About Us

1. Purpose of Policy

1.1 This Policy sets out how MHBP Properties Ltd. (“the Company”) handles money on behalf of clients (“Client Money”).

1.2 The Company shall handle all Client Money in accordance with this Policy.

1.3 The aims of this Policy are:

1.3.1 To ensure that Client Money is kept safe;

1.3.2 To ensure that the Company complies with its legal and regulatory obligations as regards handling Client Money.

2. Meaning of “Client Money”

2.1 Client Money is any money received by the Company that does not solely belong to the Company. Examples include:

2.1.1 Tenants’ deposits;

2.1.2 Rents;

2.1.3 Service charges;

2.1.4 Interest credited to a client account (unless there is a written agreement that interest is to be retained by the Company);

2.1.5 Arbitration fees;

2.1.6 Fee money taken in advance;

2.1.7 Clients’ money held but due to be paid to contractors;

2.1.8 Money held where the Company is appointed as a Receiver;

2.1.9 Sale proceeds and deposits;

2.1.10 Auction sale proceeds.

2.2 Interest earned on Client Money shall belong to the client unless there is a written agreement with a client that the Company shall retain the interest.

3. Legal and Regulatory Obligations

3.1 The Company shall ensure that the Company and all members of staff comply with all legal obligations relating to the handling of Client Money.

3.2 The Company shall ensure that the Company and all members of staff comply with any rules or regulations relating to the handling of Client Money imposed by:

3.2.1 Any professional or regulatory body;

3.2.2 Any trade association;

3.2.3 Any Ombudsman redress scheme

of which the Company or the relevant member of staff is a member.

3.3 The Company shall employ appropriately qualified staff to handle Client Money and shall provide them with appropriate training and support.

3.4 The Company shall comply with the Client Money Protection Schemes for Property Agents (Requirement to Belong to a Scheme etc.) Regulations 2019 and shall ensure it is a member of a government approved client money protection scheme (CMP) and the Company shall (if they’ve been provided with a certificate from the scheme administrator):

3.4.1 display the certificate confirming the Company’s membership to the CMP on its website and in-branch;

3.4.2 produce a copy of the certificate confirming the Company’s membership to anyone who reasonably requires it, free of charge; and

3.4.3 provide written notification to each client within fourteen (14) days if their membership is revoked, or they change to a different approved CMP scheme (and the name and the address of the new CMP must be provided).

4. Client Bank Accounts

4.1 Client Money shall be held in one or more client bank accounts which are separate from the Company’s office bank account and which shall have the word “client” in the account name.

4.2 Clients shall be advised of the client bank account name and bank address and of any applicable charges and interest.

4.3 Client Money received shall be banked promptly and in any event within 3 working days.

4.4 Client Money due to be paid to the client shall be transferred to the client promptly.

4.5 Clients will be provided with regular statements of income and expenditure and shall be entitled to inspect invoices and receipts on request.

4.6 The Company shall ensure that appropriate accounting systems are in place, including arrangements for monthly reconciliations and annual audits or inspections.

Personal Data Privacy Notice 

This notice explains what information we collect, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.

Who are we? 

MHBP Properties Ltd. at 1 water Vole Way, Doncaster, DN4 5JP. We take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted. 

We are notified as a Data Controller with the Office of the Information Commissioner under registration number ZA697825 and we are the data controller of any personal data that you provide to us. 

Our Data Protection Officer is Martin Hargreaves, 01302 910 320. Queries can also be sent via email to info@mhbp-properties.co.uk.

Any questions relating to this notice and our privacy practices should be sent to info@mhbp-properties.co.uk via email, or MHBP Properties Ltd. 1 water Vole Way, Doncaster, DN4 5JP in writing.

 How we collect information from you and what information we collect 

We collect information about you: 

• From your application for accommodation 

• From information you supply to us via our contact information

• From our tenant referencing services at Vouch.co.uk 

• From our advertising partners at Open Rent and affiliates

• In applicable properties. Via CCTV externally, or in internal communal areas of shared housing dwellings 

We collect the following information about you: 

• Prospective tenants and/or guarantor names, email address, date of birth, address (including any previous addresses, relationship to other prospective tenants, employment status, name of university or college where you are studying (if applicable); 

• Tenant name, email address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable); 

• Guarantor name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable); 

• Property address; term, rent, deposit, utility and service responsibilities; 

• The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received; 

• Bank account details of the tenant and prospective tenants, including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you 

• In applicable properties. CCTV footage of public or internal communal areas for the security of our tenants.

