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Terms of Service

Helgi Limited (Company No. 13319394)

Applicant Portal – Residential Lettings

1. About Us

This Applicant Portal is operated by Helgi Limited, a company registered in England and Wales under company number 13319394 (“Helgi”, “we”, “us”, or “our”).

This portal is provided to individuals applying to rent a residential property managed or let by Helgi Limited.

2. Purpose of the Portal

The purpose of this portal is to:

• Collect and process information relating to your tenancy application
• Conduct referencing and compliance checks
• Collect a holding fee
• Progress your application toward entering into a tenancy agreement
• Use of this portal does not create a tenancy agreement and does not guarantee that a tenancy will be granted.

3. Eligibility

By using this portal and submitting an application, you confirm that:

• You are at least 18 years of age
• All information you provide is true, complete and accurate
• You are legally entitled to rent property in the United Kingdom

4. Holding Fee
4.1 Amount and Payment

A holding fee of £250 is payable to Helgi Limited to secure the property you are applying for. Payment of the holding fee confirms your intention to proceed with the tenancy application.

4.2 Effect of Paying the Holding Fee

By paying the holding fee, you agree that:

• We may retain the holding fee until the end of the holding period (or any agreed extension).
• The holding fee will be deducted from your first month’s rent if the tenancy proceeds.
• The property will be marked as under offer during the holding period, subject to the terms below.
• Payment of the holding fee does not create a tenancy agreement.

4.3 Refund of Holding Fee

The holding fee will be refunded if:

• The tenancy agreement is signed and a move-in date is agreed, but Helgi Limited is unable to honour that agreed move-in date.
• Referencing is unsuccessful despite you providing full and accurate information, and no suitable guarantor can be offered.
• Exceptional circumstances arise outside of your control (subject to reasonable evidence and Helgi’s discretion).

4.4 Retention of Holding Fee

The holding fee may be retained if:

• You or any applicant decides not to proceed once referencing has started.
• The initial referencing link is not completed by all applicants within 72 hours of receipt.
• Information provided to our referencing partner is inaccurate, misleading or incomplete (including but not limited to undisclosed CCJs, bankruptcies, incorrect income details, employment information or similar).
• A Right to Rent check is not passed.
• Retention of the holding fee will be in accordance with applicable legislation, including the Tenant Fees Act 2019.

5. Referencing and Checks

All applicants agree to:

• Undergo financial and credit referencing
• Provide proof of identity and address
• Complete Right to Rent checks as required by law
• Provide employment and/or income verification

Failure to complete referencing within required timeframes may result in cancellation of the application.

6. Data Protection

We will process your personal data in accordance with UK data protection laws, including the UK GDPR and Data Protection Act 2018.

Your data will be used for:

• Assessing your tenancy application
• Conducting referencing and compliance checks
• Communicating with you regarding your application
• Meeting legal and regulatory obligations
• We may share your data with third-party referencing providers and compliance partners where necessary.

Full details are set out in our Privacy Policy.

7. No Guarantee of Tenancy

Submission of an application and payment of a holding fee does not guarantee that:

• A tenancy agreement will be offered
• The property will be secured
• Referencing will be successful
• A tenancy is only created once a tenancy agreement is signed by all parties.

8. Portal Use

You agree not to:

• Provide false or misleading information
• Attempt to access other applicants’ information
• Misuse or interfere with the functionality of the portal
• We reserve the right to suspend or terminate access to the portal if misuse is suspected

9. Limitation of Liability

To the fullest extent permitted by law, Helgi Limited shall not be liable for:

• Indirect or consequential loss arising from an unsuccessful application
• Delays caused by third-party referencing providers
• Technical issues outside our reasonable control

Nothing in these Terms excludes liability for fraud or for death or personal injury caused by negligence.

10. Governing Law

These Terms of Service are governed by the laws of England and Wales.
Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

11. Contact

For further information, please contact:

hello@wearehelgi.com

Our website uses cookies to improve your experience and to ensure the website functions correctly. Below is a detailed description of the cookies we use.

