GLS Properties

GLS Properties

Privacy Policy

Privacy Policy

Last updated: 1 September 2026

GLS Properties Limited takes the privacy and security of personal information seriously.

This Privacy Policy explains how we collect, use, store and protect personal information when you use our website, contact us, enquire about a property or service, request a valuation, or otherwise interact with GLS Properties.

It also explains your rights under UK data protection law.

1. Who We Are

GLS Properties Limited is a property services business providing residential sales, lettings, property management and related services.

GLS Properties Limited
Company number: 08390913
Registered office: 83–85 Dean Road, Scarborough, North Yorkshire, YO12 7QS

For the purposes of UK data protection legislation, GLS Properties Limited will generally be the data controller of the personal information described in this policy.

References to "GLS Properties", "GLS", "we", "us" or "our" mean GLS Properties Limited.

2. Information We May Collect

The information we collect depends upon how you interact with us.

It may include:

Contact information

  • name;

  • postal address;

  • email address;

  • telephone number; and

  • preferred method of contact.

Property information

Where you own, sell, let, manage, enquire about or have an interest in a property, we may collect:

  • property address;

  • property type and characteristics;

  • ownership or tenure information;

  • asking price, valuation or rental information;

  • photographs and property particulars;

  • occupancy information;

  • information concerning maintenance or property condition;

  • viewing, offer and transaction information; and

  • other information required to provide our services.

Buyer and applicant information

If you are looking to buy or rent a property, we may collect information about:

  • the type of property you are seeking;

  • preferred locations;

  • budget;

  • proposed occupants;

  • buying position;

  • property chain;

  • mortgage or funding position;

  • desired moving dates;

  • rental requirements; and

  • previous property enquiries.

For prospective tenants we may also collect information required to assess an application, conduct referencing and meet our legal obligations.

Seller, landlord and client information

If you instruct or are considering instructing GLS Properties, we may collect information about:

  • your property;

  • your relationship to the property;

  • your instructions to us;

  • ownership;

  • mortgage or financial interests relevant to the transaction;

  • correspondence;

  • offers and negotiations;

  • service requirements;

  • payment and accounting information; and

  • information necessary to administer our contractual relationship.

Identity and compliance information

Where required by law or reasonably necessary to provide our services, we may collect information such as:

  • date of birth;

  • identification documents;

  • proof of address;

  • nationality or residency information;

  • beneficial ownership information;

  • source-of-funds or source-of-wealth information where applicable;

  • Right to Rent information where applicable; and

  • information required for anti-money laundering, sanctions, fraud prevention or other regulatory checks.

We will only request information that is reasonably necessary for the relevant purpose.

Financial information

Where necessary we may process:

  • bank account details;

  • rent and payment records;

  • invoices;

  • deposits;

  • fees and charges;

  • landlord statements;

  • contractor payments; and

  • other transaction or accounting information.

We do not intentionally collect payment card information through the general website unless a particular payment service expressly provides for this.

Communications

We may retain records of communications between you and GLS Properties, including:

  • emails;

  • letters;

  • contact form submissions;

  • telephone notes;

  • property enquiries;

  • complaints;

  • instructions;

  • viewing feedback; and

  • other correspondence.

Website and technical information

When you visit our website, certain technical information may be collected automatically, such as:

  • IP address;

  • browser type;

  • device information;

  • pages visited;

  • approximate location derived from technical information;

  • referring website;

  • date and time of access; and

  • cookie or analytics information.

Further information about cookies is available in our Cookie Policy.

3. How We Collect Information

We may obtain personal information:

  • directly from you;

  • through our website;

  • through telephone calls, emails or correspondence;

  • during valuations, viewings or property visits;

  • through property portals;

  • from landlords, sellers, buyers, tenants or other parties involved in a transaction;

  • from referencing providers;

  • from solicitors, conveyancers, mortgage brokers and other professional advisers;

  • from contractors or suppliers;

  • from publicly available records;

  • from government departments, local authorities or regulators;

  • from property and identity verification services; and

  • from other organisations where there is a lawful reason for information to be provided to us.

4. Why We Use Your Information

We may process personal information to:

  • respond to enquiries;

  • arrange valuations;

  • arrange and manage property viewings;

  • market properties;

  • register buyers and prospective tenants;

  • match applicants with suitable properties;

  • communicate new or relevant property opportunities;

  • process offers;

  • process tenancy applications;

  • conduct referencing and eligibility checks;

  • manage sales and lettings transactions;

  • manage properties and tenancies;

  • administer rent, deposits and payments;

  • arrange maintenance and repairs;

  • communicate with landlords, sellers, buyers, tenants, leaseholders, freeholders and contractors;

  • provide block or property management services;

  • maintain business and accounting records;

  • administer our agreements with clients;

  • prevent and detect fraud;

  • meet anti-money laundering and other regulatory obligations;

  • handle complaints and disputes;

  • establish, exercise or defend legal claims;

  • improve our services and website;

  • protect our systems and website;

  • send relevant marketing where permitted; and

  • comply with our legal and regulatory obligations.

