Privacy Policy

Privacy Policy – Greater London Properties

At Greater London Properties, we respect the privacy of all our customers and clients to our website. This policy is concerned with how we collect information, what we do with it, and what controls you have. We collect, use, and are responsible for certain personal information about you, subject to the UK General Data Protection Regulation (UK GDPR), acting as the ‘controller’ for the purposes of this law.

Your Privacy

We take our duty to process your personal data very seriously. This policy explains how we collect, manage, use, and protect your personal data.

1. Who are we? Greater London Properties (glp.co.uk) is a registered Limited company (reg. 04949945) registered at 49 Broadwick St, London, W1F 9QR.

2. What personal data we collect and how we use it

What we need: Greater London Properties, as a registered estate agency company, may collect and use the following personal information about you:

  • Your name and contact information, including email address and telephone number, and company details if applicable.
  • Information to enable us to check and verify your identity, including at least one form of photographic identification (such as a passport, a driving licence, or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill).
  • Your gender information if you choose to provide this to us.
  • Your billing information, transaction, and payment card information.
  • Your professional or personal online presence, e.g., LinkedIn profile.
  • Your contact history, transaction, and instruction history with us.
  • Your Right to Rent status, nationality, and immigration status and information from related documents, such as your passport or other identification, and immigration information if you are a potential applicant applying for a tenancy.
  • Information to enable us to undertake Anti Money Laundering and Terrorist Financing electronic checks on you.
  • Information about how you use our website, IT, communication, and other systems.
  • Your responses to surveys, competitions, and promotions.
  • Information specific to your requirements relating to the property you are looking to buy or rent through our services.

If you are a tenant going through our referencing, we also collect personal documents and data relevant to this process.

Why we need it: We collect your personal data in connection with specific requests for our services, such as information on new properties to market, new government regulations for landlords, general newsletter industry news, and to qualify to rent a home through us.

The information is either needed to fulfill your request or to enable us to provide you with a more personalized service. You don’t have to disclose any of this information to browse our sites. However, if you choose to withhold requested information, we may not be able to provide you with certain services.

Under data protection law, we can only use your personal information if we have a proper reason for doing so, such as the following:

  • To comply with our legal and regulatory obligations.
  • For the performance of our contract with you or to take steps at your request before entering into a contract.
  • For our legitimate interests or those of a third party.
  • Where you have given consent.

We use your personal information under the legitimate interest basis for using and processing. Legitimate Interest may be used as a basis for processing when we have a business or commercial reason to process your information, so long as this is not overridden by your own rights and interests.

When we use and process your personal information for our legitimate interests, we will consider and balance any potential impact on you and your rights under data protection and any other relevant laws.

Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your valid consent or are otherwise required or permitted to by law).

Our Marketing: Sometimes, with your consent, we will process your personal data to provide you with information about industry news that is relevant or a new government regulation that may affect you. Greater London Properties also processes your data when it is in our legitimate interests to do this and when these interests do not override your rights. Those legitimate interests include providing you with information on our properties, new regulations, special offers, and customer feedback. Please see the section on ‘Legitimate Interest’ for more information.

How We Obtain Your Details: We will also hold information about your details so that we can respect your preferences for being contacted by us. We collect your personal information in a number of ways:

  • When you provide it to us directly.
  • When you provide permission to other companies to share it with us (including Rightmove and Zoopla).
  • When we collect it as you use our websites or apps.
  • From publicly available sources (e.g. the Post Office’s National Change of Address database, Companies House, HM Land Registry or Internet Search Engines).

We combine the information from these sources with the information you provide to us directly. When providing permission for 3rd party organizations to share your data, you should check their Privacy Policies carefully to understand fully how they will process your data.

Detailed Information on the Processing of Personal Data

Personal Data is collected for the following purposes and using the following services:

Referencing: In order to rent a property through us, we will need to conduct referencing to verify your ability to rent. Personal information we collect about you for referencing purposes include but are not limited to:

  • Your name and contact information, including email address, telephone number, residential address, and company details if applicable.
  • Information to enable us to check and verify your identity, which will be at least one form of photographic identification (such as a passport, a driving licence, or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill).
  • Your Right to Rent status, nationality, and immigration status and information from related documents, such as your passport or other identification, and immigration information.
  • Details about your employment status (such as employment contact details, payslips, student verification letter) and relevant financial documents (such as bank statements and proof of savings if paying upfront).
  • Information to enable us to undertake Anti Money Laundering and Terrorist Financing electronic checks on you and any Relevant Person.

