Privacy Policy

Privacy Policy Overview

This Privacy Policy describes how we collect, use, store, and protect your personal data when you visit or interact with our website at https://grrproperties.site/, or use our property letting and management services. It applies to landlords, tenants, prospective tenants, property investors, and any other individuals who engage with GRR PROPERTIES LTD in connection with residential or commercial property letting, management, advisory, or related services.

By using our website or providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy. Where required by law, we will ask for your explicit consent before processing your personal data for specific purposes.

Information We Collect

We may collect and process different categories of personal information about you in the course of operating our property letting and management business and providing our services.

• Identification and contact details: such as your name, title, email address, telephone number, and postal address.
• Property and tenancy details: including property address, type of property, tenancy start and end dates, tenant and landlord details, rental amounts, and service preferences.
• Financial and payment information: such as bank account details, payment history, rent collection records, deposit information, and invoices necessary to administer your contract and process payments.
• Communication records: including emails, phone call notes, messages submitted via enquiry or booking forms, and correspondence relating to viewings, maintenance, complaints, or support.
• Usage and technical data: including information about how you access and use our website, such as IP address, browser type, device identifiers, pages viewed, and referring URLs, collected via cookies and similar technologies.
• Verification and compliance information: where relevant, information we may require to complete tenant referencing, affordability checks, or anti‑money‑laundering and regulatory checks in line with applicable law.

We collect this information directly from you when you complete forms, contact us, request a service, or enter into an agreement with us, and indirectly through our website technologies and third parties where lawful and appropriate.

How We Use Your Information

Your personal data is used to provide a professional, reliable property letting and management service and to ensure clear communication with you throughout your engagement with GRR PROPERTIES LTD. In particular, we use your information to:

• Facilitate enquiries, bookings, and applications for residential and commercial properties, including arranging viewings, assessing suitability, and preparing tenancy documentation.
• Manage properties and tenancies, including tenant sourcing, referencing, lease management, property inspections, maintenance coordination, and ongoing communication with tenants and landlords.
• Process and administer payments such as rent collection, service charges, deposits, landlord disbursements, and any other agreed fees related to the services we provide.
• Respond to enquiries and provide support, including answering questions about our services, assisting existing tenants and landlords, and handling complaints or feedback.
• Send service‑related communications, such as important updates regarding your tenancy, property maintenance, legal notices, policy changes, or information necessary for the safe and lawful occupation or management of a property.
• Improve and develop our services and website by analysing aggregated usage data, monitoring performance, and reviewing feedback, to ensure a streamlined and intuitive user experience.
• Meet our legal and regulatory obligations, including record‑keeping, accounting, tax compliance, and responding to lawful requests from authorities.

We will not use your personal data for purposes that are incompatible with those described in this Privacy Policy, unless we are required to do so by law or you provide your explicit consent.

Legal Basis for Processing

GRR PROPERTIES LTD processes your personal data under one or more of the following legal bases, as permitted by applicable data protection laws in the United Kingdom:

• Contractual necessity: where the processing is required to enter into or perform a contract with you, for example, a tenancy agreement, property management agreement, or service engagement.
• Legal obligation: where we must process your data to comply with a legal or regulatory requirement, such as landlord and tenant legislation, anti‑money‑laundering rules, financial reporting, or safety regulations.
• Legitimate interests: where processing is necessary for our legitimate business interests or those of a third party, and your interests and fundamental rights do not override those interests. This may include day‑to‑day property management, service optimisation, and protecting our business, clients, and tenants.
• Consent: where you have clearly agreed to us processing your personal data for a specific purpose, for example, to receive non‑essential marketing communications. You may withdraw your consent at any time as described in the “Your Rights” section below.

Where we rely on legitimate interests, we carefully consider the impact on your privacy and implement appropriate safeguards.

Data Sharing and Disclosure

We do not sell your personal information to third parties. However, in order to provide our property letting and management services effectively and lawfully, we may share your data with selected third parties under strict conditions.

