GS Homes Lettings Ltd

Privacy Policy

Last updated: May 2025

This privacy notice explains how GS Homes Lettings Ltd collects, uses, and protects your personal data. Please read it carefully so you understand what we do and why.

We may update this notice from time to time. The most current version will always be available on our website. This version supersedes all earlier versions.

What information do we collect?

We only collect personal data that is necessary to provide our services to you. This may include:

• Your name and contact details, including phone number, email address, and postal address
• Identity documents, where required under the Money Laundering Regulations 2017 or the Immigration Act
• Bank account details, where we need to process payments or refunds in connection with a tenancy or transaction
• Credit or debit card details, where you are paying for a service. Card details are entered directly into our secure payment system and are not stored by us
• Information about your close connections, where we are required to check for conflicts of interest under our regulatory obligations
• Details about your property interests, where you have asked to receive marketing information about relevant services
• Records of your communications with us, including emails
• Website usage data, including your IP address and browsing behaviour on our site, collected via cookies and similar technologies

If we are required by law or under a contract with you to collect certain personal data, and you do not provide it, we may be unable to deliver the relevant service. We will let you know if this is the case.

Why do we process your data?

We process your personal data on the following legal grounds under the UK GDPR:

• Contract performance: to deliver the property services you have requested, or to take steps at your request before entering into a contract
• Legitimate interests: to improve and promote our services, better understand our clients’ needs, and manage the technical operation of our platforms, where these interests are not overridden by your rights
• Legal compliance: to meet our obligations under applicable law and regulation
• Consent: where you have explicitly agreed to receive marketing communications from us. You may withdraw this consent at any time

How do we use your information?

We use your personal data to:

• Carry out our property management and lettings obligations
• Share your information with third parties where this is necessary to deliver our services, or where we are acting as agent on your behalf
• Comply with legal and regulatory requirements, including identity verification, fraud prevention, and anti-money laundering checks
• Respond to your enquiries and communicate with you during the course of providing our services
• Analyse usage data to improve our services and plan our business operations
• Send you information about services we think may be relevant to you, where you have agreed to receive such communications
• Notify you of changes to our services

How long do we keep your data?

We keep your personal data for as long as is necessary to fulfil the purpose for which it was collected. Retention periods vary depending on the nature of the service and any applicable legal, regulatory, or contractual obligations. Some records may need to be kept for longer periods to support potential legal claims or regulatory investigations. Where data is no longer required, we securely delete or anonymise it.

Who do we share your data with?

We may share your personal data with third-party service providers who carry out functions on our behalf. These include:

• Contractors, tradespeople, mortgage brokers, solicitors, accountants, surveyors, and other property professionals involved in delivering services
• Photographers, floor planners, and energy assessors
• Local authorities, for planning or building regulation purposes

We may also disclose your data where we are required to do so by law, where necessary to protect the rights or safety of GS Homes Lettings Ltd, our clients, or others, or in connection with a business sale or transfer of assets.

We do not sell your personal data to third parties.

How do we keep your data secure?

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, or disclosure. Electronic data is stored with encryption and access controls in place. Where personal data is held in hard copy, it is kept securely at our registered address: 42a Basepoint Business Centre, Aerodrome Road, Gosport, PO13 0FQ.

Your rights

Under UK data protection law, you have the following rights:

• Right of access: you can request a copy of the personal data we hold about you, free of charge
• Right to rectification: you can ask us to correct any inaccurate or incomplete data
• Right to erasure: you can ask us to delete your data where there is no longer a lawful basis for holding it, subject to any legal obligations we have to retain it
• Right to withdraw consent: where processing is based on your consent, you can withdraw it at any time
• Right to object or restrict processing: you can ask us to stop or limit how we process your data in certain circumstances

To exercise any of these rights, contact us at info@gshomes.co.uk or write to us at the address above. We will respond within one calendar month.

Queries and complaints

If you have a concern about how we are handling your data, please contact us in the first instance at info@gshomes.co.uk or at 42a Basepoint Business Centre, Aerodrome Road, Gosport, PO13 0FQ.

You also have the right to complain to the Information Commissioner’s Office (ICO):

• Website: www.ico.org.uk
• Helpline: 0303 123 1113
• Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF