Effective 9 August 2026HLA Portal legal centre
Privacy, terms and fair-use information.
This page explains how the portal is operated, how information and documents are handled, and the conditions applying to membership tools, training, introductions and bookings.
Privacy notice
How HLA uses personal information
Humber Landlords Association (HLA) is responsible for personal information collected through this portal. Privacy enquiries and requests can be sent to chair@thehla.co.uk.
Information collected
Depending on the service used, this may include names and contact details, membership and payment records, property and compliance information, course progress, event attendance, enquiries, tenant requirements, contractor details, forum contributions, booking records and documents deliberately uploaded to the secure Vault.
Purposes and lawful bases
Information is used to administer membership and contracts; provide requested training, events, bookings, introductions, reminders and secure storage; operate and protect the portal; maintain appropriate business records; answer enquiries; and meet legal obligations. HLA relies as appropriate on performance of a contract, steps requested before a contract, legal obligations, legitimate interests in running and protecting the association, and consent where consent is specifically requested. Marketing consent or an opt-out preference is recorded separately and may be changed at any time.
Sharing and international processing
Information is shared only where needed with HLA administrators and authorised service providers, instructors, contractors or professional advisers. Tenant requirements are shown only to signed-in HLA members after review. Secure member documents are stored in the connected HLA Microsoft 365/OneDrive account when enabled; Cloudflare provides portal hosting, database and fallback object storage. Those suppliers process data under their own contractual safeguards and may operate internationally.
Retention and rights
HLA keeps records only for as long as reasonably required for the relevant service, legal, accounting, safeguarding, dispute or security purpose. Unsuccessful or obsolete enquiries and marketing records will be reviewed and deleted or anonymised when no longer needed. Members may request access, correction, restriction, objection, portability where applicable, or deletion where HLA has no continuing lawful reason to retain information. Complaints may be made to the Information Commissioner’s Office at ico.org.uk.
Portal terms
Using the HLA Portal
Users must provide accurate information, protect their login details, use only accounts and property records they are authorised to manage, and promptly report suspected misuse. The portal must not be used for unlawful, discriminatory, misleading, abusive or infringing material. HLA may moderate content, suspend access, preserve evidence and remove material where reasonably necessary to protect users, the association or the service.
Guidance, courses, checklists, reminders and community answers are general information and do not replace inspection, legal, tax, financial, medical or other professional advice. Laws and official guidance change. Users remain responsible for checking current requirements and meeting deadlines. HLA does not guarantee uninterrupted availability or that every third-party link remains current.
Community Forum, Deal Room and tenant-requirement entries are facilities for introductions and discussion. HLA is not an estate agent, letting agent, employment business, lender, insurer or party to any resulting transaction. Users must make their own enquiries, verify identity, authority, condition, finance and professional status, and obtain advice where appropriate.
Payments, cancellations and refunds
Invoices and paid services
Prices shown at booking are in pounds sterling. Payment is processed using the payment method shown at checkout. Access, attendance or instructions are released only after payment is confirmed. A booking does not itself guarantee a place if capacity, eligibility or safety requirements cannot be met.
Annual membership fees are non-refundable once membership is activated, except where law requires otherwise. Monthly Vault access runs for the paid period. Cancelling Vault access stops future renewals but does not create a refund for an active period.
Online CPD courses and bundles
Before buying, an external learner must review the description, subject, scope and approximate duration of each selected course and decide whether it meets their requirements. HLA online CPD courses provide short, general professional-development information for property professionals in England. They are not a comprehensive legal course, professional certification, legal advice or a substitute for advice on a particular property, person or set of circumstances. Law and official guidance may change.
At checkout, the learner must expressly request immediate digital access and acknowledge that the normal 14-day cancellation right is lost once supply of the digital content begins. After access has begun, the purchase is final for change-of-mind purposes and no change-of-mind refund is provided. This does not restrict statutory remedies where content is faulty, unavailable, materially different from its description or HLA did not have the right to supply it.
For in-person training and events, cancellation or transfer requests should be sent promptly to chair@thehla.co.uk. Unless a listing states different terms, a full refund will normally be offered where HLA cancels an event; otherwise HLA may offer a transfer, credit or refund after considering notice given, committed costs and whether the place can be resold.
Contractor services are supplied directly by the contractor under the contractor’s service terms. The separate £5 HLA booking fee covers the introduction and administration and is not a guarantee of the contractor’s work. Disputes about the underlying service should first be raised with the contractor, while concerns about the introduction may be reported to HLA.
Secure Document Vault
Important records remain the member’s responsibility
Vault access is a paid, private storage service linked to the signed-in member and selected property. Members must upload only lawful, relevant records they are entitled to hold, avoid unnecessary special-category data, use accurate property details and retain any originals required by law or contract. The Vault is not the sole recommended backup and is not a substitute for a formal disaster-recovery or records-management system.
HLA administrators cannot browse another member’s documents through the ordinary member interface. Technical access may occur only where reasonably necessary for security, support, legal compliance, recovery or an authorised investigation. When OneDrive is connected, new member Vault files are stored in isolated member/property folders in HLA’s Microsoft 365 account. Portal identity and ownership checks continue to control every upload and download; members do not receive direct OneDrive access.
At the end of paid access, uploads and downloads may be suspended. HLA will provide a reasonable opportunity to retrieve records before deletion, subject to legal holds, unpaid charges, security concerns and operational limits. Members should download required records before closing their account.
Listings and introductions
Deal Room, tenants and contractors
Listings are supplied by users and are not verified valuations, particulars or recommendations by HLA. Property and investment decisions must not be made solely from a listing. Deal Room posts expire from the visible service to keep information current, but limited records may be retained for security, disputes and legal compliance.
HLA does not request tenant deposits or rent through the portal. Prospective tenants should not pay before verifying the landlord or agent, viewing the property where possible, understanding the agreement and confirming deposit arrangements. Reports of pressure, impersonation or unusual payment requests should be made immediately.
Contractors act independently and remain responsible for competence, insurance, qualifications, availability, pricing, work quality and legal compliance. Appointment availability is not an HLA endorsement. The contractor acceptance terms, including the continuing £5 introduction/booking fee, apply separately to appointed contractors.