Safeguarding

Who is Yoti? hapipod has partnered with Yoti, an internationally recognised digital identity company, to give our members a safe and convenient way to prove who they are online. We do this so that members can have a level of confidence that everyone is who they say they are.  hapipod does not store the data you supply to Yoti.

Yoti is Government approved and used by leading UK organisations and charities including  NHS, Home Office, Lloyds Banking Group, Post Office, Heathrow, Virgin Atlantic, Co-op, Childline and NSPCC.  For more information see the Yoti Overview.  

How the check works
The Yoti ID check examines the authenticity of your ID document and your facial biometrics. It requires a live scan of your passport or driving licence, as well as a live scan of your face. You cannot use images of pre-scanned documents.

To reduce the chance of technical issues, your face and documents must be well lit, but be mindful of ‘glare’ from a light source obscuring the text or photo. Ensure everything is framed within the given borders and only submitted once in focus.

It usually takes just a few minutes to process but can take a little longer if there are any issues. You receive an email notification when you pass or fail and may be given a chance to retake it. Your profile will be listed as verified as soon as you pass.

Limitations This is not a background check and does not consider criminal history. As a necessary part of your own background checks on a selected candidate, all hosts should ask to see a lodger’s DBS certificate and references - see sections 2 and 3. Lodgers should also ask for a host’s DBS certificate if they feel it necessary.  

A vital measure of someone’s suitability is their DBS Certificate (Disclosure and Barring Service) which shows if someone has a criminal record. Asking to see a recent DBS Certificate is an essential part of a host’s background check on potential lodgers, even if it is just the basic version. Lodgers may sometimes feel that a background check on a host is necessary. Many hosts will already have a DBS Certificate, or be willing to get one for the right lodger.
There are three types of DBS Certificate:

The standard and enhanced DBS Certificates show current convictions plus other relevant information held by the police or local authorities. These can only be requested by an employer, but if someone has one they can show you a hard copy. 

Alternatively, Basic DBS Certificates can be requested by individuals themselves, so you can ask someone to do this. They can be ordered here. Basic DBS Certificates are more limited as they do not show spent* criminal convictions or cautions held on police records, but they are still an important check. (*spent convictions are crimes that have been removed from your record after a certain time in line with the Rehabilitation of Offenders Act 1974).

It is very important to do a ‘google search’ on prospective hosts and lodgers to uncover any important issues that you may be unaware of. This should be undertaken prior to sharing your location details or arranging a face to face meeting.
For hosts, personal and professional character references can also help build a broader picture of a lodger’s suitability. hapipod strongly recommends that hosts request three types or reference and check the authenticity of each by contacting the referee. These should be from:

1. a previous landlord
   
2. an employer or college tutor
   
3. a colleague or friend 
   

Hosts should also check the authenticity of a reference by contacting the referee. 

We would recommend you to use our internal hapipod instant chat and email which allow you to communicate safely with other members without divulging your personal contact details, until you feel confident that they are someone you want to meet. Only share your details when you are ready to receive a document or arrange an interview/viewing.  
It is most important that everyone in our hapipod community feels comfortable using our site, and our Code of Conduct and Acceptable Use Policy is very clear on the rules for internal messaging, and behaviours during the homeshares themselves. If at any point you feel someone is being abusive, or exerting undue pressure on you, please use the report button on their profile and report this immediately at support@hapipod.com

Chemistry between potential homesharers should always be tested in face-to-face meetings, rather than purely online, before agreeing anything. Lodgers will usually want to view a potential room anyway, so the two can be combined. Both parties may find it helpful, especially if it is your first foray into homeshare, to draft a thorough series of questions to make sure you cover all relevant topics at your meeting. We offer suggested interview questions in the buttons below.
It is recommended that parties involve a family member or friend at an interview/viewing to offer a second opinion. Both hosts and lodgers should make final judgments on suitability based on careful assessment of all the information available.

