COOKIES | DATA COLLECTION | DATA USAGE POLICIES

The Lettings Grid Ltd

This document includes:

  • Full Cookie Policy
  • Lead Form & Data Collection Terms
  • Data Processing Agreement (DPA)
  • PECR (Marketing & Communications) Compliance Statement

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  1. COOKIE POLICY

1.1 Introduction

This Cookie Policy explains how The Lettings Grid Ltd (“we”, “us”, “our”) uses cookies and similar technologies on our website and membership platform to support functionality, security, and user experience.

1.2 What Are Cookies?

Cookies are small text files stored on your device. Cookies may be first-party (set by us) or third-party (set by integrated tools such as analytics platforms or booking software).

1.3 Types of Cookies We Use

Essential Cookies – Enable core website functions and security (no consent required)

Functional Cookies – Improve usability and personalise settings (consent required)

Analytics Cookies – Anonymous performance and visitor statistics (consent required)

Marketing Cookies – Targeted advertising and remarketing (consent required)

1.4 Why We Use Cookies

We use cookies to:

  • Enable secure platform login sessions
  • Maintain continuity during navigation
  • Improve user experience and resolve issues
  • Analyse usage to enhance site performance
  • Support marketing and retargeting (with consent)

1.5 Cookie Consent

Users are shown a cookie banner when first visiting our website with the following options:

  • Accept all
  • Reject non-essential cookies
  • Customise preferences

1.6 Managing Cookies

Users can manage consent using:

  • Our cookie banner
  • Browser privacy settings
  • Manually removing cookies from the browser

Disabling essential cookies may affect functionality.

1.7 Third-Party Cookies

Some third-party tools (e.g., Google Analytics, Facebook Pixel, booking software, CRM integrations) may set cookies in accordance with their own policies.

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  1. LEAD FORM & DATA COLLECTION TERMS

2.1 Purpose of Data Collection

Personal data submitted via our website, contact forms, booking tools, or email is processed to:

  • Respond to enquiries
  • Provide requested information
  • Arrange consultations or service delivery
  • Provide follow-up support

2.2 What We Collect

We may collect:

  • Name
  • Contact information (email/phone)
  • Property or business information
  • Message content
  • Consent preferences

2.3 Marketing Permission (PECR)

Marketing communications will only be sent when:

  • The user has opted-in via a tick box, or
  • They are an existing client and communications relate to similar services (soft opt-in)

Users may withdraw consent at any time.

2.4 Third-Party Data Processing

We may store or process data through:

  • CRM systems
  • Email automation tools
  • Booking and calendar systems
  • Hosting and storage platforms
  • Payment processors (no card details stored by us)

All processors are required to be GDPR-compliant.

2.5 Data Subject Rights

Users may request:

  • Access
  • Correction
  • Deletion (where lawful)
  • Restriction of processing
  • Withdrawal of consent

Requests can be made via support@thelettingsgrid.co.uk.

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  1. DATA PROCESSING AGREEMENT (DPA)

3.1 Definitions

  • Controller: The Lettings Grid Ltd
  • Processor: Third party that processes data on our behalf
  • Data Subject: The identifiable individual whose data is processed

3.2 Processor Responsibilities

Processors must:

  • Act only on our written instructions
  • Apply appropriate technical and organisational security measures
  • Maintain confidentiality
  • Support responses to data access requests
  • Delete or return personal data after processing

3.3 Sub-Processors

Sub-processors must not be used without appropriate safeguards and equivalent GDPR obligations.

3.4 International Data Transfers

Any transfers outside the UK/EU require:

  • Standard Contractual Clauses (SCCs), or
  • UK Transfer Risk Assessments

3.5 Data Breaches

Processors must notify The Lettings Grid Ltd without undue delay if a breach is identified.

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  1. USER DATA ACCURACY & RESPONSIBILITIES

Users are responsible for ensuring the accuracy of information provided. We may refuse or delete unlawful, inappropriate, or misleading submissions.

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  1. CONTACT INFORMATION

For GDPR, privacy, or data-related enquiries:

Data Protection Officer

The Lettings Grid Ltd

Office 1, 23 Heathfield

Stacey Bushes, Milton Keynes

MK12 6HP, England

Email: support@thelettingsgrid.co.uk

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END OF DOCUMENT

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