Luke Gilbert

Tenant Fees

Holding Deposit - One week’s rent - to reserve a property.
Note: This will be withheld if the applicant withdraws from the tenancy, fails a Right-to-Rent check, provides materially significant or false or misleading information, or fails to sign their tenancy agreement within 15 calendar days (or other deadline as mutually agreed in writing).

Security Deposit - Rent under £50,000 per year - Five weeks’ rent
This covers damages or defaults on the part of the tenant during the tenancy refundable at the end of the tenancy.

Security Deposit Rent of £50,000 or over per year) - Six weeks’ rent
This covers damages or defaults on the part of the tenant during the tenancy refundable at the end of the tenancy.

Late payment of rent
Interest at 3% above the Bank of England Base Rate for late payment of rent from the Due Date until paid. (Not charged until the rent is more than 14 days overdue).

Lost Key(s) or other Security Device(s)
Tenants are liable to the actual cost of replacing lost keys or other security device. If the loss results in locks needing to be changed, the actual costs of a locksmith, new lock and replacement keys will be charged to the tenant.

Variation of Contract - (Tenant’s Request)
To cover the costs of taking landlord’s instructions and execution of new capped at £50.00 or reasonable costs if higher.

Change of Sharer - (Tenant’s Request)
To cover the costs of taking landlord’s instructions, new tenant referencing and Right-to-Rent checks, deposit registration and execution of new tenancy agreement capped at £50.00 (per replacement tenant or any reasonable costs incurred if higher)

Early Termination - (Tenant’s Request)
The tenant shall be liable to the landlord’s reasonable costs in re-letting the property including rent due under the tenancy until the start date of the replacement tenancy.

Landlord Fees

Letting Service - 4 weeks rent plus VAT
(if weekly rent is £200, 4 weeks rent +VAT would be £960 inc VAT) Including property marketing, portals, advertising, viewings and negotiation.

Tenancy Setup - £420 inc VAT
Including completion of tenancy administration, tenancy agreement, tenant referencing, registration of deposit and arranging pre-tenancy works.

Rent Collection Service – 12% of rent payable inc VAT
Including rent collection, arrears collection, accounting and renewal negotiation

Full Management Service –16.8% of rent payable inc VAT
Including Rent Collection services plus property maintenance, service of notices and deposit negotiation.

Non-Resident Landlord Quarterly Return £72 inc VAT per Quarter
The mandatory report that has to be submitted to HMRC detailing rent received for overseas landlords.

Non-Resident Landlord Annual Income report £60 inc VAT
The mandatory report that needs to be submitted to HMRC annually.

Annual Statement (income and expenditure report) £99 inc VAT
Report for help landlords to support completion their self-assessment returns by clearly detailing all income and expenditure for the tax year in question.

(Rent Collection / Let Only services) negotiate deposit release £360 inc VAT
To negotiate with landlord and tenant to reach a conclusion on tenant’s deposit return.

Court Attendance £240 inc VAT per day
To physically attend a court hearing on behalf of a landlord

(Rent Collection / Let Only services) Serving a Notice £250 inc VAT
Completion and serving of a section 21 or section 8 notice on behalf of a landlord.

Property visits £72 inc VAT per visit
A report on the condition of a landlord’s property mid-term from a physical inspection of the property.

Key Cutting £30 inc VAT admin and cost of keys
To organise for additional keys to be cut as required.

Payment to Non-UK Bank account £24 inc VAT per payment
To have any payment made to a bank outside of the UK.

Application for selective license £240 inc VAT
Completion and submission of the relevant licence application on behalf of a landlord.

Letter to mortgage company £60 inc VAT
A letter to a mortgage company giving an opinion of rental value for mortgage purposes.

Tenancy Extension Fee £198 inc VAT
To administer an extension to an existing fixed term agreement.

Should a Propertymark Protected agent go into administration or misuse your rent, deposit or other funds, Propertymark will reimburse you whether you are a landlord or a tenant. This certificate confirms your money is protected by the Propertymark Client Money Protection Scheme and that you can claim back money lost in the event of your letting agent going into administration or misusing your funds.

