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Neutral Property Group

Legals

  • Privacy Policy

    Neutral Property Group (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data. This policy explains how we collect, use, and store your information, as well as your rights under UK GDPR and the Data Protection Act 2018.

    1. Who We Are

    Company Name: Neutral Property Group Ltd

    Company Number: 14274180

    Registered Address: 71-75 Shelton Street,Covent Garden, WC2H 9JQ

    Data Protection Contact: hello@neutralpropertygroup.com

    2. What Data We Collect

    We may collect and process the following types of personal information:

    Full name, date of birth, and contact details (address, email, phone number)

    Identification documents (passport, driving licence, visa/right-to-rent checks)

    Financial information (bank details, payslips, guarantor details)

    Tenancy and property records (tenancy agreements, inspection reports, inventory reports, deposit details)

    Communication records (emails, phone calls, text messages)

    Marketing preferences (if you subscribe to updates)

    3. How We Collect Data

    We may collect data from you directly or via:

    Property enquiries (phone, email, website forms)

    Tenancy applications and referencing agencies

    Contractors or service providers carrying out works on your behalf

    Deposit protection schemes

    Legal/regulatory bodies when required

    4. Why We Collect Your Data

    We use your data for:

    Property management and lettings administration

    Legal compliance (Right to Rent checks, deposit protection, tenancy agreements)

    Communication with landlords, tenants, guarantors, and contractors

    Maintenance coordination and record keeping

    Financial processing (rent collection, contractor payments)

    Meeting regulatory obligations with HMRC, local councils, or courts

    Marketing and service updates (only with your consent)

    5. Who We Share Your Data With

    We may share your data with trusted third parties where necessary:

    Tenant referencing and credit check agencies

    Deposit protection schemes (e.g. TDS)

    Contractors and maintenance providers

    Accountants and legal advisors

    Local councils, courts, or regulatory bodies if legally required

    IT/cloud storage providers (with appropriate security measures in place)

    We do not sell or trade your personal data.

    6. Data Retention

    We keep your personal data only as long as necessary to fulfil the purposes we collected it for, including for legal, accounting, or reporting requirements. Typically:

    Tenancy records: 6 years after tenancy end

    Financial records: 7 years for HMRC compliance

    Marketing data: until you withdraw consent

    7. Data Security

    We use appropriate technical and organisational measures to secure your data, including password protection, encryption, and restricted access.

    8. International Data Transfers

    Some of our service providers (e.g. cloud storage, email systems) may store data outside the UK. Where this is the case, we ensure that appropriate safeguards (such as UK GDPR adequacy regulations or Standard Contractual Clauses) are in place.

    9. Your Rights

    Under UK GDPR, you have the right to:

    Access your data

    Request correction or deletion

    Restrict or object to processing

    Request transfer of your data (data portability)

    Withdraw consent (for marketing)

    Complain to the Information Commissioner’s Office (ICO) if you believe your rights have been breached.

    To exercise your rights, contact us at: hello@neutralpropertygroup.com

    10. Cookies & Website Tracking

    If our website uses cookies, they may collect information about your browsing behaviour (e.g. Google Analytics). You can manage or disable cookies in your browser settings.

    11. Contact Us

    For privacy-related queries, please contact:
    Email: hello@neutralpropertygroup.com
    Office Number: 0203 0513121
    Address: 71-75 Shelton Street,Covent Garden, WC2H 9JQ

    (Last updated: August 2024)

  • Complaints Procedure

    Neutral Property Group Ltd, founded by Teresa Bayram, is committed to delivering professional

    property management and letting services. We take all complaints seriously and follow a

    transparent procedure to ensure matters are investigated fairly and thoroughly.

    1. How to Make a Complaint

    Complaints should be submitted in writing via email hello@neutralpropertygroup.com) or post:

    Neutral Property Group Ltd, 71-75 Shelton Street, Covent Garden, London, United Kingdom,

    WC2H 9JQ. Please include the nature of the complaint, the parties involved, supporting evidence,

    and the resolution sought.

