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Privacy Policy

Last updated: July 2025

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This Privacy Policy explains how Greendoor Lettings (Green Door Property Group Ltd, "we", "us", or "our") collects, uses, and protects your personal data when you use our website and services.

We are committed to safeguarding your privacy in accordance with UK data protection laws, including the UK General Data Protection Regulation (UK GDPR).

1. Who We Are

Greendoor Lettings is the trading name of Green Door Property Group Ltd, a UK-based lettings agency.

Company Name: Green Door Property Group Ltd
Trading As: Greendoor Lettings
Registered in: United Kingdom
Contact: hello@greendoorproperty.co.uk

2. What Data We Collect

We may collect and process the following types of personal data:

  • Landlords and tenants: Name, email address, phone number, property address, rental preferences, and other enquiry details

  • Website users: IP address, device information, and browsing activity (via cookies or analytics)

  • Messaging platforms: Contact details and message content via WhatsApp, Instagram, Facebook, and website chat tools

  • Applicants: Information submitted via property portals such as Rightmove or our contact form

3. How We Collect Your Data

We collect personal data when you:

  • Fill in our website contact form

  • Message us via WhatsApp, Instagram, or Facebook

  • Submit enquiries via property portals (e.g. Rightmove)

  • Interact with us through our CRM system (Arthur Online)

  • Browse our website (via cookies or tracking technologies)

4. How We Use Your Data

We use your data to:

  • Respond to enquiries from landlords, tenants, or applicants

  • Manage and progress tenancy applications and property listings

  • Provide customer support via messaging and chat

  • Improve our website performance and user experience

  • Send occasional marketing updates (only with your consent)

5. Lawful Bases for Processing

We rely on the following legal bases:

  • Consent – when you voluntarily provide your information via forms or messaging

  • Contract – where processing is necessary to deliver our services

  • Legitimate interests – such as improving our services or protecting our business

  • Legal obligation – where required by law (e.g. for compliance with tenancy regulations)

6. Who We Share Your Data With

We may share your data with trusted third parties, including:

  • CRM platform: Arthur Online (for secure storage and management)

  • Property portals: e.g. Rightmove, for lead handling

  • Service providers: IT or website support providers

  • Messaging platforms: WhatsApp, Facebook Messenger, Instagram DMs

We do not sell or rent your personal data to any third parties.

7. Data Storage and Security

All personal data is stored securely using trusted systems (including Arthur Online) and protected with appropriate technical and organisational measures.

We retain your data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law.

8. Cookies and Tracking

We may use cookies or similar technologies to collect usage data and improve website functionality. This may include tools like Google Analytics in future.

You can manage or disable cookies through your browser settings.

9. Your Rights

You have the right to:

  • Access the personal data we hold about you

  • Request correction of inaccurate information

  • Request erasure of your data (in certain circumstances)

  • Object to or restrict processing

  • Withdraw consent at any time (where applicable)

  • Lodge a complaint with the Information Commissioner's Office (ICO)

To exercise your rights, contact us at: hello@greendoorproperty.co.uk

10. Updates to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with the date of the latest update.

Still have questions?
Feel free to contact us at hello@greendoorlettings.co.uk and we’ll be happy to help.

Cookes Policy

Last updated: July 2025

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This Cookies Policy explains how Greendoor Lettings (trading name of Green Door Property Group Ltd, "we", "us", or "our") uses cookies and similar technologies on our website.

By continuing to browse or use our website, you agree to the use of cookies as described in this policy — unless you disable them via your browser or our cookie banner.

1. What Are Cookies?

Cookies are small text files stored on your device (computer, tablet, or smartphone) when you visit a website. They help the site remember your preferences, improve your browsing experience, and gather information about how people use the site.

2. Types of Cookies We Use

We may use the following types of cookies on our website:

a) Strictly Necessary Cookies

These are essential for the website to function properly. They enable core features such as security, page navigation, and access to secure areas.

b) Performance/Analytics Cookies

These cookies help us understand how visitors use our site by collecting anonymous information (e.g. pages visited, time on site). This helps us improve performance and user experience.
Example tools: Google Analytics (if/when enabled)

c) Functionality Cookies

These remember your preferences and settings to enhance your visit — for example, remembering form entries or chat settings.

d) Third-Party Cookies

We may use services such as WhatsApp, Facebook, Instagram, or web chat tools that place their own cookies to support their features.

3. Managing Cookies

You can control and/or delete cookies at any time by adjusting your browser settings. You can also decline non-essential cookies using the cookie banner on our site.