What Are Cookies?

Cookies are small text files that are stored on your device when you visit a website. They are widely used to make websites work more efficiently and to provide information to the owners of the site.

How We Use Cookies

We use cookies for various purposes, which can be categorized as follows:

Strictly Necessary Cookies

These cookies are essential for the website to function correctly. Without these cookies, some parts of our website would not work. They do not store any personally identifiable information.

• cc_cookie
  • Purpose: Remembers if the user has consented to cookie usage.
  • Duration: 6 months
• • Purpose: Prevents Cross-Site Request Forgery (CSRF) attacks.
  • Duration: Session
• .AspNetCore.Identity.Application
  • Purpose: Manages user authentication and maintains session state.
  • Duration: Session
• .AspNetCore.Mvc.CookieTempDataProvider
  • Purpose: Temporarily stores data needed for the next request.
  • Duration: Session
• UMB-XSRF-V, UMB-XSRF-TOKEN
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  • Duration: Session
• UMB_UCONTEXT, UMB_UCONTEXT_C
  • Purpose: Maintains session state for logged-in users, visible only to administrators.
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• UMB_SESSION
  • Purpose: Preserves session state across page requests.
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• UMB_PREVIEW
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• umb_installId
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• eng_amts
  • Purpose: Remembers the amounts used in the current payment in order to make a successful payment fail safe. An example of this would be when a user is logged out whilst making a successful payment.
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• eng_qids
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Analytics Cookies

These cookies collect information about how visitors use our website, such as which pages are visited most often. This helps us to improve the way our website works.

• __utma
  • Purpose: Distinguishes users and sessions for Google Analytics.
  • Duration: 2 years
• __utmb
  • Purpose: Identifies new sessions/visits for Google Analytics.
  • Duration: 30 minutes
• __utmc
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• __utmt
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  • Duration: 10 minutes
• __utmz
  • Purpose: Stores the traffic source or campaign that explains how the user reached the site.
  • Duration: 6 months
• _ga
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  • Duration: 2 years
• ar_debug
  • Purpose: Stores user preferences or debugging settings.
  • Duration: Session

Third-Party Cookies
Our website uses third-party cookies, which are cookies set by a domain other than our own. These cookies enable features or functionality provided by third parties in connection with our website, such as analytics, advertising, and social media interactions.

Flywire:

Managing Your Cookie Preferences

You can manage your cookie preferences at any time by selecting the "Manage Cookie Consent" option on the profile menu if logged in, or on the page footer if not logged in. Please note that if you disable cookies through your browser settings, some parts of our website may not function properly.

Changes to This Cookie Policy

We may update our Cookie Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We encourage you to review this policy periodically.

Contact Us

If you have any questions about our Cookie Policy, please contact us.

Combined UK GDPR Privacy Policy
 
For the purposes of Data Protection, Helgi is the Data Controller.

This Privacy Policy is split into two sections:

• Section 1 - covers all Data Subjects including enquiries, residents and employees
• Section 2 - applies only to Residents

Section 1 - applicable to All Data Subjects

This document refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject).

The 2018 Data Protection Act and the UK General Data Protection Regulation (UK GDPR), along with the Privacy and Electronic Communications Regulations (PECR) and the Data (Use and Access) Act 2025 (DUAA), all seek to protect, enhance and clarify the rights of data subjects. These rights cover the safeguarding of personal data and protect against the unlawful processing of personal data.

For the purposes of data protection and this Privacy Policy all entities will be referred to as Helgi.

All data subject requests should be sent to the contact details provided in Clause 11 below.

Helgi is a developer and operator of homes for rent in the UK.

1.    Personal Data

The business uses the information collected from you to provide quotations, make telephone contact and to email you information concerning your enquiry.

