118.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?
This Privacy Policy applies only to your use of Our Site. Our Site may contain links to other websites. Please note that We have no control over how your data is collected, stored, or used by other websites and We advise you to check the privacy policies of any such websites before providing any data to them.
- 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?
Depending upon your use of Our Site, We may collect some or all of the following personal data (please also see section 13 on Our use of Cookies and similar technologies):
- Name;
- 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?
- We may, from time to time, expand or reduce Our business and this may involve the sale and/or the transfer of control of all or part of Our business. Any personal data that you have provided will, where it is relevant to any part of Our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use that data only for the same purposes for which it was originally collected by Us.
- 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.
- You may restrict Our use of Cookies. For more information, see section 13.
- 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 info@property118.com, or using the contact details below in section 14.
- Our Use of Cookies
- Our Site may place and access certain first party Cookies on your computer or device. First party Cookies are those placed directly by Us and are used only by Us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve Our products AND/OR We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times.
- 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 |
Purpose |
Strictly Necessary |
| JSESSIONID |
Used only to collect performance data, with any identifiable data obfuscated |
No |
| __cfduid |
This cookie is strictly necessary for Cloudflare's security features and cannot be turned off. |
Yes |
- 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 |
Provider |
Purpose |
| __utma, __utmb, __utmc, __utmt, __utmz |
First |
Google |
Helps to understand how their visitors engage with our website |
| _fbp |
First |
Facebook |
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
If you have any questions about Our Site or this Privacy Policy, please contact Us by email at info@property118.com, by telephone on 01603 489118, or by post at 1st Floor, Woburn House, 84 St Benedicts Street, Norwich, NR2 4AB. Please ensure that your query is clear, particularly if it is a request for information about the data We hold about you (as under section 12, above).
- Changes to Our Privacy Policy
We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.
19:27 PM, 8th January 2012, About 12 years ago
Just as a matter of interest; and having followed your advices to the letter; this is what occurred with mydeposits.
I completed the form manually as I had a third party plus I wanted a signature from both the ternant and the 3rd party.
I posted the form off rather than inputting the details online.
Of course I retain on e of the forms for my records with the signatures on.
I received only 1 DPC and therefore had to print off another copy from the online site.
I queried with mydeposits why they only sent 1 DPC in the post when there shouild have been 2.
They stated they did not post DPC's to third parties who had contributed to a deposit.
The DPC was posted to me and then I gave it to the tenant.
I also gave a DPC with prescribed info to the 3rd party.
Is it not unreasonable to expect mydeposits to post the DPC's to the tenant's address and the 3rd party's address.
They were not prepared to do this.
I suppose this might be because it is the landlords responsibility to supply DPC's etc. themselves within certain timelines.
Clearly though one must manually complete these DPC application forms whether one intends to use them to post off or just take the info and enter online; but obviously retain a copy of the signed form; just incase a tenant tries it on; as you have warned could occur!
Mary Latham
19:16 PM, 26th January 2012, About 12 years ago
There is a futher warning about the TDS and the Localism Act from a highly respected training provider here
http://www.landlordlawblog.co.uk/2012/01/26/what-can-the-landlord-do-if-he-failed-to-protect-the-deposit/
Mary Latham
19:17 PM, 26th January 2012, About 12 years ago
There is a futher warning about the TDS and the Localism Act from a highly respected training provider here
http://www.landlordlawblog.co.uk/2012/01/26/what-can-the-landlord-do-if-he-failed-to-protect-the-deposit/
Mary Latham
18:36 PM, 6th February 2012, About 12 years ago
At my seminar today a landlord told me a story about loosing thousands to a group of tenants who realised that she had not renewed their deposit protection when they signed a new AST. Despite huge rent arrears and damages she was forced to repay the full deposit or face paying them the full deposit plus 3 times the same amount as a penality and loosing her excellent reputation
A reminder
A NEW AST MEANS A NEW DEPOSIT PROTECTION
I really hate seeing a good landlord like this one gettting caught out by tenants who knew more than she did. This was a genuine mistake caused by lack of awareness - we can't afford to make mistakes.
I brought a smile to this landlords face when I told her about Landlord Referencing and how she could warn other landlords about these tenants. It may not get her money back but Landlord Referencing will wrn other landlords in the area.
19:22 PM, 6th February 2012, About 12 years ago
Your comment highlights the issues that LL will face.
Essentially being used as a cash cow by renants based on poor knowledge of LL.
Why did this LL not have RGI or contents and malicious damage insurance.
This is why all the referencing in the world cannot replace a good RGI policy.
It is so cheap now you would be mad not to have it; it also works on guarantors aswell.
There is also the 3rd party game on deposits and premium tenancies you have mentioned which would catch most LL out; not me though I carry out your advices to the letter.
No s---bag tenant is going to catch me out!
Mary Latham
19:34 PM, 6th February 2012, About 12 years ago
Paul the problem is we don't know what we don't know. This landlord had 6 weeks rent for a group of 5 tenants as a deposit and, at student rental rates in Birmingham, that is a lot of money. The deposit would have covered the damages and she could have chased the guarantor for the rent but as soon as the students told her that they would take action because she had not protected their deposit for the second AST she realised that she was stoofed. When a landlord is in the wrong and the tenants are aware of their legal position the only option is to move on. There was a recent case where over 300 students posted on a face book page about an Agent and I am certain that the Agent suffered a huge loss of business. Internet helps tenants to know their rights and to spread the word about landlords and agents. Thanks to site like this it also allows landlords to keep up to date and Landlord Referencing helps us to spread the word. The problem is that many landlords are not in the 21st century and are not aware of the power of the www.
Mark Alexander - Founder of Property118
22:38 PM, 6th February 2012, About 12 years ago
I totally concur with what you have said Mary, however, I would also urge all landlords to include conditions in their tenancy agreements to allow them to share information with referencing companies and to get a Data Protection Licence if they don't already have one. Holding any information whatsover, in any form, even paper, about a tenant, now requires a Data Protection Licence. Regrettably, these are yet two other pot holes for landlords to fall into when they are challenged by legally savvy tenants 1) sharing personal data without express permission to do so, 2) storing personal financial data without a Data Protection Licence.
22:54 PM, 6th February 2012, About 12 years ago
Blimey Mark more pertinent stuff for us to know.
I know about putting on an AST any permissions to share data etc with say LRS which I get the tenant to sign for.
However never heard of any requirement to have a Data Protection Licence.
That is worthy of an article in itself and I bet most LL won't have a clue what you are talking about.
I didn't think DPA issues affected a small LL.
It appears I am misguided in this understanding.
I issue receipts for rents paid and keep copies of those receipts.
Does such come into the perview of this licence requirement.
Mark Alexander - Founder of Property118
23:10 PM, 6th February 2012, About 12 years ago
As a business holding data about your customers Paul, YES, you definitely need a Data Protection Licence.
I will write an article as suggested for Thursdays Newsletter.
Mark Alexander - Founder of Property118
23:40 PM, 6th February 2012, About 12 years ago
The blog is now written, search engine optimised, published and tweeted Paul. All within the hour, how's that for service?
Link below
http://www.property118.com/index.php/data-protection-act-laws-affecting-landlords/24111/