Privacy and cookies
Last updated September 2026
Greengates Properties understands that your privacy matters and that you care how your personal data is used. We only collect and use personal data in the ways described here, and in line with our obligations and your rights under the law.
1. Who we are
Greengates Properties is the trading name of Greengates Birmingham Limited, a company registered in England and Wales with company number 09972709. Registered office: 17 Formans Road, Sparkhill, Birmingham B11 3AA.
Email: info@greengatesproperties.co.uk · Telephone: 0121 248 0033
Data protection contact: info@greengatesproperties.co.uk
2. What this policy covers
This policy applies to your use of this website and to the personal data we hold as a letting and estate agent. The site links to other websites, including our Apex27 client portal and property portals. We have no control over how other websites handle your data, so please check their privacy policies before giving them any.
3. What personal data is
Personal data is defined by the UK GDPR and the Data Protection Act 2018 as any information relating to an identifiable person. In simple terms, it is anything that lets you be identified: obvious things like your name and contact details, and less obvious ones like identification numbers, location data and online identifiers.
4. Your rights
- The right to be informed about how we collect and use your personal data. This policy should tell you everything you need to know.
- The right to access the personal data we hold about you (see Accessing your data).
- The right to have your personal data corrected if it is inaccurate or incomplete.
- The right to be forgotten, meaning you can ask us to delete the personal data we hold about you.
- The right to restrict (prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose.
- The right to withdraw consent at any time, where we rely on your consent.
- The right to data portability: a copy of data you gave us, to reuse elsewhere, where we process it by automated means with your consent or under a contract.
- Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
To use any of these rights, contact us using the details in section 1. Please tell us if your details change so we can keep them accurate. If you are unhappy with how we use your personal data you can complain to the Information Commissioner's Office (ico.org.uk), though we would welcome the chance to put things right first.
5. What we collect and how
| Data | Examples | How we collect it |
|---|---|---|
| Identity | Name, title | Forms on this website, or in person |
| Contact | Address, email, telephone number | When you enquire, book a valuation or viewing, or register interest |
| Business | Company name, job title (corporate clients) | Direct contact and email |
| Payment | Bank details, if needed for refunds or rent payments | Secure payment or bank transfer |
| Property | Property address, rental or sale details | From clients and landlords, held in our Apex27 CRM |
| Enquiry details | What you asked about, your answers to the Landlord Crossroads check, the page you used | Forms on this website |
| Campaign | The advert or search that brought you to us (for example utm and gclid values in the web address) | Read from the web address when you arrive and sent with any form you submit |
| Technical | Device and browser type, pages visited | Server logs for security; Google Analytics only as described under Cookies |
| Marketing preferences | Opt-ins and unsubscribes | Forms and email sign-ups |
6. How we use it and our lawful basis
| What we do | Data used | Lawful basis |
|---|---|---|
| Managing listings, valuations, lettings and sales | Identity and contact | Contract and legitimate interest |
| Replying to enquiries and keeping in touch with clients | Identity, contact and enquiry details | Legitimate interest |
| Processing payments and landlord disbursements | Payment | Contract and legal obligation |
| Compliance checks (anti-money laundering, Right to Rent) | Identity and contact | Legal obligation |
| Understanding which adverts and pages bring enquiries | Campaign and technical | Consent for cookies; legitimate interest for campaign details sent with a form |
| Marketing updates and property alerts | Contact and preferences | Consent (you can unsubscribe at any time) |
7. How long we keep it
| Type of data | How long we keep it |
|---|---|
| Identity and contact details for property clients | Up to 6 years after the contract ends |
| Financial and transactional records | 6 years (minimum statutory retention) |
| Marketing contact information | Until you withdraw consent or unsubscribe |
| Enquiry data with no further contact | Deleted after 12 months |
8. How and where we store your data
Your personal data is stored securely in the UK and European Economic Area using encrypted cloud and CRM systems. Some of our service providers are based in, or use servers in, the United States (for example Google, GoHighLevel, Vercel and Mailchimp). Where data leaves the UK, we make sure it is protected by approved contractual clauses or other safeguards recognised by UK law, and industry-standard security.
Our security measures include encrypted servers and password-protected accounts, access limited to authorised staff, regular audits and data handling training, and procedures for reporting and notifying data breaches.
9. Who we share it with
We never sell your personal data or share it for other companies' marketing. We may share it with:
- Contractors and maintenance partners, for repairs and property services.
- Professional advisers such as accountants and solicitors.
- Service providers acting for us as data processors: Apex27 (our property CRM and client portal), GoHighLevel (our marketing CRM, which receives website enquiries), Google (Google Analytics, only as described under Cookies), Vercel (which hosts this website), Mailchimp and Spectre AI.
- Government bodies such as HMRC, local authorities or The Property Ombudsman, where the law requires it.
All of them are bound by confidentiality and data protection obligations consistent with UK law.
10. Controlling your data
You can opt out of marketing emails at any time using the unsubscribe link or by contacting us. You can ask us to access, correct or delete your data, or restrict or object to its processing, and we will deal with your request promptly.
11. If you'd rather not share your data
You can use this website without giving us any personal data. Some services, such as booking a valuation or a viewing, or registering as a landlord or tenant, need your contact details so we can respond.
12. Accessing your data
To see the personal data we hold about you, send a subject access request in writing to info@greengatesproperties.co.uk or by post to 17 Formans Road, Birmingham B11 3AA. We aim to respond within one month.
13. Cookies and similar technologies
We ask before setting any cookies that are not essential. You can change your mind at any time.
| What | Why | When |
|---|---|---|
| Google Analytics cookies (_ga, _ga_*), up to 2 years | To count visits and see which pages and adverts lead to enquiries | Only if you click Accept |
| Google Ads cookies (_gcl_*), up to 90 days | To measure whether our adverts lead to enquiries | Only if you click Accept |
| Your cookie choice (stored in your browser) | So we don't ask you on every page | Always, because it is needed to remember your choice |
| Saved homes (stored in your browser) | Remembers the homes you tap the heart on. It never leaves your device | Only when you save a home |
| Campaign details for this visit (session storage) | So an enquiry you send later in the visit shows which advert brought you | Only if you click Accept, cleared when you close the tab |
If you click Reject, no analytics or advertising cookies are set. Google may still receive basic, cookieless measurement signals (for example that a page was viewed or a form was sent) which do not identify you or store anything on your device.
14. Contact us
Questions about this policy or your personal data: our data protection contact. Email info@greengatesproperties.co.uk, telephone 0121 248 0033, or write to 17 Formans Road, Birmingham B11 3AA.
15. Changes to this policy
We may update this policy to reflect changes in the law or in how we work. Updates will be published on this page with a new date at the top.