For marketing purposes, Helgi may use the contact details provided by you to respond to your enquiries including making telephone contact and emailing information to you which we believe may be of interest to you.

When you make an enquiry, Helgi will use your contact details to respond to your request. Where permitted by law, we may also contact you with information about our homes and services based on our legitimate interests or your consent. You will always have the opportunity to opt out of marketing communications at any time.

Some personal data may be collected about you from the forms and surveys you complete, from records of our correspondence, when you visit us, from phone calls and details of your visits to our website, including but not limited to personally identifiable information like Internet Protocol (IP) addresses.

The business will only collect the information needed so that it can provide you with the services it provides; Helgi does not sell or broker your data.

Telephone calls may be recorded for training and security reasons and this will be announced at the start of the call. Where recorded, call data is retained no longer than six months unless it is required longer for legal reasons.

Information exclusively pertaining to data protection and employees is covered in their employment contract and the Company Handbook.

2.    Cookies and Website Analytics

When you visit Helgi’s website, we may collect information automatically through cookies and similar technologies. This may include your IP address, device type, browser type, operating system and information about how you use our website. Cookies are used to ensure the website functions correctly, to analyse website performance and usage, and to improve user experience. Where required by law, Helgi will obtain your consent before placing non-essential cookies on your device. Full details of the cookies used, their purpose, and how you can manage your preferences are available in Helgi’s Cookies Policy, which is accessible on our website.

3.    Legal Basis for Processing Personal Data

Legitimate Interests – where possible Helgi relies on legitimate interests when responding to enquiries concerning the services provided and for marketing purposes such as sending a newsletter. Legitimate interests also include direct mail, email, telephone calls, WhatsApp, social media and any other channels to reach those who may be interested in renting or using the facilities provided by the business. 

Contractual - where possible personal data belonging to tenants will be processed using contractual as the applicable lawful basis for processing.

Consent - in certain circumstances Helgi requires the consent of residents to share their data with certain third parties, this could include explicit consent where special categories of personal data are involved such as medical information.

Compliance with a legal obligation - in certain circumstances the business may need to disclose your Personal Information to meet legal, regulatory or valid governmental requests.

4.    Data sharing

Helgi will keep your personal information safe and secure, although our administration team will have access to your contact details so that they can manage your account.

Some of the services used to support the business such as marketing, website management, legal and debt collection services are outsourced from third-party suppliers.

Helgi will only share data where necessary to provide the services it is contracted to provide, such as when data processing is outsourced, or to enforce its contractual rights and to protect tenants.

Helgi will always put in place with any third-party suppliers a data processing agreement.

Helgi may also disclose Personal Information to enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of its staff.

5.    Retention Policy

Helgi will process personal data for the duration of any business dealings and will continue to store only the personal data needed for up to eight years after any contract has expired to meet any legal obligations. After eight years all personal data will be deleted, unless basic information needs to be retained by us to meet our future obligations to you, such as erasure details and/or liabilities. For more details a copy of Helgi’s Document Retention Schedule is available on request.

6.    Data Storage

Data is predominantly processed within the UK and through MRI SLM, MRI Qube and Spike, which for the purposes of European data processing usually utilises cloud storage in Ireland (EU). For your protection, tech providers and Helgi have signed Standard Contractual Clauses to allow overseas data transfers. Certain personal data is also held within Microsoft SharePoint for Business, which is hosted on a UK located Microsoft cloud server.

7.    Your Rights as a Data Subject

At any point whilst Helgi is in possession of or processing your personal data, all data subjects have the following rights:

• Right to information - you can ask for information about what data is being processed and the rationale for such processing.
• Right of access – you have the right to request a copy of the information that we hold about you.
• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
• Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
• Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
• Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  Right to object – you have the right to object to certain types of processing such as direct marketing.
• Right to withdraw consent – you have the right to withdraw your consent at any time.
  Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.

In the event that Helgi refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge.

At your request, Helgi can confirm what information it holds about you and how it is processed.