• Trusted service providers: including IT and hosting providers, payment processors, referencing agencies, maintenance contractors, and professional advisers who support the operation of our business and services. These providers are bound by confidentiality and data protection obligations.
• Business partners and counterparties: such as landlords, tenants, and property investors where sharing limited personal data is necessary to execute contracts, arrange tenancies, coordinate viewings, or manage properties.
• Regulatory and public authorities: where we are legally required to disclose information, for example to law enforcement, courts, tax authorities, or regulatory bodies.
• Professional advisers: including lawyers, auditors, insurers, or accountants, where access to personal data is required for advice, dispute resolution, risk management, or compliance.

Whenever we share personal data, we take steps to ensure that only the minimum necessary information is disclosed and that it is handled securely and in accordance with this Privacy Policy and applicable law.

Data Retention

We retain personal data only for as long as is reasonably necessary to fulfil the purposes outlined in this Privacy Policy, or as required by legal, regulatory, or contractual obligations.

Retention periods may vary depending on the nature of the information and the services provided. For example, tenancy and property management records may be kept for a defined period after a tenancy or management agreement ends, to address any queries, legal claims, or regulatory requirements. Financial records may be retained for longer periods to comply with tax and accounting laws.

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in a manner designed to prevent unauthorised access or use.

Your Rights

Under applicable data protection laws, you have a number of rights in relation to the personal data we hold about you. Subject to certain conditions and exemptions, you may:

• Access the personal data we hold about you and obtain information about how it is processed.
• Rectify inaccurate or incomplete personal data to ensure that the information we hold is up to date and correct.
• Erase your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and we are not required to retain it.
• Restrict the processing of your personal data in specific situations, such as while we verify its accuracy or assess an objection you have raised.
• Object to certain types of processing, including processing based on legitimate interests, where you believe it impacts your fundamental rights and freedoms.
• Withdraw consent at any time where we rely on your consent to process your personal data. Withdrawal of consent will not affect the lawfulness of processing carried out before you withdraw it.

To exercise any of these rights, or to raise a concern about how your data is being handled, please contact us using the details set out in the Contact Information section below. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with your local data protection authority if you are unhappy with how we handle your personal data. In the United Kingdom, this is the Information Commissioner's Office (ICO).

Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to provide a reliable, secure, and user‑friendly browsing experience. Cookies are small text files stored on your device when you visit a website.

We use these technologies to:

• Enable core site functionality, such as secure navigation, session management, and access to features like enquiry or booking forms.
• Enhance user experience by remembering your preferences and helping us present content in a clear and consistent way across devices.
• Gather aggregated usage statistics so we can understand how visitors use our website, identify popular pages, and improve usability and performance.

For detailed information about the cookies we use, their purposes, and how you can manage your cookie preferences, please refer to our dedicated Cookie Policy. You can adjust your browser settings to refuse or delete cookies, but this may affect the functionality and performance of the website.

Data Security

We implement robust technical and organisational measures designed to protect your personal data against unauthorised access, misuse, disclosure, alteration, or destruction.

These measures may include:

• Secure storage systems for electronic and physical records, with access restricted to authorised personnel only.
• Encryption and access controls to protect data in transit and at rest, where appropriate.
• Regular security reviews and audits to assess our systems, processes, and suppliers for potential vulnerabilities.
• Staff training and confidentiality obligations to ensure that those handling your data understand their responsibilities and act in accordance with this Privacy Policy.

While we strive to safeguard your personal data, no system can be guaranteed to be completely secure. In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will take appropriate steps to notify you and any applicable authorities in accordance with our legal obligations.

Third-Party Links

Our website may contain links to third‑party websites or services that are not operated or controlled by GRR PROPERTIES LTD. These links are provided for your convenience and information only.

Please be aware that we are not responsible for the privacy practices, security, or content of any external websites. If you follow a link to a third‑party site, we encourage you to review the privacy policy of that site before providing any personal information.

Contact Information

If you have any questions, requests, or concerns about this Privacy Policy or how we handle your personal data, please contact us using the details below:

GRR PROPERTIES LTD
83 Roseville Road
Hayes
England
UB3 4QZ

Email: [email protected]
Telephone: +44 20 7353 6170

If you are an existing landlord, tenant, or client, you may also contact us via the details provided on our Contact Us page.