View the Client Money Protection Certificate here

All property agents and professionals carrying out estate, lettings and property management work in the property industry have a legal responsibility to join an authorised redress scheme and signpost this to their customer.

We are part of the Property Redress Scheme (PRS).

Please click here to find out more information or make a complaint.

Last Updated December 2022
We are [Insert Company name] (the “Company”) with registered number [Insert registered company number] and registered address [Insert registered address]. Our Data Protection Lead can be contacted at [Insert email address]. We have produced this privacy notice in order to keep you informed of how we handle your personal data. All handling of your personal data is done in compliance with the General Data Protection Regulation (EU) 2016/679 (“Data Protection Legislation”).

What are your rights?
When reading this notice, it might be helpful to understand that your rights arising under Data Protection Legislation include:

• The right to be informed of how your Personal Data is used (through this notice);
• The right to access any personal data held about you;
• The right to withdraw consent at any time, by emailing us using our email address above;
• The right to rectify any inaccurate or incomplete personal data held about you;
• The right to erasure where it cannot be justified that the information held satisfies any of the criteria outlined in this policy, or where you have withdrawn consent;
• The right to prevent processing for direct marketing purposes, scientific/historical research or in any such way that is likely to cause substantial damage to you or another, including through profile building; and
• The right to object to processing that results in decisions being made about you by automated processes and prevent those decisions being enacted.

Who is the Data Controller?

• If we have collected your personal data directly from you for our own purposes, we are the Data Controller.
• If we have purchased your personal data from a third-party for our own purposes, we are the Data Controller. Where we have purchased your personal data, we will contact you to let you know before we first start to use it, or, at the latest, within one month of acquiring it.
• If we have been passed your personal data from a third-party for our own purposes, we are the Data Controller. We will contact you to let you know before we first start to use it, or, at the latest, within one month of acquiring it.
• If we have been passed your personal data from a third-party for a joint purpose that we both influence, we are the joint Data Controller. We will contact you to let you know before we first start to use your data, or, at the latest, within one month of acquiring it.
• If your data has been passed to us by a third party for processing under their instruction, that third party is the Data Controller. They should have notified you that they would be passing your personal data to us at the time they collected your data and within their own privacy notices/standards. For a list of Data Controllers that we process personal data for, the section below ‘Third Party Interests’.
• If we have received your personal data as part of a business-to-business relationship, the Data Controller is your employer.

What are the Lawful Basis for Processing Personal Data?
Under Data Protection Legislation, there must be a ‘lawful basis’ for the use of personal data. The lawful bases are outlined in Article 6, Section 1 of the GDPR. They are sub-sections:

• a) ‘your consent’;
• b) ‘performance of a contract’;
• c) ‘compliance with a legal obligation’;
• d) ‘protection of your, or another’s vital interests’;
• e) ‘public interest/official authority’; and
• f) ‘our legitimate interests’.

About our Processing of Your Data

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.

Contact Data includes billing address, delivery address, email address and telephone numbers.

Financial Data includes bank account and payment card details.

Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.

Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.

Usage Data includes information about how you use our website, products and services.

Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

Our use of Cookies
Cookies are small text files that are placed on your computer’s hard drive through your web browser when you visit any web site. They are widely used to make web sites work, or work more efficiently, as well as to provide information to the owners of the site.

Like all other users of cookies, we may request the return of information from your computer when your browser requests a web page from our server. Cookies enable our web server to identify you to us, and to track your actions and the pages you visit while you use our website. The cookies we use may last for a single visit to our site (they are deleted from your computer when you close your browser) or may remain on your computer until you delete them or until a defined period of time has passed.