8.    You can Request the Following Information:

• Identity and the contact details of the person or organisation that has determined how and why to process your data.
• Contact details of the data protection contact, where applicable.
• The purpose of the processing as well as the legal basis for processing.
• If the processing is based on the legitimate interests of Helgi and information about these interests.
• The categories of personal data collected, stored and processed.
• Recipient(s) or categories of recipients that the data is/will be disclosed to.
• How long the data will be stored.
• Details of your rights to correct, restrict, object to processing and rights to erasure.
• Information about your right to withdraw consent at any time.
• How to lodge a complaint with the supervisory authority (ICO).
• Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
• The source of personal data if it wasn’t collected directly from you.
• Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

9.    To Access What Personal Data is Held, Identification may be Required

Helgi will accept the following forms of ID when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months.

A minimum of one piece of photographic ID listed above and a supporting document is required. If Helgi is dissatisfied with the quality, further information may be sought before personal data can be released.

10.    Data Subject’s Rights

To exercise your Data Subjects Rights or ask Helgi about how your personal data is being processed, please contact the Data Controller using the details below. If you do not get a response within 30 days you can then complain to the ICO.

Helgi
The Data Protection contact
Pluto House, 
6 Vale Avenue, 
Royal Tunbridge Wells, 
TN1 1DJ

ICO
Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Telephone: 0303 123 1113 or email: https://ico.org.uk/global/contact-us/email/

Section 2 - this applies only to Residents

Resident Addendum Privacy Policy

For those with tenancy agreements with Helgi, additional information may need to be collected. Only that information necessary for Helgi to fulfil its obligations will be collected.

This may also include personal data processed through resident-facing digital services, such as an online portal or resident application, which may be used to manage repairs, access building information, receive updates, or communicate with Helgi and other residents. Only data necessary to provide these services will be processed.

11.    Contractual

By signing your tenancy application, you are also as part of this contract, agreeing to Helgi sharing your details (on the basis of contractual) with relevant landlord’s agents and/or consultants. This may also include retaining certain personal information you provide. In certain circumstances Helgi may also need your explicit consent to process some limited special categories of personal data for the purpose of administering your tenancy agreement, to protect you and to support the delivery of services in relation to the lease. If you refuse to give explicit consent or withdraw your consent, we may not be able to provide the service required.

12.    Helgi Promotional Material

When you are contacted to introduce a newsletter, survey, service provider or other promotional material relating to your tenancy, you will be given the opportunity to opt out of these if you so wish, and the same opportunity to unsubscribe from any subsequent communications.

13.    Service Emails

Certain information appertaining to the contractual aspects of your tenancy agreement and building management will continue to be sent to you even if you have unsubscribed out of receiving promotional information.

14.    Our Use of your Personal Information

Helgi will need to use your personal data to provide the services Helgi is contracted to provide you, as detailed within this tenancy agreement. A copy of the personal information that is processed and further details of your rights can be accessed via Section 1 of this privacy notice. 

If you have any questions, please contact Helgi's Data Protection contact, using the contact details also at the end of Section 1.

Terms & Conditions of Use

Helgi Limited (Company No. 13319394)
Applicant Portal

Last updated: 20/02/2026

1. About Us

This Applicant Portal (“Portal”) is operated by Helgi Limited, a company registered in England and Wales under company number 13319394 (“Helgi”, “we”, “us”, or “our”).

We provide this Portal to individuals applying to rent a residential property managed or let by Helgi Limited.

If you have any questions, you can contact us at hello@wearehelgi.com

2. Purpose of the Portal

The purpose of this Portal is to:

• Allow prospective residents to apply for a residential property
• Collect personal, financial and identification information
• Conduct referencing and compliance checks
• Collect permitted payments, including a holding fee
• Facilitate progression toward entering into a tenancy agreement

Use of the Portal does not create a tenancy agreement and does not guarantee that a tenancy will be offered.

