1. INTRODUCTION

1.1 You will be able to access most areas of this Website without registering your details with us. Certain areas of this Website are only open to you if you register.

1.2 We may revise these terms and conditions at any time by updating this posting. You should check this Website from time to time to review the then current terms and conditions, because they are binding on you. Certain provisions of these terms and conditions may be superseded by expressly designated legal notices or terms located on particular pages of this Website. If you do not wish to accept any new terms and conditions after we have given notice, you should not continue to use this Website.

2. LICENCE

2.1 You are permitted to print and download extracts from this Website for your own use on the following basis: no documents or related graphics on this Website are modified in any way; no graphics on this Website are used separately from accompanying text; and no video is to be copied or modified in anyway no audio is to be copied or modified in anyway all of our copyright and trade mark notices and this permission notice appear in all copies. You may not use or exploit any part of this Website for commercial purposes

2.2 Unless otherwise stated, the copyright and other intellectual property rights in the software and all material on this Website (including without limitation photographs, graphical images artwork, data compilations, audio and video material) are owned by us or our licensors. For the purposes of these terms and conditions, any use of extracts from this Website other than in accordance with clause 2.1 above for any purpose is prohibited. If you breach any of the terms in these terms and conditions, your permission to use this Website automatically terminates and you must immediately destroy any downloaded or printed extracts from this Website.

2.3 Subject to clause 2.1, no part of this Website may be reproduced or stored in any other website or included in any public or private electronic retrieval system or service without our prior written permission.

2.4 Any rights not expressly granted in these terms are reserved.

3. SERVICE ACCESS

3.1 While we endeavour to ensure that this Website is normally available 24 hours a day, we will not be liable if for any reason this Website is unavailable at any time or for any period.

3.2 Access to this Website may be suspended temporarily and without notice in the case of system failure, maintenance or repair or for reasons beyond our control.

4. VISITOR MATERIAL AND CONDUCT

4.1 Other than personally identifiable information, which is covered under the Privacy Policy any material you transmit or post to this Website will be considered non-confidential and non-proprietary. We will have no obligations with respect to such material. We and our nominees will be free to copy, disclose, distribute, incorporate and otherwise use such material and all data, images, sounds, text and other things embodied therein for any and all commercial or non-commercial purposes.

4.2 You are prohibited from posting or transmitting to or from this Website any material: that is threatening, defamatory, obscene, indecent, seditious, offensive, pornographic, abusive, liable to incite racial or religious hatred, discriminatory, menacing, scandalous, inflammatory, blasphemous, in breach of confidence, in breach of privacy or which may cause annoyance or inconvenience; for which you have not obtained all necessary licences and/or approvals; which constitutes or encourages conduct that would be considered a criminal offence, give rise to civil liability, or otherwise be contrary to the law of or infringe the rights of any third party, in the UK or any other country in the world; or which is technically harmful (including, without limitation, computer viruses, logic bombs, Trojan horses, worms, harmful components, corrupted data or other malicious software or harmful data).

4.3 You may not misuse the Website (including, without limitation, by hacking).

4.4 We will fully co-operate with any law enforcement authorities or court order requesting or directing us to disclose the identity or locate anyone posting any material in breach of clauses 4.2 or 4.3

5. LINKS TO AND FROM OTHER WEBSITES

5.1 Links to third party websites on this Website are provided solely for your convenience. If you use these links, you leave this Website. We have not reviewed all of these third party websites and do not control and are not responsible for these websites or their content or availability. We therefore do not endorse or make any representations about them, or any material found there, or any results that may be obtained from using them. If you decide to access any of the third party websites linked to this Website, you do so entirely at your own risk.

5.2 If you would like to link to this Website, you may only do so on the basis that you link to, but do not replicate, any page of this Website, and subject to the following conditions: you do not remove, distort or otherwise alter the size or appearance of any logo or trademarks; you do not create a frame or any other browser or border environment around this Website; you do not in any way imply that we are endorsing any products or services other than our own; you do not misrepresent your relationship with us nor present any other false, misleading, derogatory or offensive information about us; you do not otherwise use any logo or trade marks displayed on this Website without our express written permission; you do not link from a website that is not owned by you; and your website does not contain content that is distasteful, offensive or controversial, infringes any intellectual property rights or other rights of any other person or otherwise does not comply with all applicable laws and regulations. We expressly reserve the right to revoke the right granted in this clause 5.2 for breach of these terms and to take any action we deem appropriate.

