Tenants Information and Fees

Our aim is to find you the perfect property to suit your requirements.

Finding a property

The first step is to contact us to provide brief details about yourself and about the accommodation you require. We then search our database for suitable properties for you to view. If not urgent, we log your details so that we can contact you as and when they become available. It is wise to start looking about 4 to 8 weeks before you wish to move, as the better properties are viewed and reserved quickly. Our tenancies are granted for a minimum term of 6 months, which may be renewed if all parties are in agreement.

  • To view our selection of available properties to let please use the Property Search boxes above.
  • To register your requirements please click on the Register tab above.

Please note that for your safety and peace of mind -

  • All of our managed properties are Gas Safe certificated, and inspected for electrical safety, and furniture fire safety.
  • All Tenancy Deposits (bonds) are held in accordance with the Deposit Protection Regulations.
Viewings

Viewings will be arranged at times to suit you, including evenings and weekends, and you will invariably be accompanied by a member of staff, who can give advice and answer any questions you may have.

References

As a minimum we will require satisfactory references from your employer, a previous or current landlord, and a credit reference report. We may also require a personal reference, and sometimes a guarantor. We will use the services of an independent referencing company to obtain and evaluate these references.

Any personal information will be kept secure and LRF Lettings are registered with the Information Commissioner's office for Data Protection and Ombudsman Services.

Reservation fee

Upon reserving a property, applicants will be required to pay £500. This will hold the property for you and contributes towards your first month's rent, but is non-refundable should you withdraw your interest. Please note that this payment in advance does not constitute a tenancy but is proof of your intention to proceed.

In the event that the landlord declines to grant the tenancy, it will be refunded to you in full.

Fees to Tenants

When you have found the property you wish to rent, and the Landlord has agreed to proceed with referencing, you are required to pay £65 per tenant, £75 per guarantor. For a Company reference the fee is £150. This is payable prior to taking references and is non refundable should references prove unsatisfactory.

(Fees are non-refundable should references prove unsatisfactory)

LRF Lettings charge £170 administration fee per tenancy to include the drawing of a Tenancy Agreement and registration of deposit. We currently do not charge VAT. This together with the balance of the first month’s rent plus deposit is due by the tenancy start date. Payment must be made directly into our bank account and we recommend you allow 3 clear working days. We are unable to hand over keys to a property unless cleared funds have appeared in our account.

In the event that the landlord declines to grant the tenancy, it will be refunded to you in full.

Rents

Rents are normally quoted calendar monthly, and payable monthly in advance. The tenant is usually also responsible for Council Tax, Water Rates, Gas, Electricity and Telephone costs. All rents are payable by bank standing order, details of which will be given to you when you move in.

Deposit

A security deposit of a minimum of one and a half month's rent will normally be required. In the case of pets being permitted the deposit will rise to two month’s rent. This deposit will be treated in accordance with the Tenancy Deposit Protection regulations, and you will be provided with the appropriate prescribed information and receive details regarding the scheme used. The deposit is held to cover damage, breakages, and any other liabilities under the terms of your tenancy agreement. Please note that under no circumstances can the deposit be used by the tenant to cover rent.

End of Tenancy Charge

Tenants will not be charged for the ingoing Inventory/Schedule of Condition but please note there is provision within the Tenancy Agreement for the Landlord to deduct money from your deposit at the end of the tenancy for the Inventory Check Out fee.

FURTHER CHARGES DURING AND AT THE END OF YOUR TENANCY

Change of Tenant (subject to Landlord approval) £200 plus reference fee

Tenancy Agreement Renewal £40

Inventory Check Out fee – (current prices are as follows but should be used as a guide only as prices may change by the time your tenancy ends)

Studio/1 bedroom £85

2 bedroom £95

3 bedroom £110

4 bedroom £120

5 bedroom £130

Should your Landlord have cause to instruct LRF Lettings to write to you about a breach of your tenancy, including rent arrears, the following charge will apply:

*Messages to tenants regarding rent arrears or breach of any of the clauses in the Tenancy Agreement - £5 per telephone call or text message, £10 per email.

*Written correspondence to the Tenant/s with regard to rent arrears or breach of any of the clauses in this Tenancy Agreement the Tenants - £25 per letter and £30 per Section 8 Notice.

Agents administration cost of £25 should a standing order or cheque not be paid or is recalled

Interest on late payment of rent.

Agents charge of £35 in respect of the Tenant denying access for a pre-arranged inspection visit.

The Tenant may be responsible for any call out charges in respect of any heating system or appliances at the property (for which an operating manual has been supplied) reported as being faulty, but which turns out to be an operating error by the Tenant.

If the Tenant requests a staff member of LRF Lettings to wait at the property during a tradesman visit the charge will be £40 per hour or part thereof. This service is not guaranteed and is only available if a member of staff is available.

£50 for an aborted Inventory Check Out (for example if keys are not returned by 9am the morning after the tenancy end date or by agreed time.

Cost of new locks/keys if all keys are not returned within 3 days of the tenancy end date (minimum charge of £100).