Note: Disabling some cookies may impact your experience or limit functionality on our website.

4. Updates to This Policy

We may update this Cookies Policy from time to time. Please review this page regularly to stay informed of any changes.

5. Contact Us

If you have any questions about how we use cookies, you can contact us at: hello@greendoorlettings.co.uk

Tenant Privacy Notice

Last updated: November 2025

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Introduction

At Greendoor Lettings ("we", "us", "our"), we are committed to protecting your personal data. This Privacy Notice explains what information we collect from tenancy applicants, how we use it, who we share it with, and your rights under UK GDPR and the Data Protection Act 2018.

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1. What Personal Data We Collect

We may collect the following categories of data when you apply to rent a property:

  • Identity data: name, date of birth, proof of ID documents.

  • Contact data: phone number, email address, current address.

  • Financial data: income, employment details, affordability information.

  • Referencing data: employer references, landlord references, credit check results.

  • Right to Rent data: immigration status confirmation.

  • Guarantor information (if applicable).

We do not intentionally collect unnecessary sensitive personal data.

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2. How We Use Your Data

We process your data for the following legitimate purposes:

  • Assessing your suitability for a tenancy.

  • Carrying out referencing and affordability checks.

  • Communicating with you about your application.

  • Sharing necessary information with the landlord to make a decision.

  • Meeting legal obligations such as Right to Rent checks.

 

3. Lawful Basis for Processing

We rely on the following lawful bases:

  • Contract necessity – processing required to consider or prepare a tenancy agreement.

  • Legitimate interests – ensuring landlords can make informed decisions.

  • Legal obligation – Right to Rent checks.

  • Consent – when required for specific data sharing or referencing.

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4. Who We Share Your Data With

We may share necessary data with:

  • The landlord of the property you are applying for.

  • Referencing agencies.

  • Identity verification services.

  • Government bodies for legal compliance.

We only share what is relevant, and we do not share excessive or sensitive information.

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5. How Long We Keep Your Data

We retain applicant data for up to 12 months or as required by law. If you become a tenant, we retain data in line with tenancy legal obligations.

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6. Your Rights

Under UK GDPR, you have the right to:

  • Access your data.

  • Correct inaccurate data.

  • Request deletion (where applicable).

  • Restrict processing.

  • Object to processing.

  • Request data portability.

Agent–Landlord Data Sharing Agreement

Last updated: November 2025

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1. Purpose

This agreement sets out how Greendoor Lettings ("the Agent") shares applicant data with the property owner ("the Landlord") in a lawful and GDPR-compliant manner.

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2. Types of Data Shared

The Agent may share the following necessary and relevant information:

  • Applicant's name and contact details.

  • Employment and income summary.

  • Affordability assessment results.

  • Credit reference outcome (pass/fail or risk band).

  • Previous landlord reference outcome.

  • Right to Rent confirmation.

  • Guarantor requirements.

Raw documents (e.g., bank statements) will only be shared if strictly necessary.

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3. Legal Basis

Data sharing is justified under:

  • Legitimate interests – enabling the Landlord to make an informed tenancy decision.

  • Contract necessity – processing required to progress a tenancy application.

  • Legal obligation – Right to Rent compliance.

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4. Landlord Responsibilities

The Landlord agrees to:

  • Use the information solely for tenancy decision-making.

  • Not share the data with any third party.

  • Keep all data secure and confidential.

  • Not discriminate based on protected characteristics.

  • Delete or securely destroy data once no longer required.

 

5. Data Accuracy

The Agent will take reasonable steps to ensure information is accurate. The Landlord must report any concerns promptly.

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6. Data Breaches

The Landlord must notify the Agent immediately of any potential or actual data breach.

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7. Duration

This agreement applies for the duration of the tenancy application process and any subsequent tenancy as appropriate.

GDPR Explanation for Applicants

Last updated: November 2025

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Why We Need Your Information

To check if you can afford the rent, verify your identity, comply with legal checks, and share relevant information with the landlord so they can decide on your application.

What We Share with the Landlord

Only the essentials:

  • Your name and contact details.

  • A summary of your referencing results.

  • Income/affordability confirmation.

  • Right to Rent confirmation.

  • Whether you need a guarantor.

We do not share unnecessary personal details or anything unrelated to your suitability as a tenant.

How We Protect Your Data

  • We only collect what we need.

  • We only keep it for as long as required.

  • We keep it secure.

  • We never sell your data.

Your Rights

You can ask to see what we hold, correct it, or request deletion (where possible). You're always in control of your information.

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