Privacy Policy

This privacy notice sets out how GS Homes Lettings will process personal data we collect from or about you, or which you provide to us. Please read this notice carefully to understand why data is being collected and what we do with that data.

This privacy notice was last amended in September 2024 and supersedes any earlier version. We may change this privacy notice from time to time by amending this page.

What type of information will we collect from you?

We will collect and process the minimum amount of personal data in order to fulfil our service to you. This information may include:

  • Name and contact details (including your telephone number, email address, and postal address)
  • Usage information about your visits to our websites (which enables our websites to remember information about you and your preferences) and use of our site. We may automatically collect information about your computer or mobile device, including your IP address. This information may be combined with other information you provide to us, as described above.
  • Information relating to your identity, where we are required by law to collect this to comply with the Money Laundering Regulations 2017 and the Immigration Act.
  • Information on your close connections, where we are required to conduct conflicts of interest under regulatory obligations.
  • Your bank details, where required, e.g., when you are letting/renting a property, or we are refunding a payment made by you.
  • Credit Card details where we are taking payment for a service (in these circumstances the card details are entered directly into the payment system and are not retained).
  • Details about your areas of interest, where we wish to send you marketing information about similar products and services.
  • Your communications with us, including a record of any email correspondence between us.

Where we need to collect personal data by law (for example, to meet our obligations to prevent fraud and money laundering) or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a product or service you have with us. In this event, we will notify you.

On what basis can we process your information?

The legal grounds under the General Data Protection Regulations for processing your personal data are as follows:

  • It is necessary for the performance of a contract to which you are a party, or to take steps prior to entering into a contract with you, for us to provide you with our products and services.
  • You have given us explicit consent to the processing of your personal data, namely to receive electronic marketing by us.
  • It is necessary for the purposes of our legitimate interests, except where our interests are overridden by the interests, rights, or freedoms of affected individuals (such as you). Our legitimate interests include processing necessary data to improve and promote our services and products, to better understand our customers’ interests, and to administer the technical aspects of our services.
  • Where we need to comply with a legal obligation.

What are we going to do with your information?

We will hold and use personal information about you in the following ways:

  • To fulfil our obligations to you when providing property services.
  • To share your information with others where necessary to fulfil our property services for you or where we are acting as an agent for a third party on your behalf.
  • To comply with statutory and regulatory obligations, including verifying your identity, prevention of fraud and money laundering, and assessing your creditworthiness.
  • To communicate with you during the course of providing our services, for example, to respond to your enquiries.
  • For statistical purposes so we can analyse figures to help manage our business and plan strategically.
  • To provide you with information about goods or services we feel may be of interest to you (you can unsubscribe at any time).
  • To track your use of our services to improve them.
  • To notify you about changes to our services.

How long do we keep your data?

We will retain your personal data for different periods depending upon the service you have asked us to provide. This may include longer periods for regulatory or statutory duties, legal claims, or complaints.

Who will your information be shared with?

We engage third-party service providers (“data processors”) to perform business operations on our behalf. These may include:

  • Contractors, tradesmen, mortgage brokers, solicitors, accountants, surveyors, photographers/floor planners/EPC engineers, and others for the purposes of providing property-related services.
  • Local Authorities for planning/building regulations applications.

We will also disclose your personal information to third parties:

  • In the event that we sell or buy any business or assets.
  • If we are under a duty to disclose or share your personal data to comply with legal or regulatory obligations, or to protect the rights, property, or safety of GS Homes Lettings, our customers, or others.

How will we ensure the security of your data?

Your data will be stored electronically with reasonable technological and operational measures in place to safeguard it from unauthorised access, and identifiable information will be encrypted or minimised. Where necessary, hard copy data will be stored securely at 7 Berkeley Close, Hill Head, Fareham, PO14 3NW.

Your Rights

Accessing and updating your information:

You have a right to request a copy of the personal information we hold about you. You can also request that information we hold about you, which may be incorrect or has changed, be updated or removed. These requests are free of charge and can be sent to info@gshomes.co.uk. We will respond within one calendar month.

Erasing your data:

You can request we delete personal data where there is no good reason for us to continue processing it. However, we may not always be able to comply with your request due to legal reasons.

Withdrawing consent:

You can withdraw your consent to process your personal data at any time by contacting info@gshomes.co.uk.

Objecting to or restricting data use:

You can ask us to stop processing your data in certain circumstances. However, this may impact our ability to provide services.

Queries or complaints:

If you have any concerns about how we are handling your data, you can contact us at GS Homes Lettings, 7 Berkeley Close, Hill Head, Fareham, PO14 3NW, or by email at info@gshomes.co.uk.

You can also complain to the Information Commissioner’s Office (ICO) if you believe we are not processing your data in accordance with the law:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113