5.3 You shall fully indemnify us for any loss or damage we or any of our group companies may suffer or incur as a result of your breach of clause 5.2.

6. REGISTRATION

6.1 To register on this website you must be over 18.

You can update your registration at any time at the My Account section of our website.

6.2 Each registration is for a single user only. We do not permit you to share your user name and password with any other person nor with multiple users on a network.

6.3 Responsibility for the security of any passwords issued rests with you and if you know or suspect that someone else knows your password, you should contact us immediately. You are responsible for all activities that occur under your account or password.

6.4 We may suspend or cancel your registration immediately at our reasonable discretion or if you breach any of your obligations under these terms and conditions.

7. DISCLAIMER

7.1 While we endeavour to ensure that the information on this Website is correct, we do not warrant the accuracy and completeness of the material on this Website. We may make changes to the material on this Website, or to the products and prices described in it, at any time without notice. The material on this Website may be out of date, and we make no commitment to update such material.

7.2 The material on this Website is provided “as is” without any conditions, warranties or other terms of any kind. Accordingly, to the maximum extent permitted by law, we provide you with this Website on the basis that we exclude all representations, warranties, conditions and other terms which but for these terms and conditions might have effect in relation to this Website.

8. GOVERNING LAW AND JURISDICTION

8.1 These terms and conditions shall be governed by and construed in accordance with English law. We both agree to submit to the non-exclusive jurisdiction of the English courts for all purposes in connection with these terms and conditions and our privacy policy.

9. MISCELLANEOUS

9.1 You may not assign, sub-license or otherwise transfer any of your rights under these terms and conditions.

9.2 If any provision of these terms and conditions is found by any court of competent jurisdiction to be invalid, the invalidity of that provision will not affect the validity of the remaining provisions which shall continue to have full force and effect.

9.3 Only the parties to these terms and conditions may seek to enforce them under the Contracts (Rights of Third Parties) Act 1999.

9.4 If you breach these terms and conditions and we take no action, we will still be entitled to use our rights and remedies in any other situation in which you breach these conditions at any time.

© 2019

Lettings Department Tenant Fees

All fees are inclusive of VAT

• Administration fee: £240.00 for two people and £75.00 for each additional applicant thereafter.  This includes the cost of all correspondence prior to occupation, arranging check in / check out, Right to Rent check, Know Your Customer check and administering of the Security Deposit.
• Security Deposit: 1.5 months’ rent
• Credit checks/referencing (income referencing and previous landlord (if applicable)) :  £25.00 / person over the age of 18
• New tenancy agreements:  £75.00 (for Kennedys' Tenancy Agreement)  If the landlord uses there own the cost will be advised.
• Further alterations to agreement (extra):  £25.00
• Renewal tenancy agreements:  £60.00
• Check out
  Unfurnished POA dependent on size of property
  Furnished POA dependent on size of property
• Late payment charge (for rent more than three days in arrears):  £180.00
• Bounced cheque charge:  £25.00
• Cash payment fee £1.50 per:  £100.00

