Privacy Policy

Privacy Notice

Last Updated: June 2026

Privacy Notice

LeGrys Lettings Limited, trading as LeGrys, together with its associated brands including LeGrys Estate Agents, LeGrys Bespoke and LEAP AI Property, is committed to protecting your personal information and respecting your privacy.

This Privacy Notice explains:

• Who we are
• What personal information we collect
• How we collect and use it
• Who we share it with
• How we protect it
• How long we keep it
• Your rights under UK data protection law
• How to contact us

Who is responsible for your information?

LeGrys Lettings Limited is the Data Controller responsible for your personal information.

If you have any questions regarding this Privacy Notice or how your information is used, please contact us using the details at the end of this notice.

What information we collect

Depending upon the service you receive, we may collect:

• Full name
• Postal address
• Telephone numbers
• Email addresses
• Date of birth
• Identification documents including passport or driving licence
• Proof of address
• Financial information where required
• Bank account details for payments
• Property ownership information
• Tenancy information
• Viewing history
• Property preferences
• Marketing preferences
• Correspondence with us
• Telephone recordings
• CCTV images when visiting our offices
• Website usage information through cookies

Where required by law, we may also process:

• Right to Rent information
• Anti-Money Laundering information
• Proof of source of funds
• Criminal offence information where legislation requires this

We only collect special category personal data where it is necessary and lawful to do so.

How we collect your information

We collect information:

• Directly from you
• Through our website
• By telephone
• By email
• During property viewings
• Through online forms
• Through property portals
• From solicitors
• From mortgage advisers
• From landlords
• From tenants
• From referencing companies
• From public records where legally permitted

Telephone calls may be recorded for quality assurance, staff training, dispute resolution and regulatory compliance.

How we use your information

We only process personal information where we have a lawful basis under UK GDPR.

These include:

Contract

To:

• Market your property
• Arrange viewings
• Negotiate offers
• Progress sales
• Arrange tenancies
• Manage properties
• Collect rents
• Arrange maintenance
• Provide customer support

Legal obligations

To comply with:

• Anti-Money Laundering Regulations
• Right to Rent legislation
• HMRC requirements
• Court Orders
• Regulatory requirements

Legitimate Interests

To:

• Improve our services
• Maintain accurate records
• Prevent fraud
• Protect our business
• Respond to enquiries
• Monitor customer satisfaction
• Improve website performance
• Train our staff
• Protect our offices through CCTV
• Develop AI-powered customer services

Consent

Where required, we will ask your consent before sending marketing communications or placing non-essential cookies.

You may withdraw consent at any time.

Artificial Intelligence (AI)

LeGrys uses AI technologies to improve customer service and operational efficiency.

AI may assist with:

• Property descriptions
• Marketing content
• Customer communications
• Administrative tasks
• Market analysis
• Customer support

Important decisions that significantly affect individuals are not made solely by automated systems.

Human oversight is always maintained.

Marketing

If you have previously used our services or requested information, we may send you details of similar services that may interest you.

You can unsubscribe at any time by:

• Clicking the unsubscribe link in our emails
• Contacting us directly

Sharing your information

We may share your information where necessary with:

• Solicitors
• Mortgage advisers
• Surveyors
• Referencing providers
• Credit agencies
• Utility providers
• Contractors
• Inventory clerks
• Deposit protection schemes
• Local authorities
• HM Revenue & Customs
• Regulatory bodies
• Technology providers
• Cloud storage providers
• Professional advisers
• Developers
• Joint agents

All third parties are required to protect your information.

We never sell your personal data.

International Transfers

Some of our technology providers may process information outside the United Kingdom.

Where this occurs, appropriate safeguards are implemented to ensure your information receives an equivalent level of protection.

CCTV

Our offices operate CCTV for:

• Crime prevention
• Public safety
• Staff safety
• Protection of property

Images are retained only for as long as necessary unless required for legal proceedings.

Telephone Recording

Telephone calls may be recorded for:

• Staff training
• Customer service
• Regulatory compliance
• Dispute resolution
• Fraud prevention

Security

We use appropriate technical and organisational measures to protect your information including:

• Secure cloud systems
• Password protection
• Multi-factor authentication
• Access controls
• Encryption where appropriate
• Secure disposal of documents
• Staff training

How long we keep information

Retention periods vary depending upon legal and regulatory obligations.

Typically we retain information:

• Sales transactions – up to 7 years
• Lettings records – up to 7 years
• Financial records – up to 7 years
• Anti-Money Laundering records – 5 years after the business relationship ends
• Call recordings – only as long as necessary
• CCTV recordings – typically no longer than 30 days unless required for investigation

Your rights

You have the right to:

• Be informed
• Access your information
• Correct inaccurate information
• Request deletion where applicable
• Restrict processing
• Object to processing
• Request data portability where applicable
• Withdraw consent
• Object to direct marketing
• Not be subject to solely automated decisions that have legal or similarly significant effects

We will normally respond within one month.

Cookies

Our website uses cookies to improve your browsing experience.

We use:

• Essential cookies
• Analytics cookies
• Functional cookies
• Marketing cookies (only where consent has been provided)

You can change your cookie preferences at any time through our website.

How to complain

If you have concerns about how we use your personal information, please contact us first so we can investigate.

If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO).

Contact Us

LeGrys Lettings Limited

LeGrys House
11 High Street
Cranbrook
Kent TN17 3EB

Email: privacy@legrys.co.uk

Managing Director: William LeGrys

Company Secretary: Robert Guest

This Privacy Notice may be updated from time to time to reflect changes in legislation, technology or our business practices. The latest version will always be available on our website.