The hapipod Homeshare Contract Template is a license agreement that has been specially designed for this type of homeshare as opposed to a standard lodging agreement. It can be accessed via your dashboard. It is designed to be adapted to your specific mutual requirements. Once you have agreed the terms, fees, activities, hours of help etc it is essential that you formalise this in a written contract. It is broadly recommended that you do not rely on verbal commitments. It will then be clear for all parties what is expected from the homeshare. We recommend that all members seek their own legal advice on the final contract to ensure it suits their particular circumstances.

hapipod has no involvement in individual homeshares. It is up to the individual parties to manage expectations during the course of the homeshare for a successful outcome. Homeshares work well when based on thorough background checks and mutual trust built through good communication from the outset.
If you are a host living alone, you should ask a family member or friend to help you decide, keep an eye on your homeshare and, in the event that things don’t work out, assist you in terminating the homeshare contract. Having a personal contact to turn to is a basic safeguarding measure.

If you are a lodger who feels that a host is asking you to undertake tasks not previously agreed, or that may be unreasonable or inappropriate, or their behaviour makes you feel threatened or uncomfortable, you should give notice as soon as possible, find a new lodging opportunity and inform hapipod at support@hapipod.com. Our Code of Conduct and Acceptable Use Policy are very clear on the rules for internal messaging and what we consider to be appropriate behaviour when using our platform and services.  hapipod reserves the right to ban from the site anyone suspected of acting in breach of these terms.

If either a host or a lodger wants to end a homeshare early they must give reasonable notice to terminate. The suggested notice period in hapipod’s template homeshare contract is one month as a fair balance for both parties. The minimum notice period that can legally be given in the UK is one week, but only if the room fee is paid weekly. It is ultimately up to the parties to agree the duration. hapipod recommends notice is always given in writing, and it is often helpful to get someone to help you with giving notice.

You should notify your home insurer that you are taking in a lodger to avoid invalidating any claims, as lodgers are generally considered to add extra risk. It may not mean having to change your policy, but rather to adapt it to take the extra risk into account. This is not a legal obligation but an essential measure for your own peace of mind. You can see a fuller explanation here.

There are a number of checks and measures that hosts are legally obliged to complete if you take in a lodger, many of which ensure your own home safety as well. We explain them below:
Right to rent/Residency status:  If a prospective lodger is a foreign national, is it legally incumbent upon a host to check the documentation that proves they have right to rent in the UK. See the UK Government’s Guidance for more details. There are heavy fines for hosts who are found to be in breach. 

Room and Access: Ensure that you have a suitable premises. The spare room must be furnished appropriately, large enough for someone to comfortably occupy,  and with a safe means of escape in case of fire. See UK Government Guidance on room sizes

Gas & Electrical Safety: If you take in a lodger you are required by law to have your gas appliances checked annually by someone on the gas safety register. You should give your lodger a copy of your Gas Safety Certificate when they move in. You must also carry out a 5 yearly PAT safety testing of electrical appliances using a qualified electrician. If you have a fuel burning appliance, open fire or attached garage, you must have a working carbon monoxide monitor and working smoke alarms throughout the property, as well as a fire extinguisher or fire blanket in high risk areas like the kitchen.

Consents: If you are a tenant or your home is mortgaged you should tell your landlord or lender, respectively,  if you wish to take in a lodger, and obtain their consent. If you have a spare room in a property you own or rent, and are receiving state benefits, you should check if being a host will affect the amount of your benefits payments.

Council Tax: Make any necessary adjustment to your council tax status, especially if you were registered as sole occupant. Bear in mind that full time students are exempt and will not affect a host’s single occupancy status.

HMO: If you have more than one lodger in your home you may have to apply for a licence to run an HMO – House in Multiple Occupation Licence - see the UK Government’s HMO Page. As a rough guide, a HMO arises when three or more people who are not from the same household (for example people who are not a family) share facilities like the bathroom and kitchen. The usual procedure is to apply to your local council who will inspect the property for size and safety.