3. Acceptance of These Terms

By accessing or using this Portal, including submitting information or paying a holding fee, you confirm that:

• You are at least 18 years of age
• You are legally capable of entering into a tenancy agreement
• You agree to be bound by these Terms & Conditions
• If you do not agree, you must not use the Portal.

4. Your Responsibilities

You agree that all information provided through the Portal:

• Is true, accurate and complete
• Is not misleading
• Does not omit material facts that may affect referencing

You must:

• Complete all required forms promptly
• Respond to referencing requests within specified timeframes
• Provide accurate income, employment and financial information
• Provide valid identification for Right to Rent checks

Failure to comply may result in your application being withdrawn.

5. Referencing and Compliance

All applications are subject to:

• Credit and financial referencing
• Employment and income verification
• Identity verification
• Right to Rent checks (as required by UK law)

We may use third-party referencing providers to carry out these checks.

We reserve the right to decline an application at our discretion, subject to applicable law.

6. Holding Fee
6.1 Payment

A holding fee of £250 is payable to Helgi Limited to reserve the property while your application is assessed.

The holding fee is a permitted payment under the Tenant Fees Act 2019.

6.2 Effect of Payment

By paying the holding fee, you agree that:

• The property will be withdrawn from the market during the holding period (subject to these terms).
• We may retain the fee until the end of the holding period (or any agreed extension).
• If the tenancy proceeds, the holding fee will be deducted from your first month’s rent.
• Payment of the holding fee does not create a tenancy agreement.

6.3 Refund of Holding Fee

The holding fee will be refunded if:

• The tenancy agreement is entered into but we are unable to honour the agreed move-in date.
• Referencing is unsuccessful despite full and accurate information being provided and no suitable guarantor can be offered.
• We decide not to proceed with the application for reasons not attributable to you.
• Exceptional circumstances arise outside your control (subject to evidence and our reasonable discretion).

6.4 Retention of Holding Fee

• The holding fee may be retained where permitted by law, including where:
• You or any joint applicant withdraws from the application after referencing has begun.
• You fail to take reasonable steps to enter into a tenancy agreement within the holding period.
• Referencing forms are not completed within 72 hours of receipt.
• False, misleading or incomplete information is provided (including undisclosed CCJs, bankruptcies, inaccurate income or employment details).
• A Right to Rent check is not passed.

Where the fee is retained, we will provide confirmation of the reason if requested.

7. No Guarantee of Tenancy

Use of the Portal and payment of a holding fee does not guarantee:

• That your application will be successful
• That referencing will be passed
• That a tenancy agreement will be offered

A tenancy is only legally created once a tenancy agreement has been signed by all parties.

8. Data Protection

We process personal data in accordance with UK data protection legislation, including the UK GDPR and Data Protection Act 2018.

Your information may be shared with:

• Referencing providers
• Identity verification services
• Legal or regulatory authorities where required

Full details are set out in our Privacy Policy.

9. Acceptable Use

You agree not to:

• Provide false or fraudulent information
• Attempt to access data belonging to other applicants
• Interfere with or disrupt the Portal
• Attempt to bypass security measures

We reserve the right to suspend or restrict access if misuse is suspected.

10. Intellectual Property

All content within the Portal, including branding, text, logos and software, is owned by or licensed to Helgi Limited.

You may not copy, reproduce or distribute any part of the Portal without our prior written consent.

11. Limitation of Liability

To the fullest extent permitted by law, Helgi Limited shall not be liable for:

• Indirect or consequential losses arising from an unsuccessful application
• Delays caused by third-party referencing providers
• Technical interruptions beyond our reasonable control

Nothing in these Terms excludes liability for fraud or for death or personal injury caused by negligence.

12. Changes to These Terms

We may update these Terms & Conditions from time to time.
The version published on the Portal at the time of your application will apply.

13. Governing Law

These Terms are governed by the laws of England and Wales.
Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.