Landlord Fees

Full Management Service -12.2% inc VAT of monthly rental

• Provide Landlords with a current market appraisal and impartial advice regarding decor, furnishings, EPC etc.
• Advise Landlords of existing legislation with regards to ensuring the property meets current standards.
• Organise Landlord's Gas Safety Certificate and annual renewal (this is a legal requirement). The cost of this is approx. £72.00 inc VAT and payable by the Landlord. If the property requires smoke alarms/CO monitors, these can be fitted at the same time, prices may vary according to number of units required and we will be happy to confirm this with you.
• Arrange for the EPC and floorplan to be carried out and prepare property details to include photographs. The cost of the EPC and floorplan to be paid by the Landlord and is approx. £75.00 plus VAT.
• Advertise the property on Kennedys' website, Rightmove, Findaproperty, Zoopla, Prime Location and all other relevant portals and display in Kennedys' window in Walton on the Hill.
• Contact prospective tenants registered on our database and through web based enquiries.
• Accompany viewing appointments with prospective tenants.
• Assess suitability of prospective tenants through references using an independent referencing agency. This will include income and residential (landlord) references, plus credit search. It should be noted that Kennedys' take no liability for any prospective tenant providing false or misleading information in their application.
• Prepare the Tenancy Agreement (There will be a cost of £75.00 inc VAT for the Tenancy Agreement)
• Arrange for the property to be professionally cleaned to include carpets and windows. You will be required to cover the cost of this and we can provide you with a quote.
• Arrange for inventory and check-in using an independent inventory company. You will be required to cover the cost of this and we can provide you with the amount.
• We will collect the first months' rent in advance, provide the tenant with details of Kennedys' Client Account to make future rental payments. We will deduct our fee and any maintenance deductions and transfer the balance to your nominated account. Monthly thereafter once we have received the rent from your tenant we will transfer it to yourself, minus our fee subject to any maintenance deductions within five working days.
• We will hold the Security Deposit (the equivalent of six weeks rent) as Stakeholder under a government approved Deposit Scheme (My Deposits). There will be a charge of £30.00 inc VAT to protect the deposit.
• We will carry out six monthly visits and report back via email with regards to the condition of the property and any maintenance issues or concerns (if any) that may have arisen. If you wish to have a full report with photographs carried out this can be arranged ata cost of £40.00 inc VAT.
• We will deal with all property maintenance problems and would suggest a "slush fund" of £500 is held by Kennedys'. We will instruct contractors on your behalf up to a limit of £250 to be deducted from the slush fund, and thereafter by obtaining your instructions/consent. Should any works carried out exceed the amount held on your behalf you will be required to cover the costs of this. If you have any preferred contractors, please provide details of these including contact telephone numbers.
• Liaise between yourself and the tenants at the time of renewal and draw up new Tenancy Agreement for each new term (There will be a cost of £60.00 inc VAT for each renewal Agreement)
• Serve the Section 21 Notice on your behalf requiring vacant possession when required.
• Arrange for the check-out to be carried out at the termination of the tenancy. This is at the cost of the tenant. Once completed, a copy of the check-out will be forwarded to both parties. If there are any disputes, these will need to be made in writing at all times and we will assist you wherever possible but must remain completely impartial at all times. Once written consent is received from yourself we will return the deposit accordingly.

Let Only with Rent Collection 10.2% inc VAT of the monthly rental
Let Only without Rent Collection 8.2% inc VAT of the monthly rental

• Provide Landlords with a current market appraisal and impartial advice regarding decor, furnishings, EPC etc.
• Advise Landlords of existing legislation with regards to ensuring the property meets current standards.
• Arrange for the EPC and tloorplan to be carried out and prepare property details to include photographs. The cost of the EPC and tloorplan to be paid by the Landlord and is approx. £75.00 plus VAT.
• Advertise the property on Kennedys' website, Rightmove, findaproperty, Zoopla, Prime Location and all other relevant portals and display in Kennedys' window in Walton on the Hill.
• Contact prospective tenants registered on our database and through web based enquiries.
• Accompany viewing appointments with prospective tenants.
• Assess suitability of prospective tenants through references using an independent referencing agency. This will include income and residential (landlord) references, plus credit search. It should be noted that Kennedys' take no liability for any prospective tenant providing false or misleading information in their application.
• You will be required to organise for the Landlord's Gas Safety Certificate to be carried out (this is a legal requirement) and thereafter on an annual basis. We will send you a reminder when this is due but it will be your responsibility to have this completed. Should you require Kennedys' to carry this out on your behalf the cost of this is approx. £72.00 inc VAT and payable by yourself. If the property requires smoke alarms/CO monitors, these will need to be fitted at the same time. Please note that if we are not in possession of a valid certificate prior to the commencement date, the tenancy will not proceed.
• Prepare the Tenancy Agreement (There will be a cost of £75.00 inc VAT for the Tenancy Agreement)
• Arrange for the property to be professionally cleaned to include carpets and windows. You will be required to cover the cost of this and we can provide you with a quote.
• Arrange for inventory and check-in using an independent inventory company. You will be required to cover the cost of this and we can provide you with the amount.
• For Let Only with Rent Collection we will collect the first months' rent in advance and provide the tenant with the details of Kennedys' Client Account for them to instruct their bank to make future rental payments. We will deduct our fee and transfer the balance to your nominated account. Monthly thereafter once we have received the rent from your tenant we will transfer it to yourself, minus our fee or any other agreed deductions within five working days.
• For Let Only without Rent Collection we will collect the first months' rent in advance and provide the tenant with the details of your bank account to make future rental payments fom the second month onwards. We·will deduct our fee in advance for the duration of the tenancy and transfer the balance to your nominated account. Should the first months' rent not be sufficient to cover our fee we will send you a separate invoice for payment to be made within seven days.
• We will hold the Security Deposit (the equivalent of six weeks rent) as Stakeholder under a government approved Deposit Scheme (My Deposits). There will be a charge of £30.00 inc VAT to protect the deposit.
• Liaise between yourself and the tenants at the time of renewal and draw up new Tenancy Agreement for each new term (There will be a cost of £60.00 inc VAT for each renewal Agreement)
• Serve the Section 21 Notice on your behalf requiring vacant possession when required.
• Arrange for the check-out to be carried out at the termination of the tenancy. This is at the cost of the tenant. Once completed, a copy of the check-out will be forwarded to both parties. If there are any disputes, these will be dealt with direct between yourself and your tenant. Once written consent is received from both parties we will return the deposit accordingly.