    2. Acknowledgement

    We will acknowledge all complaints within 10 working days of receipt and outline the process with a

    reference number.

    3. Investigation

    All complaints will be investigated by our senior management. We may request further information,

    and we aim to provide a written outcome within 28 days of acknowledgement.

    4. Review

    If you remain dissatisfied, the matter can be escalated to our Managing Director, Teresa Bayram,

    who will conduct a full review and issue a final response within a further 28 days.

    5. Independent Redress

    Neutral Property Group Ltd is a member of the Property Redress Scheme (Membership No.

    PRS046498). If you are still dissatisfied, you may refer your complaint to the PRS within 12 months

    of our final response.

    6. Record Keeping

    All complaints, correspondence, and resolutions will be recorded and retained for a minimum of 6

    years.

  • Terms and Conditions

    1. About Us

    Neutral Property Group Ltd (“Neutral Property Group”, “we”, “our”, “us”) provides property management, lettings support, and independent inventory services.

    Company Name: Neutral Property Group Ltd

    Registered Address: 71-75 Shelton Street,Covent Garden, WC2H 9JQ

    Company Number: 14274180

    Email:hello@neutralpropertygroup.com

    Phone: 0203 0513121

    We are committed to protecting your information, operating transparently, and delivering our services in line with industry standards and UK legislation.

    2. Scope of Services

    Our services include but are not limited to:

    Full property management on behalf of landlords.

    Tenant referencing and tenancy agreements, rental increases, right-to-rent checks.

    Independent inventory reports, check-ins, and check-outs, Mid-tenancy inspections.

    Maintenance coordination, and compliance support.

    3. Client Responsibilities

    Landlords must provide accurate and complete property details, safety certificates (e.g. Gas Safety, EICR, EPC), and any information required by law.

    Tenants must comply with tenancy agreements, report maintenance issues promptly, and allow reasonable access for inspections.

    All parties must act in good faith and provide truthful information during referencing and contractual processes.

    4. Use of Third-Party Platforms

    Neutral Property Group uses third-party software to deliver services:

    Inventory Base – to create, store, and share inventory/inspection reports.

    Pink Chilli/Blink – to prepare Assured Shorthold Tenancy (AST) agreements, process referencing, and store related data.

    By engaging our services, you consent to the use of these platforms. We remain the data controller and ensure compliance with UK GDPR when using such services.

    5. Fees & Payment

    Our fees are set out in our signed management agreements or inventory instruction forms.

    Invoices are payable within the terms stated (usually 14 days unless otherwise agreed).

    We reserve the right to suspend services where invoices remain unpaid.

    6. Limitation of Liability

    6.1 Our services are provided with reasonable care and skill; however, we do not guarantee outcomes such as tenant behaviour or property condition beyond our documented reporting.
    6.2 Inventory reports are independent records of the property at the time of inspection. They are not guarantees of structural condition or compliance with all legal standards.
    6.3 We accept no liability for loss or damage arising from circumstances beyond our reasonable control, including tenant negligence, hidden defects, or third-party failures.
    6.4 Nothing in these Terms excludes liability for death, personal injury, or fraud caused by our negligence.

    7. Data Protection & Privacy

    We process personal data in line with UK GDPR and our Privacy Policy. This includes data collected for tenant referencing, tenancy agreements, property inspections, and management records. Our full Privacy Policy can be provided on request or viewed on our website.

    8. Compliance & Legal Requirements

    Landlords remain legally responsible for ensuring compliance with property safety and licensing requirements.

    Neutral Property Group will assist in arranging compliance checks (Gas Safety, EICR, EPC, etc.) but ultimate responsibility remains with the property owner.

    Tenancy agreements and referencing are conducted in line with the Housing Act 1988 (as amended), the Tenant Fees Act 2019, and other relevant legislation.

    9. Termination of Services

    Either party may terminate property management or inventory services in accordance with the written management agreement.

    Notice periods are outlined in individual contracts.

    Fees may remain payable for services already delivered or committed to prior to termination.

