Privacy Policy

Privacy Policy

At GEM Homes, data protection and data security when using our website and services are very important to us. We would therefore like to inform you which of your personal data we collect when you visit our website and for what purposes it is used.

Background

This Privacy Policy describes our privacy practices in plain language, keeping legal and technical jargon to a minimum, to make sure you understand the information provided.

a) What is Personal Data?

Personal Data is any information that relates to an identified or identifiable living individual. Different pieces of information, which collected together can lead to the identification of a particular person, also constitute Personal Data.

b) What is Processing?

“Processing” means and covers virtually any handling of data.

c) What law applies?

We use your personal data in accordance with the applicable data protection laws, in particular the UK Data Protection Act 2018 (“DPA”) and the General Data Protection Regulation (“GDPR”).

d) Who is responsible for data processing?

The responsible party within the meaning of the DPA and GDPR is GEM Homes (“we”, “us”, or “our”).

If you have any questions or if you wish to exercise your rights under the DPA or GDPR, please contact us:

📧 hellogemhomes@gmail.com
📞 07990 929623

General Principles

a) Purpose and legal basis of processing

We process personal data to:

  • provide our website and its contents,

  • respond to contact requests and communicate with customers,

  • provide our property management services, and

  • ensure security measures.

We do this under lawful bases such as consent, fulfilling contracts, meeting legal obligations, or protecting legitimate interests.

b) Categories of data subjects and types of data processed

We may process:

  • inventory data,

  • contact data,

  • tenancy/contract data,

  • usage data, and

  • communication data.

c) Purpose of the processing

Purposes include:

  • running our website and services,

  • responding to enquiries,

  • ensuring property compliance and management,

  • security, and

  • marketing/tenant communications.

d) Security

Our website uses SSL/TLS encryption to protect data transmission. We also use technical and organisational measures such as secure servers, password protection, and need-to-know access to keep data safe.

However, no internet-based system can be guaranteed 100% secure. If a data breach occurs, we will notify affected individuals as required.

e) Retention and storage

We retain your data as necessary in connection with the purposes described, and in line with UK statutory retention periods (up to 6 years).

f) Minors

We do not knowingly request or process data from minors.

g) Automated decision-making

We do not use automated decision-making or profiling.

h) Do Not Sell

We do not sell your Personal Data.

i) Special Category Data

Unless required for legal purposes and with your consent, we do not process special category data.

Data We Collect

a) Automatically (via website)

  • IP address,

  • date/time of access,

  • pages accessed,

  • referring website,

  • browser and device information.

This helps us run and secure our website.

b) Cookies

We use cookies to improve user experience. See our Cookie Policy for more details.

c) Directly from you

We may collect data when you:

  • use our website,

  • request services, support, or information,

  • participate in marketing activities,

  • contact us by email, phone, or social media.

Examples: name, email, phone number, property details, tenancy requirements, or landlord services requested.

d) Third-party sources

We may receive data from:

  • COHO (Property Management System),

  • Mailchimp (email communications),

  • InventoryHive (property inspections and inventories),

  • social media platforms, or

  • marketing partners.

Disclosure, Sharing and Transfer

  • We only share your data where necessary (e.g. tenancy agreements, referencing, payments), with consent, or to meet legal obligations.

  • We use trusted processors like COHO, Mailchimp, and InventoryHive, under data processing agreements.

  • We usually process data within the UK/EEA. If transferred internationally, it will be safeguarded by Standard Contractual Clauses or equivalent.

Your Rights

Under GDPR/DPA, you have the right to:

  • Access your personal data,

  • Rectify inaccuracies,

  • Request deletion,

  • Restrict or object to processing,

  • Port your data to another service,

  • Withdraw consent at any time,

  • Lodge a complaint with the ICO (www.ico.org.uk).

Do-Not-Track

Currently, we do not respond to DNT signals due to lack of an agreed standard.

Children

Our website and services are not directed at children.

Updates

We may update this Privacy Policy to reflect legal or operational changes. Please review it regularly.

Contact

If you have questions about this Privacy Policy or your data, please contact us:

📧 hellogemhomes@gmail.com
📞 07990 929623

Supervisory Authority: The Information Commissioner’s Office (ICO), Wycliffe House, Water Ln, Wilmslow, SK9 5AF, UK.

Last updated: 3 October 2025