Privacy Policy

This privacy notice sets out how we will process personal data we collect from or about you, or which you provide to us.  Please read this notice carefully to understand why data is being collected and what we do with that data.

Our website and services may contain links to independent websites which are not provided by us. Such independent sites are not under our control, and we are not responsible for and have not checked and approved their content or their privacy policies.

We may change the privacy notice from time to time by amending this page.

For the purpose of the Data Protection Act 1998 and General Data Protection Regulation EU 2016/679, the data controller is Kennedys’ Independent Property Agent.

What type of information will we collect from you?

The personal information we collect from you will typically include the following:

• Full name and contact details (including your contact number, email and postal address)  
• Information relating to your identity where we are required by law to collect this to comply with the Money Laundering Regulations 2017 and the Immigration Act
• Information on your close connections where we are required to conduct conflicts of interests under regulatory obligations
• Your banking details where required such as where you are letting a property or, where renting, to set up an approved tenancy deposit account for you and arrange for rental payments
• Information on any access requirements you have necessary to enable us to find suitable properties for you, which may consist of special category personal data comprising details of any disability or other health information about you
• Details about your areas of interest where we wish to send you marketing information about similar products and services
• Usage information about your visits to our website (which enable our website to remember information about you and your preferences) and use of our site.  [Please read our 'Cookie Policy' for further details.] This may include information about your visit, including [the full Uniform Resource Locators (URL),] [clicks through to and from our site (including date and time),] [products you viewed or searched for'] [page response times,] [download errors,] [length of visits to certain pages,] [page interaction information (such as scrolling, clicks, and mouse-overs),] [methods used to browse away from the page,] [OTHER] and any phone number used to call our customer service number
• Other technical information, including what devices you use to connect to our App, device location data where this function is not disabled by you on your device, [the Internet protocol (IP) address used to connect your computer to the Internet,] [your login information,] [browser type and version,] [time zone setting,] [browser plug-in types and versions,] [operating system and platform
• Your communications with us, including a record of the email or telephone correspondence created when you contact us as part of a product or service query

Where we need to collect personal data by law (for example to meet our obligations to prevent fraud and money laundering) or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

 

On what basis can we process your information?

The legal grounds under data protection legislation for processing your personal data are as follows:

• It is necessary for the performance of a contract to which you are a party, or to take steps prior to entering into a contract with you, for us to provide you with our products and services
• You have given us explicit consent to the processing of your personal data for one or more specific purposes, namely 1) where you have given us consent to receive electronic marketing by us and/or 2) to process your Special Category Personal Data described above. You do not need to provide us with marketing consent in order to receive our services
• It is necessary for the purposes of our legitimate interests, except where our interests are overridden by the interests, rights or freedoms of affected individuals (such as you). To determine this we shall consider a number of factors, such as what you were told at the time you provided your data, what your expectations are about the processing of the data, the nature of the data, and the impact of the processing on you. Our legitimate interests include processing necessary to improve and to promote our services and product and to better understand our customers’ interests and knowledge of the property market and to administer the technical aspects of our service and products.
• Where we need to comply with a legal obligation; or in rare circumstances
• Where we need to protect your interests (or someone else's interests); and/or
• Where it is needed in the public interest or for official purposes

 

What are we going to do with your information?