Although your browser software enables you to disable cookies, we recommend that you allow the use of cookies in order to take advantage of the features of our website that rely on their use. If you prevent their use, you will not be able to use all the functionality of our website. Here are the ways we may use cookies:

• to record whether you have accepted the use of cookies on our web site. This is solely to comply with the law. If you have chosen not to accept cookies, we will not use cookies for your visit, but unfortunately, our site will not work well for you.
• to allow essential parts of our web site to operate for you.
• to operate our content management system.
• to operate the online notification form – the form that you use to contact us for any reason. This cookie is set on your arrival at our web site and deleted when you close your browser.
• to enhance security on our contact form. It is set for use only through the contact form. This cookie is deleted when you close your browser.
• to collect information about how visitors use our site. We use the information to improve your experience of our site and enable us to increase sales. This cookie collects information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from, and the pages they visited.
• to record that a user has viewed a webcast. It collects information in an anonymous form. This cookie expires when you close your browser.
• to record your activity during a web cast. For example, as to whether you have asked a question or provided an opinion by ticking a box. This information is retained so that we can serve your information to you when you return to the site. This cookie will record an anonymous ID for each user, but it will not use the information for any other purpose. This cookie will last for a period of time after which it will delete automatically.
• to store your personal information so that you do not have to provide it afresh when you visit the site next time. This cookie will last for a period of time after which it will delete automatically.
• to enable you to watch videos we have placed on YouTube. YouTube will not store personally identifiable cookie information when you use YouTube’s privacy-enhanced mode.

What happens if I refuse to give your Company my personal data?
The information about you that we have collected for the performance of our contracts is required in order for us to successfully fulfil our obligations to you. If you choose not to provide the personal data requested, we will not be able to enter into a contract with you to provide the benefits we offer. If we are already processing your personal information under a contract, you must end our contractual relationship (as/where permitted) in order to exercise some of your rights. We process some personal information as part of a contractual relationship with a Data Controller. Any requests to restrict this type of processing should be forwarded to the Data Controller; they will be responsible for discussing your concerns and making any decisions.

What are your Company’s ‘legitimate interests’?
Legitimate interests are a flexible basis upon which the law permits the processing of an individual’s personal data. To determine whether we have a legitimate interest in processing your data, we balance the needs and benefits to us against the risks and benefits for you of us processing your data. This balancing is performed as objectively as possible by our Data Protection Lead. You are able to object to our processing and we shall consider the extent to which this affects whether we have a legitimate interest. If you would like to find out more about our legitimate interests, please contact us via email.

How Long will Your Personal Data be Kept?
Our Company holds different categories of personal data for different periods of time. Wherever possible, we will endeavour to minimise the amount of personal data that we hold.

• If ‘consent’ is the basis for our lawful processing of your data, we will retain your data so long as both the purpose for which it was collected, and your consent, are still valid. We review the status of your consent every twelve (12) months and treat non-response to our requests for renewal of consent as if they were your request to withdraw consent. Occasionally, we might identify a legitimate interest in retaining some of your personal data that has been obtained by consent. If we do, we will inform you that we intend to retain it under these conditions and identify he interest specifically.
• If we process your data on the basis of ‘legitimate interests’, we will retain your data for so long as the purpose for which it is processed remains active. We review the status of our legitimate interests every twelve (12) months and will update this notice whenever we determine that either a legitimate interest no longer exists or that a new one has been found.
• All categories of personal data that are held by us because they are essential for the performance of a contract, will be held for a period of six years, as determined by reference to the Limitations Act 1980, for the purposes of exercising or defending legal claims.

Links to Other Websites
Our Service may contain links to other websites that are not operated by us. If You click on a third-party link, You will be directed to that third party’s site. We strongly advise You to review the Privacy Policy of every site You visit. We have no control over and assume no responsibility for the content, privacy policies or practices of any third-party sites or services.

Changes to this Privacy Policy
We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page. We will let you know via email and/or a prominent notice on this site, prior to the change becoming effective and update the “Last updated” date at the top of this Privacy Policy. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Who can you complain to?
In addition to sending us your complaints directly to our email address above, you can send complaints to our supervisory authority. As our Company predominantly handles the personal data of UK nationals, our supervisory authority is the Information Commissioner’s Office. If you believe that we have failed in our compliance with data protection legislation, complaints to this authority can be made by visiting https://ico.org.uk/concerns/