The Lettings Grid – Website Use Policy & GDPR-Compliant Privacy Policy

 

This Policy includes:

  • Website Usage Terms
  • GDPR & Data Protection Compliance Statement
  • Privacy Policy
  • Cookie Notice Summary
  • PECR (Marketing & Communications) Compliance
  • Data Subject Rights
  • Contact Information

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  1. WEBSITE USAGE TERMS

 

1.1 Acceptance of Terms

By accessing or using The Lettings Grid website, platform, or services, you agree to be bound by this policy. If you do not agree, discontinue use immediately.

 

1.2 Eligibility

You must be 18 years or older to create an account or make payments.

 

1.3 Permitted Use

You agree to use the website for lawful purposes only. You must NOT:

  • Attempt to breach security or access other user accounts
  • Upload viruses, malicious code, or harmful software
  • Copy, distribute, or reproduce protected materials without permission
  • Scrape or automate any part of the website
  • Harass or misuse the platform in any unlawful manner

 

1.4 No Professional or Legal Reliance

Information on this website is administrative guidance only and is not legal, financial, regulated, or professional advice.

 

1.5 Account Security

You are responsible for:

  • Keeping login credentials confidential
  • All activity under your account
  • Reporting suspicious activity

 

1.6 Availability of Website

We aim to provide uninterrupted access but cannot guarantee continuous availability. Access may be suspended for maintenance or business needs.

 

1.7 External Links

We may link to third-party websites. We are not responsible for their content, services, or privacy practices.

 

1.8 Payments

Payments are processed via secure third-party providers. We do not store full payment card details.

 

1.9 Policy Changes

We may update this policy. Continued use of the site signifies acceptance.

 

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  1. GDPR COMPLIANCE STATEMENT

 

We comply with:

  • UK GDPR
  • Data Protection Act 2018
  • PECR (Privacy and Electronic Communications Regulations)

The Lettings Grid Ltd is the Data Controller for data submitted via our site, systems, and payment forms.

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  1. PRIVACY POLICY

 

3.1 Data We Collect

We may collect:

  • Name, contact information
  • Account details
  • Property / tenancy information submitted by users
  • Device and browser data
  • Usage and interaction data
  • IP address and session analytics

 

3.2 How We Collect Data

  • Website forms
  • Account creation
  • Cookies (consent-based)
  • Communications (email/support)
  • Subscription checkout

 

3.3 How We Use Data

  • Create and manage accounts
  • Deliver services and updates
  • Process payments
  • Improve user experience
  • Meet legal obligations

 

3.4 Lawful Bases

  • Contract
  • Consent
  • Legitimate Interests
  • Legal Obligation

 

3.5 Data Sharing

We do not sell data. We may share data with:

  • Payment processors
  • Hosting providers
  • CRM/email systems
  • Legal/accounting professionals where required

All third parties must comply with UK GDPR.

 

3.6 International Transfers

If data leaves the UK/EU, safeguards such as Standard Contractual Clauses are applied.

 

3.7 Data Retention

Data is retained only for:

  • Service delivery
  • Legal compliance
  • Tax/audit purposes

 

3.8 Data Security

We use:

  • SSL encryption
  • Access controls
  • Secure servers
  • Privacy audits

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  1. COOKIES & TRACKING

We use:

  • Essential Cookies (required)
  • Analytics Cookies (consent required)
  • Marketing Cookies (consent required)

 

A cookie banner is provided for opt-in consent.

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  1. PECR MARKETING RULES

Marketing emails are only sent when:

  • You opt-in, or
  • You are an existing customer (“soft opt-in”)

You may unsubscribe at any time.

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  1. YOUR RIGHTS UNDER GDPR

 

You may request:

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

 

Email: support@thelettingsgrid.co.uk

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  1. LIMITATION OF LIABILITY

We are not liable for:

  • Loss of income, profit, or business opportunities
  • Reliance on website information for legal decisions
  • Third-party service failures
  • Website downtime or interrupted access
  • Errors due to user-provided information

 

Maximum liability is limited to fees paid in the last 3 months.

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  1. GOVERNING LAW

 

This Policy is governed by the laws of England.

Jurisdiction: Courts of England & Wales.

 

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  1. CONTACT INFORMATION

 

The Lettings Grid Ltd

Office 1, 23 Heathfield

Stacey Bushes, Milton Keynes

MK12 6HP

Email: support@thelettingsgrid.co.uk

 

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Last Updated: [Insert Month & Year]

 

END OF DOCUMENT

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