5. Our Lawful Bases for Processing

UK data protection law requires us to have a lawful basis for processing personal information.

Depending upon the circumstances, we may rely upon:

Contract

We may process information where it is necessary to enter into or perform a contract with you.

For example, where you instruct us to sell, let or manage a property.

Steps before entering into a contract

We may process information where you ask us to take steps before entering into a contract, such as requesting a valuation or applying for a tenancy.

Legal obligation

We may process information where necessary to comply with legal or regulatory requirements.

This can include anti-money laundering, taxation, accounting, Right to Rent and other property-related obligations.

Legitimate interests

We may process information where it is necessary for our legitimate business interests or those of another person, provided those interests are not overridden by your rights.

Examples can include:

  • responding to enquiries;

  • operating and improving our business;

  • maintaining records;

  • preventing fraud;

  • protecting our systems;

  • managing property transactions;

  • communicating with people involved in transactions; and

  • pursuing or defending legal claims.

Consent

Where required, we may rely upon your consent.

Where processing is based upon consent, you may withdraw that consent at any time. Withdrawal does not affect processing which was lawful before consent was withdrawn.

6. Property Alerts and Marketing

If you register an interest in buying or renting property, we may use the information you provide to identify properties which match your requirements.

This may include sending you information about suitable properties.

We may also send information about GLS Properties services where permitted by law.

Electronic direct marketing will be carried out in accordance with applicable privacy and electronic communications requirements.

You can ask us to stop sending marketing communications at any time.

Marketing preferences do not prevent us from sending communications which are necessary to provide a service, administer a transaction or comply with a legal obligation.

7. Automated Property Matching

Our systems may use information such as location, price range, property type, bedrooms and other preferences to identify properties which may be relevant to registered applicants.

This type of matching assists us in providing our estate agency services.

We do not intend solely automated property matching to produce legal or similarly significant decisions about individuals.

8. Sharing Personal Information

We do not sell personal information.

We may share personal information where reasonably necessary with organisations or individuals involved in providing our services or completing a property transaction.

These may include:

  • sellers and landlords;

  • buyers and tenants;

  • prospective buyers or tenants where appropriate;

  • solicitors and conveyancers;

  • mortgage brokers and financial advisers;

  • surveyors;

  • referencing providers;

  • deposit protection schemes;

  • inventory providers;

  • maintenance contractors and tradespeople;

  • freeholders and managing agents;

  • utility providers where appropriate;

  • property portals;

  • software and IT providers;

  • website and hosting providers;

  • accounting providers;

  • payment providers;

  • identity verification and anti-money laundering providers;

  • insurers;

  • professional advisers;

  • local authorities;

  • HM Revenue & Customs;

  • courts and tribunals;

  • law enforcement agencies;

  • regulatory bodies; and

  • The Property Ombudsman where relevant to a complaint or dispute.

We only disclose information where there is an appropriate reason for doing so.

Where third-party service providers process personal information on our behalf, we expect appropriate data protection and security arrangements to be in place.

9. Anti-Money Laundering and Identity Checks

Estate agency activities are subject to anti-money laundering requirements.

Where applicable, we are required to establish and verify the identity of clients and, in some circumstances, other parties connected with a transaction.

We may therefore request identification and other supporting information.

We may use specialist third-party providers to conduct electronic identity, anti-money laundering, sanctions, politically exposed person or fraud-prevention checks.

Information obtained for these purposes may be retained where required by law.

Failure to provide required information may mean that we cannot proceed with an instruction or transaction.

10. Tenant Referencing and Right to Rent

Where you apply to rent a property, information may be provided to a referencing provider.

Referencing may include checks concerning identity, income, employment, affordability, previous tenancies and credit history.

We may also be required to conduct Right to Rent checks in accordance with applicable law.

Where a third-party referencing provider acts as an independent data controller, its own privacy policy will explain how it processes your information.

11. Property Portals and Advertising

Where we market a property, information about the property may be published on our website and third-party property portals or advertising platforms.

Property advertising may include photographs, floor plans, property descriptions and location information.

We take reasonable steps to avoid publishing unnecessary personal information about occupants or property owners.

