Legal
Glynn Management Services Ltd is committed to protecting and respecting your privacy. This policy explains how we collect, use, share and protect personal data in connection with our letting and property management services.
UK GDPR compliant. Version 1.0, last updated May 2026. Next review May 2027. A PDF copy is available here.
We are the data controller for the personal data we collect. This policy applies to data collected from landlords, tenants, prospective tenants, applicants, guarantors, contractors and website visitors. It is compliant with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025 which came into force on 19 June 2025.
Data Controller: Glynn Management Services Ltd
Registered Office: Unit 7, Atlas Business Park, Balby Carr Bank, Doncaster DN4 5JT
ICO Registration No: ZC108293
Contact: teresa@gm-services.co.uk · 01302 244104
The data we collect depends on your relationship with us.
We process personal data to provide letting and property management services (performance of contract), for tenant referencing and Right to Rent checks (legal obligation and contract), for anti-money laundering checks (legal obligation under the Money Laundering Regulations 2017 and the UK financial sanctions regime), for rent collection and accounting (contract and legal obligation), for property inspections and maintenance (contract and legitimate interests), for health and safety compliance (legal obligation), for communicating with you (contract and legitimate interests), for marketing to existing clients (legitimate interests) and prospective clients (consent only), for handling complaints (legal obligation and legitimate interests), and for website analytics and improvement (legitimate interests, with data aggregated and anonymised).
We do not sell your personal data. We share it only where necessary for the purposes above or where required by law. Recipients may include referencing agencies (LettingHub), inventory and inspection providers (InventoryBase), e-signature providers (DocuSign), property portals (Rightmove, OpenRent, Facebook Marketplace), the Tenancy Deposit Scheme, HMRC, The Property Ombudsman, maintenance contractors, our accountants (Affinity Associates Isaacs & Co), our associated solicitors (Andrew Isaacs Law Ltd, for conveyancing referrals where you have consented), and law enforcement or regulatory authorities where required by law.
Where we share data with processors acting on our behalf, appropriate data processing agreements are in place. Where data is shared with connected businesses, we will inform you at the earliest opportunity and confirm you are under no obligation to use their services.
We retain personal data only for as long as necessary. Tenancy records are kept for 6 years after the tenancy ends; anti-money laundering and identity records for 5 years from the end of the business relationship; financial sanctions records for 5 years; complaint records for 6 years from resolution; accounting records for 6 years; marketing contact data until consent is withdrawn or after 2 years of inactivity; and website analytics data for 26 months before being deleted or anonymised.
Under the UK GDPR and Data Protection Act 2018 you have the right to be informed, the right of access, the right to rectification, the right to erasure, the right to restriction, the right to data portability, the right to object, and rights in relation to automated decision-making (we do not use automated decision-making in a way that significantly affects you).
To exercise any of these rights, contact us in writing at teresa@gm-services.co.uk or at our registered office. We will respond within 30 days. There is no charge except for manifestly unfounded or excessive requests.
If you are dissatisfied with how we have handled your data, you have the right to complain to the Information Commissioner's Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Helpline: 0303 123 1113. Website: www.ico.org.uk
We use appropriate technical and organisational measures to protect your data, including password-protected and encrypted storage, restricted access on a need-to-know basis, secure document management via DocuSign, and reputable UK-based or adequacy-covered service providers. In the event of a data breach likely to risk your rights and freedoms, we will report it to the ICO within 72 hours and notify you without undue delay where the risk is high.
Our website uses cookies and similar technologies. Strictly necessary cookies are essential for the site to function and require no consent. Analytics cookies help us understand how visitors use our site, and we seek your consent before placing these. You can control or delete cookies through your browser settings at any time.
Our website may link to external sites including property portals and partner services. We are not responsible for their privacy practices and encourage you to review their policies before sharing your data.
We review this policy annually and update it as needed. The current version is always available on our website. Where changes are material, we will notify clients and tenants directly.