This personal information is required to provide our services to you. If you do not provide personal information we ask for, it may delay or prevent us from providing services to you. We may also collect information from other publicly accessible sources such as sanctions screening providers, credit reference agencies, customer due diligence providers.

Please Connect Me: If you are an applicant undergoing the referencing process, we will pass your new address and contact details to our utility concierge partner ‘Please Connect Me’ before the commencement of your tenancy. Please Connect Me will use your personal information to ensure that you are appropriately registered with the local council and utility providers. Please Connect Me will also contact you to offer assistance with additional services, including internet and media services. Please look out for an email from their team, to set up a call with one of their experts. This is a completely free service designed to save you time and money during your move; if you’d like to find out more about their service, just visit their website at https://pleaseconnectme.co.uk/.

Stitch

GLP (“we,” “us,” “our”) is the data controller of any personal data you provide to us when we contact you and communicate with you by WhatsApp. We will use and process your personal data in accordance with data protection laws.

When you provide us with personal data about a person other than yourself (such as a family member or friend) via our WhatsApp communications, you must inform them that you are providing their personal data to us and refer them to this notice.

In order to communicate with you via WhatsApp, we will gather and handle your name, number, and any additional personal information you give us during those chats, including your date of birth, contact information, property and living situation details, family structure, and employment status. Your personal information is processed so that we can stay in touch with you and assist you with any questions you may have. Additionally, your personal information is utilized for business needs like record-keeping.

We will share your personal information with Stitch AI, one of our selected third-party service providers, to allow us to communicate with you via WhatsApp. We have hired Stitch AI expressly to help us with WhatsApp setup and functionality. You can be confident that all communications will be end-to-end encrypted when we get in touch with you via WhatsApp, as you requested. To unsubscribe, all it takes is to reply with the word STOP.

Cookies

A cookie is a small file that asks permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps analyze web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes, and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyze data about web page traffic and improve our website to tailor it to customer needs. We only use this information for statistical analysis purposes, and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Contact Form (This Website)

By filling in the contact form with their Data, the User authorizes this Website to use these details to reply to requests for information, quotes, or any other kind of request as indicated by the form’s header. Personal Data collected: company name, email address, first name, last name, and phone number.

Mailing List or Newsletter (This Website)

By registering on the mailing list or for the newsletter, the User’s email address will be added to the contact list of those who may receive email messages containing information of commercial or promotional nature concerning this Website. Your email address might also be added to this list as a result of signing up to this Website. Personal Data collected: company name, email address, first name, last name, and phone number.

Phone Contact (This Website)

Users that provided their phone number might be contacted for commercial or promotional purposes related to this Website, as well as for fulfilling support requests. Personal Data collected: phone number.

Interaction with External Social Networks and Platforms

This type of service allows interaction with social networks or other external platforms directly from the pages of this Website. The interaction and information obtained through this Website are always subject to the User’s privacy settings for each social network. This type of service might still collect traffic data for the pages where the service is installed, even when Users do not use it.

  • Facebook Like Button and Social Widgets (Facebook, Inc.)
    • Personal Data collected: Cookies and Usage Data.
    • Place of processing: US – Privacy Policy.
  • Google+ +1 Button and Social Widgets (Google Inc.)
    • Personal Data collected: Cookies and Usage Data.
    • Place of processing: US – Privacy Policy.
  • Twitter Tweet Button and Social Widgets (Twitter, Inc.)
    • Personal Data collected: Cookies and Usage Data.
    • Place of processing: US – Privacy Policy.
  • LinkedIn Button and Social Widgets (LinkedIn Corporation)
    • Personal Data collected: Cookies and Usage Data.
    • Place of processing: US – Privacy Policy.

Services for Monitoring and Analyzing Web Traffic

  • Google Analytics (Google Inc.)
  • WordPress Stats (Automattic Inc.)
    • Personal Data collected: Cookies and Usage Data.
    • Place of processing: US – Privacy Policy.

Remarketing and Behavioral Targeting

This type of service allows this Website and its partners to inform, optimize, and serve advertising based on past use of this Website by the User. This activity is performed by tracking Usage Data and by using Cookies, information that is transferred to the partners that manage the remarketing and behavioral targeting activity.

In addition to any opt-out offered by any of the services below, the User may opt out of a third-party service’s use of cookies by visiting the Network Advertising Initiative opt-out page.

