Tenants

Students

Tips for choosing a property: Price, Location and Number of bedrooms First choose the properties that you would like to view then email us to arrange a viewing. We will ask you to gather as many of your group together as possible for this. When you have found the property of your choice, you need to act quickly as there is often considerable demand.

When you find a property that you would like to live in, you will be required to pay a holding fee equal to 1 weeks rent per person to secure the accommodation. Once all reference checks have been satisfactorily carried out you will be required to pay a deposit equal to one month’s rent for per person (The holding fee will be deducted from the deposit) . It is important to note, that this holding fee is non-refundable should you withdraw or if the references / guarantor prove unacceptable. If Next Move Properties Ltd does not manage the property, the deposit will be forwarded onto the landlord for him/her to transfer into their preferred approved holding scheme (See below). You will be given a copy of an assured short hold tenancy to read and sign. You will also be asked to complete various forms, some of which need to go to your parents or whoever is acting as your guarantor (See below). Guarantors, references and deposits explained.

• If you have rented before you will be required to provide your previous landlords contact details to check if you have paid your rent on time and taken care of the property during your tenancy.
• You will be required to provide a guarantor; this can either be a parent or guardian who has the financial means to cover the rent if you default.
• Your parents may need to provide references from their employer or accountant proving they are capable or covering your rent if you default.
• Holding deposits secure the property until the tenancy agreements have been signed

Security deposits are held for the length of the tenancy. They will be registered with The Deposit Protection Service, My Deposits or Tenant Deposit Scheme. It is now against the law for your deposit not to be registered with one of the above schemes. We will organise with you for your rent payments to be paid monthly by standing order. The first payment will be transferred on the day you move in.

On the day your tenancy starts you will be able to collect the keys us or from the landlord directly. This will be explained to you when you sign your tenancy agreement. We would strongly recommend that you contact the office at least 2 weeks before you move in to confirm. If the property is fully managed, Next Move Properties Ltd’s contact details will be on the tenancy agreement. If the property is rent-collection or tenant-find only, then the landlord’s details will be on the tenancy agreement and you will need to contact him/her directly to arrange collection of the keys. Fully Managed:  After you move in contact Next Move regarding all issues. Rent Collection:  After you move in contact Next Move regarding the tenancy agreement and rent only, for all maintenance issues contact your landlord directly. Tenant Find:  After you move in contact your landlord directly for all issues. If you have moved into a fully managed property, you will be provided with a copy of the inventory. You will have 7 days from receipt of the inventory to read, amend, sign and return it. If the inventory is not returned within 7 days, we will regard the contents and condition of the accommodation described in this to be accepted by you.

Insurance/ utilities You are responsible for insuring the contents you take into the house. The landlord will insure the building and his/her contents. You will be responsible for paying for utilities such as gas, electricity and water. (students are normally exempt from paying council tax)You must contact the telephone and utility companies directly and must also obtain your own TV licence.

Professionals

Choose the properties that you would like to view (max 4 at any one time) and phone us to arrange a viewing. We will ask you to gather as many of your group together as possible for this.

When you find a property that you would like to live in, you will be required to pay a holding fee equal to 1 weeks rent per person to secure the accommodation. Once all reference checks have been satisfactorily carried out you will be required to pay a deposit equal to one month’s rent for per person (The holding fee will be deducted from the deposit) . It is important to note, that this holding fee is not refundable should you withdraw or if the references / guarantor prove unacceptable.

Guarantors, references and deposits explained.

• If you have rented before you will be required to provide your previous landlords contact details to check if you have paid your rent on time and taken care of the property during your tenancy.
• You will be required to provide a guarantor; this can either be a parent or guardian who has the financial means to cover the rent if you default.
• Your parents may need to provide references from their employer or accountant proving they are capable or covering your rent if you default.
• Holding fees secure the property until all reference checks have been carried out and the tenancy agreements have been signed. The holding fee can then be used towards part of your deposit.
• If you are a non UK resident you will be required to provide proof that you have the right to Live/ Work or Study in the UK
• All tenants will be required to provide photo ID, drivers licence or passport.
• Security deposits are held for the length of the tenancy. They will be registered with The Deposit Protection Service, My Deposits or Tenant Deposit Scheme. It is now against the law for your deposit not to be registered with one of the above schemes.

You will be asked to fill in an application form that will enable us to take up references from employers or accountants and from your previous landlord. You will be given a copy of an assured short hold tenancy to read and sign. All references must have been received before you can gain access to the property. We will organise with you for your rent payments to be paid monthly by standing order. The first payment will be set up for the day you move in. However, if time does not permit and the standing order cannot be set up, then the first month’s rent must be paid either by cash or bankers draft before you can gain access to the accommodation.

