Gem Lettings is an independent property letting and management agency based in St Albans, Hertfordshire. We have been providing personal, professional property services since 2010.
Data Controller Details:
As a property letting agent, we act as a data controller for the personal information we collect from landlords, tenants, prospective tenants, and website visitors. We are committed to protecting your privacy and ensuring compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Under UK GDPR, we process your personal data based on the following legal grounds:
Processing necessary for the performance of contracts with landlords and tenants, including tenancy agreements and property management services.
Processing required to comply with legal obligations such as right to rent checks, anti-money laundering regulations, and tax reporting requirements.
Processing necessary for our legitimate business interests, including property management, customer service, fraud prevention, and business development.
Processing based on your explicit consent for marketing communications, non-essential cookies, and certain types of data analysis.
We may share your personal information with the following third parties:
Important: We never sell your personal data to third parties for marketing purposes. All data sharing is limited to what is necessary for providing our services or complying with legal obligations.
We retain your personal data only for as long as necessary for the purposes outlined in this policy:
Data retained throughout the tenancy period and for 6 years after tenancy ends (for legal, tax, and dispute resolution purposes).
Personal data deleted within 12 months unless you consent to remain on our waiting list for future properties.
Valuation enquiry data retained for 2 years to track market interest and follow up on potential future business.
Newsletter and marketing data retained until you unsubscribe or withdraw consent.
Some data may be retained longer to comply with legal obligations, such as tax records (6 years) and right to rent documentation.
You have the following rights regarding your personal data:
You can request a copy of the personal data we hold about you.
You can ask us to correct inaccurate or incomplete personal data.
You can request deletion of your data in certain circumstances (subject to legal retention requirements).
You can ask us to limit how we use your data in specific situations.
You can request your data in a portable format to transfer to another service provider.
You can object to processing based on legitimate interests or for marketing purposes.
You can withdraw consent for marketing or non-essential data processing at any time.
To exercise any of these rights, please contact us using the details in the "Contact Us" section. We will respond within one month of receiving your request.
Please note that some rights may be limited where we have legitimate reasons to continue processing your data (e.g., for legal compliance or active tenancy management).
We implement appropriate technical and organisational measures to protect your personal data:
Data Breach Response: In the unlikely event of a data breach affecting your personal information, we will notify the Information Commissioner's Office (ICO) within 72 hours and inform affected individuals where required by law.
Our website uses cookies and similar technologies to improve your browsing experience and analyse website usage. For detailed information about our use of cookies, please see our Cookie Policy.
Essential Cookies: Required for website functionality (no consent needed)
Analytics Cookies: Help us understand website usage (requires consent)
Marketing Cookies: Used for advertising and remarketing (requires consent)
You can manage your cookie preferences at any time through our Cookie Preferences page.
Subject line: "Data Protection Enquiry" for faster processing
If you're not satisfied with how we handle your personal data or our response to your concerns, you have the right to make a complaint to the UK's data protection regulator:
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. When we make significant changes, we will notify our active clients by email and update the "Last Updated" date at the top of this policy.
We encourage you to review this policy periodically to stay informed about how we protect your privacy.