We will hold and use personal information about you in the following ways:

• To fulfil our obligations to you when providing you with our property services
• To share your information with others where necessary to fulfil our property services for you or where acting as agent for a third party on your behalf
• To comply with our statutory and regulatory obligations, including [verifying your identity, prevention of fraud and money laundering and to assess your credit worthiness
• Communicate with you during the course of providing our services, for example with your enquiries and requests
• Statistical purposes so we can analyse figures to help us manage our business and plan strategically for the future
• To provide you, or to enable third parties to provide you, with information about goods or services we feel may interest you, where you have provided permission for us to do so or, if you are an existing customer only, where we choose to contact you by electronic means (including e-mail or SMS) with information about our own goods and services similar to those which you have already obtained from us or negotiated to obtain from us . For those marketing messages you can unsubscribe at any time
• Track your use of our service including your use of our App in order to improve these
• To notify you about changes to our service
• To ensure that content from our site is presented in the most effective manner for you and for your computer

 

How long we keep your data for

We will retain your personal data for different periods depending on the service you have chosen to use us for, which may be a longer period than that for which we need to hold your data to provide those services, i.e. where we are under regulatory or statutory duties to hold your data for a longer period or need to retain it in the event of a legal claim or complaint.

 

Who your information will be shared with

We will pass your details to the following organisations (our “data processors”) who carry out certain activities on our behalf as part of us providing our services:

Still Moving London (photographers), In-House Photography, REZI, Rent4Sure, Mark Soane (EPC and Floorplans).

We will also pass your details where necessary to your property solicitors and those of the other party to your transaction. We will also disclose your personal information to third parties:

• In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets.
• If our company or substantially all of our assets are acquired by a third party, in which case personal data held by us about our customers will be one of the transferred assets.
• If we are under a duty to disclose or share your personal data in order to comply with any legal or regulatory obligation, or to protect the rights, property, or safety of our company, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

We will not share your information with third parties for marketing purposes without first obtaining your prior consent.

 

Security of your data

Your data will be held on secure servers within the European Economic Area ("EEA") with all reasonable technological and operation measures put in place to safeguard it from unauthorised access.  Where possible any identifiable information will be encrypted or minimised.

If we have given you a username and password which enables you to access certain parts of your matter on our systems, you are responsible for keeping it confidential. Please do not share it with anyone.

 

Your rights

How you can access and update your information

You have a right to request a copy of the personal information we hold about you, known as a data subject access request. You also have the right to request that information we hold about you which may be incorrect, or which has been changed since you first told us, is updated or removed. These requests are free of charge and can be sent to Sue Cox, 48 Walton Street, Walton on the Hill, KT20 7RT.

 

How you can request erasure of your data

You can ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where you have withdrawn consent for us to process it (as explained below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

 

How you can withdraw your consent

You have the right at any time to withdraw any consent you have given us to process your personal data. Please note if you withdraw your consent it will not affect the lawfulness of any processing of your personal data we have carried out before you withdrew your consent. Should you wish to do so you can change your consent preferences at any time by contacting us via email on info@kennedys-ipa.co.uk or by calling us on 01737 817718

 

How you can restrict or object to us using your data

You can ask us to suspend the way in which we are using your information in certain scenarios, or object to our processing your data where we are relying on a legitimate interest ground (or those of a third party) and you feel it impacts on your fundamental rights and freedoms, or where we are processing your personal data for direct marketing purposes. In some cases where you object, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Please note that if you want us to restrict or stop processing your data this may impact on our ability to provide our services. Depending on the extent of your request we may be unable to continue providing you with our service.

Any queries or concerns about the way in which your data is being used can be sent to Sue Cox.

 

Moving your information to another organisation

In the event that we process your data by automated means where you have either provided us with consent for us to use your information or where we used the information to perform a contract with you, you have the right to request that we send to you or to another organisation, a copy of the personal data we hold about you, for example when you are dealing with a different service provider. If you would like us to move, copy, or transfer your information please let us know by email to info@kennedys-ipa.co.uk. We will respond to you within one month after assessing whether this is possible, taking into account the technical compatibility with the other organisation in question.

 

Complaints about the use of your personal data

If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated by writing to Sue Cox, Kennedys Independent Property Agent.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the UK data protection regulator, the Information Commissioner’s Office.  Further details can be found at www.ico.org.uk or 0303 123 1113.