Insurance/ utilities

You are responsible for insuring the contents you take into the house. The landlord will insure the building and his/her contents. You will be responsible for paying for utilities such as gas, electricity, water and council tax. You must contact the telephone and utility companies directly and must also obtain your own TV licence.

PRIVACY NOTICE

HOW WE USE PERSONAL INFORMATION PRIVACY PROMISE

1. We promise to keep your information safe.
2. We promise not to sell it
3. We give you ways to manage and review your marketing choices at any time
4. We keep a record of when and how we get consents and what you were told at the time.

HOW THE LAW PROTECTS YOU The law says we must have one or more of these reasons to collect your data

1. To fulfil a contract with you
2. When it is our legal duty
3. When it is in our legitimate interest ( which we must define)
4. When you consent.

Transparency means you have the right to be informed about how we will use your data. GROUPS OF PERSONAL INFORMATION FINANCIAL –Your financial position, status and history CONTACT – Where you live and how to contact you SOCIO-DEMOGRAPHIC – Details about your work, nationality, education (especially students) TRANSACTIONAL –Details of payments you make to us CONTRACTUAL – Details about the products or services we provide to you COMMUNICATIONS- What we learn about you from letters, emails and conversations between us. OPEN DATA AND PUBLIC RECORDS – E.g Electoral Information, Internet, Newspapers DOCUMENTARY DATA – E.g copies of ID. CONSENTS – How you agree we can contact you NATIONAL IDENTIFIERS – E.g. National Insurance Number We collect Data from Third Parties such as social networks, fraud prevention agencies, public information services. WE MAY SHARE THIS INFORMATION WITH

1. HMRC , Regulators and other authorities
2. Credit Reference Agencies
3. Fraud Prevention Agencies
4. Any party linked to you ( e.g. Joint Tenant)
5. Workmen needing to enter your house
6. Companies you ask us to share data with ( e.g. Homelet)
7. If you use direct debits we will share your data with the Direct Debit scheme.
8. Future landlords and letting agents who contact us for a reference at the end of your tenancy
9. If we sell our business we will only do this if they agree to keep your information safe.

CREDIT REFERENCE AGENCIES We will share information with CRA’s and they will give us information about you. The data we exchange can include

1. Name , address date of birth
2. Application form details
3. Financial situation and history
4. Public Information

We will use this information to

1. Assess if you can afford the property
2. Make sure what you have told us is the truth
3. Help detect and prevent fraud
4. Track and recover debts

On a joint tenancy, CRA’s may link your data to other joint tenants. You can ask CRA’s to break the link but you normally have to prove you no longer have a financial link with them.  IF YOU DO NOT PROVIDE DATA WE MAY NOT BE ABLE TO OFFER YOU A TENANCY. HOW LONG WE KEEP INFORMATION

1. We will keep it as long as you are a client
2. After you stop being a client we may keep data for up to 10 years for one or more of the following reasons :-

To respond to questions or complaints or To show why we have treated you fairly or For historical research and statistical purposes. In the case of legal action of any kind You can access personal information by writing to us at Next Move Properties Ltd, Clavering House Business Centre Clavering Place Newcastle upon Tyne NE1 3NG. You can also ask us to correct any information you believe to be incorrect.  We do not have to provide information where the request is disproportionate or has already been given previously . WHAT IF YOU ASK US TO STOP USING YOUR PERSONAL INFORMATION? This is also known as “The right to be forgotten”.  There may be legal or other reasons why we need to keep or use your data. In such cases we can restrict the use of your data to legal claims or to exercise legal rights. YOU CAN WITHDRAW CONSENT BY WRITING TO US AT (ADDRESS) YOU CAN COMPLAIN TO US IF YOU ARE UNHAPPY WITH HOW WE HAVE USED YOUR PERSONAL INFORMATION AT (NEXT MOVE PROPERTIES LTD, Clavering House Business Centre Clavering Place Newcastle upon Tyne NE1 3NG) YOU CAN ALSO COMPLAIN TO THE INFORMATION COMMISSIONERS OFFICE AT WWW.ICO.ORG.UK  FIND OUT ON THEIR WEBSITE HOW TO REPORT A CONCERN. ADDITIONALLY VITAL INTERESTS – We can pass on details in an emergency e.g. medical care if you are physically or legally incapable of giving consent. FEES We supply a copy of information free of charge. We can charge a reasonable fee when a request is manifestly unfounded, or excessive, particularly if it is repetitive. We may charge a fee where we have already supplied the information. We must supply information without delay and in any event within one month. This can be extended by up to 2 months if during that month the request is considered complex and/or numerous, and if we do we have to explain why. We must verify the identity of the person making the request using “reasonable means” DATA PROTECTION IMPACT ASSESSMENT This will allow an organisation to identify and fix problems at an early stage. Further guidance see ICO Conducting privacy impact assessments code of Practice.