    10. Governing Law & Jurisdiction

    These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the English courts.

    11. Severability

    If any part of these Terms is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

    12. Changes to Terms

    We reserve the right to amend these Terms from time to time to reflect changes in law, regulation, or business practices. Updated versions will be published on our website or provided to clients directly.

    13. Contact

    If you have any questions about these Terms or our services, please contact us:

    Email: hello@neutralpropertygroup.com
    Office Number: 0203 0513121
    Address: 71-75 Shelton Street,Covent Garden, WC2H 9JQ

    (Last updated: August 2024)

Code of Practice

Property Management & Inventory Services

At Neutral Property Group, we are committed to delivering property management and inventory services with professionalism, transparency, and care. Our Code of Practice sets out the standards we follow in our day-to-day operations to ensure landlords, tenants, and all stakeholders receive fair, consistent, and reliable service.

1. Professionalism & Integrity

  • We act honestly, fairly, and professionally in all dealings with landlords, tenants, and contractors.

  • All staff and representatives will conduct themselves in line with industry best practice and relevant UK housing legislation.

  • We do not make misleading statements or promises and ensure all communication is clear and accurate.

2. Compliance & Legal Obligations

  • We ensure all properties under our management meet legal requirements, including Gas Safety, Electrical Safety (EICR), EPC, fire safety, and landlord licensing.

  • Tenants will not be permitted to move into a property until the necessary compliance certificates are in place.

  • We keep records of all certificates, inspections, and reports and ensure they are updated in line with statutory deadlines.

3. Rent & Financial Management

  • We collect and process rental payments in accordance with tenancy agreements.

  • Landlords are provided with clear, accurate monthly statements.

  • Deposits are protected in a government-approved Tenancy Deposit Scheme (TDS), with prescribed information issued to tenants within legal timeframes.

  • Any late or non-payment of rent is managed promptly and communicated to both landlord and tenant, with guarantors notified when applicable.

4. Inventory & Check-in/Check-out Services

  • We provide detailed, impartial inventory reports prior to tenants moving in, including photographic evidence and meter readings.

  • Reports are prepared in line with best practice, with clear descriptions of condition and cleanliness to protect both landlords and tenants.

  • At the end of the tenancy, a check-out inspection is carried out against the original inventory to ensure fair assessment of any damages or deductions.

  • Our reports are independent and unbiased, ensuring transparency in deposit disputes.

5. Property Inspections & Maintenance

  • Mid-term property inspections are conducted routinely, with reports shared with landlords and tenants.

  • We ensure maintenance requests are handled promptly, using qualified and insured contractors.

  • Landlords are consulted on all significant repairs, while urgent health & safety issues are prioritised without delay.

  • Tenants are treated with respect, and access to properties is always arranged with reasonable notice.

6. Communication & Transparency

  • We provide clear points of contact, and clients will always deal with a dedicated property manager.

  • Tenants and landlords are updated promptly on issues affecting their tenancy or property.

  • We make ourselves available 7 days a week to support urgent matters.

  • WhatsApp groups are often set up (with landlord/tenant consent) to ensure efficient and transparent communication.

7. Confidentiality & Data Protection

  • All client and tenant information is treated as confidential and handled in accordance with UK GDPR regulations.

  • Personal data is only used for the purposes of property management and legal compliance.

8. Dispute Resolution

  • We aim to resolve disputes quickly and fairly through open communication.

  • Where agreement cannot be reached, we follow the process set out by the Property Redress Scheme (PRS), of which Neutral Property Group is a registered member (Membership No: PRS046498).

9. Continuous Improvement

  • We review our practices regularly to ensure compliance with evolving legislation and industry standards.

  • Feedback from landlords and tenants is welcomed and used to improve our service.

  • We invest in training and development to keep our team knowledgeable, professional, and responsive.

Commitment

Neutral Property Group is dedicated to providing a transparent, fair, and professional service for both landlords and tenants. By following this Code of Practice, we ensure peace of mind, compliance, and the highest standards in property management and inventory services.