£15 charge if the standing order for rent is not cancelled following the end of the tenancy, resulting in LRF Lettings having to arrange a refund.

General Data Protection Regulations - Privacy Policy

LRF Lettings is committed to protecting and processing your personal data in accordance with the General Data Protection Regulations and the Data Protection Act 2018 (the legislation). For the purpose of the legislation and your personal data, Linda Frost, is the Data Controller and is the person responsible for data protection and can be contacted at LRF Lettings, Field View, Roe Downs Road, Medstead, Alton, Hampshire, GU34 5LG. Telephone 01420 562348, Email – info@lrflettings.co.uk The General Data Protection Regulations are to safeguard your personally identifiable information or personal data. This privacy notice will be regularly reviewed and updated.

Information held

The personal data we process may include name, employer, current landlord, next of kin, bank details, details of children, credit score results, history, other references and tenant passport or ID and may also include other sensitive data concerning health, if relevant to your application. Where the provision of data is a statutory, a contractual requirement or a requirement necessary to enter into a contract, a refusal to provide the data may mean that we are unable to provide you with our service.

To ensure that we provide you with the best service possible we will need to collect and retain certain personal data. The data may be collected and processed by staff and credit check company and may be shared with Landlord, staff, local authority, utilities and contractors, IT provider, Deposit Protection Service, software provider, credit check company, employer, relevant person, solicitor and court services, Home Office and public bodies. We source the data in our office, over the phone, by email, self-registration and on tenant application form. We may source data from 3rd parties or via third parties e.g. Credit referencing company, referees, local authority.

Lawful basis of processing

Your personal data will be used for the Contract, added to our property management software, refencing, to contact prior to and during the tenancy, to use on prescribed information, legal work and referencing. To offer extra services we will require your consent. There are 6 lawful basis of processing your data including consent, a legitimate interest, contract fulfilment, a legal obligation and a vital interest. A legitimate interest is when we have a business or commercial reason to process your personal data which needs to be balanced with your interests i.e. what is right and best for you. Your personal data will be processed during and after your tenancy and any subsequent tenancy arranged through us.

Online identifiers, IP addresses and cookie identifiers

Where you visit our website we may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns.

We may obtain information by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

• To estimate our audience size and usage pattern. • To store information about your preferences, and so allow us to customise our site according to your individual interests. • To speed up your searches. • To recognise you when you return to our site.

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site. You can find more information about cookies at www.allaboutcookies.org

This policy only applies to our site. If you leave our site via a link or otherwise, you will be subject to the privacy policy of that website provider. We have no control over that privacy policy or the terms of the website and you should check their privacy policy before continuing to access the site.

Recipients of personal data

It will be necessary for us to process or share all or some of your personal data with a range of individuals, businesses and organisations and these may include Landlord, staff, local authority, utilities, contractors, IT provider, deposit protection service, software provider, credit check company, employer, relevant person, solicitor, court services and Home office.

Where is the data stored?

Your personal data is stored in paper form and electronically and the data is always stored within the European Union or outside of the European Union but with an organisation operating under the General Data Protection Regulations.

Retention period and criteria used to determine the retention period

We will retain some elements of your personal data for up to 6 years after the end of the tenancy. What information can be anonymized will be when no longer required for either contractual fulfilment or a legitimate interest. If the lawful basis for processing your data was consent then you may withdraw consent at any time.

Your rights

You have a right of access to check your personal data to verify the lawful basis of processing. We are obliged to respond to an access request within 30 days and may not charge a fee unless the request is unfounded, excessive or repetitive. If a fee is charged it is to be a reasonable fee based upon the administrative cost of providing the information.

You have a right to rectification if the data we hold is either inaccurate or incomplete. If your data has been disclosed to third parties then we must inform them of the rectification, where possible.

You have a right to erasure of your data when consent is our basis of processing (the right to be forgotten). You may request that your personal data be erased, for example, where there is no compelling reason for its continued processing or where you withdraw consent. We will comply with your request unless we have another basis of processing justifying our retaining the data (for example a legal requirement or the defence of a legal claim).

You have some rights to ask us to restrict processing i.e. to block or supress processing where, for example, the data may be incorrect and whilst the accuracy is verified. We are permitted to store the data.

Your right to object

You do have a right to object to further processing of your personal data. We may be required to stop processing unless there is some other legitimate basis of processing such as a legitimate interest or a requirement for the exercise or defence of a legal claim.

Withdrawal of consent

Where the lawful basis for processing is your consent, you may withdraw consent at any time by writing to, Linda Frost at LRF Lettings, Field View, Roe Downs Road, Medstead, Alton, Hampshire, GU34 5LG or emailing info@lrflettings.co.uk

How to lodge a complaint with the supervisory authority

The supervisory authority responsible for data protection is the Information Commissioners Office (ICO) to whom concerns may be reported by phone on 0303 123 1113 or +44 1625 545 745 if calling from outside the UK, by email using the form on the website ico.org.uk or the livechat function.