  • Facebook Remarketing (Facebook, Inc.)
  • AdWords Remarketing (Google Inc.)
  • Twitter Remarketing (Twitter, Inc.)
  • LinkedIn Website Retargeting (LinkedIn Corporation)
    • Personal Data collected: Cookies and Usage Data.

Cookies and Usage Data

Place of Processing: US – Privacy Policy – Opt Out

Anything else?

All the personal data we process is processed by our staff in the UK; however, for the purposes of IT hosting and our CRM system, we use Bright Logic and Iceberg Digital.

3. Legitimate Interests

We have several lawful reasons that allow us to use (or ‘process’) your personal information. One lawful reason is something called ‘legitimate interests.’ Broadly speaking, Legitimate Interests means we can process your personal information if:

  • We have a genuine and legitimate reason.
  • We are not harming any of your rights and interests.

Please read the ‘Legitimate Interest’ statement for more information.

4. Sharing Your Information

We only disclose information to third parties or individuals when obliged to by law, for purposes of national security, taxation, criminal investigations, and the following:

  • If you have agreed that we may do so.
  • When we use other companies to provide services on our behalf.
  • If we receive a complaint about any content you have posted or transmitted to or from our/one of our third-party sites, to enforce or apply our Terms & Conditions or if we believe that we need to do so to protect and defend the rights, property, or personal safety of employees at Greater London Properties.
  • If you are going through referencing with Greater London Properties, we will disclose the information we have received to the landlord (owner of the property), the property managing agent, and (if applicable) a referencing third-party company of our choosing.

And, we will never sell or rent your personal information to other organizations.

5. Retaining Your Information

We will keep your personal information while you have an active matter with us or we are providing services to you. We will keep your personal information, as a minimum, for as long as necessary:

  • to respond to any questions, complaints, or claims made by you or on your behalf;
  • to show that we treated you fairly;
  • to keep records required by law.

and thereafter

  • 5 years from any last communication with you for marketing of our services to you.

We will not retain your personal information for longer than necessary for the purposes set out in this policy.

If you are an applicant or tenant undergoing referencing, we will keep your referencing documents on our system for as long as we see fit and according to GDPR.

If you request that we have no further contact with you, we will keep some basic information to avoid sending you unwanted materials in the future and to ensure that we don’t accidentally duplicate information.

You have the right to opt out of receiving promotional communications from us at any time by:

  • contacting us by post at 49 Broadwick Street, Soho, W1F 9QR or by telephone at 02077344062; or
  • using the ‘unsubscribe’ link in marketing emails.
  • by choosing the ‘STOP’ option on any WhatsApp message received by GLP.

6. Keeping Your Personal Information Secure

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorized manner and are subject to a duty of confidentiality.

In order to prevent unauthorized access or disclosure, we have employed robust and compliant physical, electronic, and managerial procedures to safeguard and secure the information we collect online and through written and verbal communication with our staff, including https protocols, password-protected file storage and transmission, and encrypted email transmissions in line with GDPR.

7. What Are Your Rights?

A new data protection law, starting in May 2018, gives everyone a number of very important rights. These are:

  • Transparency over how we use your personal information (right to be informed).
  • Request a copy of the information we hold about you, which will be provided to you within one month (right of access).
  • Update or amend the information we hold about you if it is wrong (right of rectification).
  • Ask us to stop using your information (right to restrict processing).
  • Ask us to remove your personal information from our records (right to be ‘forgotten’).
  • Object to the processing of your information for marketing purposes (right to object).
  • Obtain and reuse your personal data for your own purposes (right to data portability).
  • Not be subject to a decision when it is based on automated processing (automated decision making and profiling).

If you would like to know more about your rights under the data protection law, see the Information Commissioner’s Office website.

8. How to Contact Us

If you wish to talk through anything in our privacy policy, find out more about your rights, or obtain a copy of the information we hold about you, please contact our Data Protection Officer Kate Hill (details at the bottom of this page) who will be happy to help.

If you wish to raise a complaint on how we have handled your personal data, you can contact our data protection officer who will investigate the matter.

Our data protection officer can be contacted by writing to:

Data Protection Officer 65 Judd Street, London, WC1H 9RF Or by emailing: [email protected]

If you wish to talk to us about anything in the policy or the information we hold about you, please contact our support services team:

  • By telephone: 0207 113 1066
  • By email: [email protected]
  • By post: 65 Judd Street, London, WC1H 9QR

This privacy policy was last updated on 15 January 2024.