12. Contractors and Property Maintenance

Where we manage a property and maintenance is required, we may provide relevant information to contractors so they can attend the property and complete the required work.

This could include:

  • property address;

  • access arrangements;

  • contact details; and

  • information about the reported repair or maintenance issue.

Only information reasonably necessary for the work should be disclosed.

13. Special Category Information

Some personal information receives additional protection under data protection law.

This can include information concerning health, ethnicity, religion or certain other personal characteristics.

We do not routinely require this information.

However, it may occasionally be provided to us where relevant, for example where a disability or health issue affects property access, communication requirements or reasonable adjustments.

Where we process special category information, we will only do so where an appropriate legal basis and condition for processing applies.

14. Children

Our general website and estate agency services are not directed at children.

Information concerning children may nevertheless be processed where relevant to a tenancy, household, property management matter or other legitimate property-related purpose.

We will only process such information where reasonably necessary and in accordance with applicable law.

15. How Long We Keep Information

We do not keep personal information indefinitely.

Retention periods depend upon the type of information, why it was collected and any legal, regulatory, accounting or contractual requirements.

For example, records relating to:

  • property transactions;

  • client instructions;

  • tenancy management;

  • financial transactions;

  • anti-money laundering checks;

  • complaints; and

  • potential legal claims

may need to be retained for several years after our involvement ends.

Enquiry and marketing information which is no longer required will be deleted, anonymised or periodically reviewed.

Where information must be retained for legal or regulatory reasons, we may restrict its use to those purposes.

16. Security

We use reasonable organisational and technical measures designed to protect personal information against:

  • unauthorised access;

  • accidental loss;

  • alteration;

  • disclosure; and

  • destruction.

Access to personal information should be limited to staff, contractors and service providers who reasonably require access for their role.

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

17. International Transfers

Some technology or service providers used by GLS Properties may process information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps where required to ensure that the transfer complies with UK data protection law.

This may include relying upon adequacy regulations or approved contractual safeguards.

18. Cookies

Our website may use cookies and similar technologies.

Some cookies are necessary for the website to function correctly.

Other cookies, such as analytics or advertising cookies, may require consent before being placed on your device.

Further details about the cookies we use and how you can manage your preferences are contained in our Cookie Policy.

19. Your Data Protection Rights

Depending upon the circumstances, you may have the right to:

  • ask us for access to your personal information;

  • ask us to correct inaccurate information;

  • ask us to delete personal information;

  • ask us to restrict processing;

  • object to certain processing;

  • receive certain information in a portable format;

  • withdraw consent where processing is based upon consent; and

  • object to direct marketing.

These rights are subject to exemptions and conditions contained in data protection law.

For example, we may need to retain information despite a deletion request where we have a legal obligation to keep it or require it for the establishment, exercise or defence of legal claims.

20. Subject Access Requests

You can ask for a copy of personal information that GLS Properties holds about you.

We may need to verify your identity before releasing information.

We will normally respond within the period required by applicable data protection law.

In certain circumstances the law allows additional time to respond, particularly where a request is complex or numerous.

We may also withhold or redact information where required or permitted by law, including where disclosure would adversely affect the rights of another person.

21. Correcting Your Information

Please tell us if information we hold about you is inaccurate or incomplete.

Keeping information accurate helps us provide our services effectively and meet our legal obligations.

22. Deleting Your Information

You may ask us to delete personal information in certain circumstances.

The right to deletion is not absolute.

We may continue to retain information where necessary to:

  • comply with a legal obligation;

  • perform certain contractual obligations;

  • establish, exercise or defend legal claims; or

  • meet another lawful purpose permitted under data protection legislation.

23. Complaints About Data Protection

If you have concerns about how GLS Properties has handled your personal information, please contact us first so that we can investigate.

You also have the right to complain to the UK's data protection regulator:

Information Commissioner's Office (ICO)

Information about making a complaint is available from the ICO.

You do not have to contact us before approaching the ICO, although we would welcome the opportunity to resolve your concern.

24. Third-Party Websites

Our website may contain links to external websites.

GLS Properties is not responsible for the privacy practices of third-party websites.

You should review the privacy policy of the relevant third party before providing personal information to them.

25. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, business practices or legal requirements.

The latest version will be published on our website.

The date at the top of this policy indicates when it was last updated.

26. Contacting GLS Properties About Your Information

Questions, requests or concerns relating to personal information can be directed to:

GLS Properties Limited
83–85 Dean Road
Scarborough
North Yorkshire
YO12 7QS

Telephone: 01723 830030

Company number: 08390913

Please mark written correspondence concerning data protection "Data Protection" so that it can be directed appropriately.