Why we need this information about you and how it will be used 

Ee need your information and will use your information: 

• to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you; 

• to enable us to supply you with the services and information which you have requested; 

• to help you to manage your tenancy; 

• to carry out due diligence on any prospective tenant and/or guarantor, including whether there is any money judgements against them, or any history of bankruptcy or insolvency; 

• to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer; 

• to contact you in order to send you details of any changes to our suppliers which may affect you; and 

• for all other purposes consistent with the proper performance of our operations and business. 

• Where applicable in relation to CCTV footage, to provide security and assist with the investigation of any illegal or hazardous activity taking place in or around a property under our management which may lead to safety or security concerns for our tenants, housemates or any guests allowed into the property by the occupier(s). This may also be used to monitor adherence to our tenancy terms where concerns are raised for issues such as, but not limited to, smoking, allowing guests outside of policy, improper use of appliances, sub-letting and drug use.

Sharing of Your Information 

The information you provide to us will be treated as confidential and will be processed only by any third party, acting on our behalf or as law enforcement, within the UK or EEA.

We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following: 

• If we enter into a joint venture with or merge with a business entity, your information may be disclosed to our new business partners or owners; 

• To carry out due diligence on you as a prospective tenant/guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided; 

• If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency; 

• If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and 

• In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this. 

• In the event of any concerning activity being captured via CCTV, your information and footage of you may be shared with local authorities, law enforcement and to a judge during any applicable court proceedings. 

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent. 

Transfers outside the UK and Europe 

Your information will only be stored within the UK and EEA. We may transfer your information outside the UK and/or EEA: 

• Where foreign authorities have requested information about you or your tenancy to assist with legal investigations.

• Where summoned to do so under international law.

Where information is transferred outside the UK or EEA, we ensure that there are adequate safeguards in place to protect your information in accordance with this notice, including the following: 

• Commission that the third country has adequate safeguards/ details of appropriate security provisions in place.

Security 

When you give us information we take steps to make sure that your personal information is kept secure and safe. 

Our software provider is IONOS. You can find full details on their privacy policy here - Privacy policy - IONOS T&C

In addition, our own data security measures in place to ensure your data is kept safe. 

We utilise firewall capability on our database to make sure nobody has access to your data other than ourselves. Any personal data provided to us in paper form is securely disposed of immediately after use.  

How long we will keep your information 

We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law we may be legally required to hold some types of information for longer periods, or as set out in any relevant contract we have with you. 

Your Rights 

You have the right at any time to: 

• ask for a copy of the information about you held by us in our records; 

• require us to correct any inaccuracies in your information; 

• make a request to us to delete what personal data of yours we hold where it is no longer applicable to our activity or obligations to you; and 

• object to receiving any marketing communications from us. 

If you would like to exercise any of your rights above please contact us at info@mhbp-properties.co.uk.  

Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below: 

England: 

Information Commissioner's Office 

Wycliffe House, Water Lane 

Wilmslow, Cheshire, SK9 5AF 

Telephone: 0303 123 1113 

Email: casework@ico.org.uk 

Scotland: 

The Information Commissioner’s Office – Scotland 

Queen Elizabeth House, Sibbald Walk 

Edinburgh, EH8 8FT 

Telephone: 0303 123 1115 

Email: Scotland@ico.org.uk 

Wales 

Information Commissioner's Office 

2nd floor, Churchill House 

Churchill way, Cardiff, CF10 2HH 

Telephone: 0330 414 6421 

Email: wales@ico.org.uk 

Northern Ireland: 

The Information Commissioner’s Office – Northern Ireland 

10th Floor, Causeway Tower 

9 James Street South 

Belfast, BT2 8DN 

Telephone: 0303 123 1114 

Email: ni@ico.org.uk 

The accuracy of your information is important to me - please help me/us keep my/our records updated by informing me/ us of any changes to your email address and other contact details.