Privacy Policy
1. Introduction
Samuel & Co Properties Ltd (“we”, “us”, or “our”) is committed to protecting the privacy of
everyone who interacts with our business. This Privacy Policy explains how we collect, use,
store, and share your personal data in connection with our property investment,
management, and serviced accommodation services.
We are registered in England and Wales under Company Number 12400102, with our
registered office at 128 City Road, London EC1V 2NX. We are registered with the
Information Commissioner’s Office (ICO) under registration number ZA655339, and act as a
data controller under the UK General Data Protection Regulation (UK GDPR) and the Data
Protection Act 2018.
By using our website at www.samuelcoproperties.co.uk, or by engaging with us as a tenant,
landlord, or investor, you acknowledge that your personal data will be handled as described
in this policy.
2. What Personal Data We Collect
We collect personal data from several categories of individuals. The type of data we hold
depends on your relationship with us.
2.1 Tenants and Occupants
•Full name, date of birth, and contact details (email, phone, address)
•Proof of identity and right to rent documentation
•Financial information including bank details and references for tenancy agreements
•Emergency contact details
•Communication records relating to your tenancy or stay
•Any special requirements or circumstances you share with us voluntarily
2.2 Landlords and Property Owners
•Full name and contact details
•Property ownership documentation and title information
•Bank account details for rent payments or management fee processing
•Correspondence and call records relating to your property or agreement with us
•Mortgage and insurance information where relevant to our management arrangement
2.3 Investors
•Full name, contact details, and correspondence address
•Details of your investment objectives and financial capacity (self-declared)
•Records of deals presented to you and your investment decisions
•Anti-money laundering (AML) and Know Your Customer (KYC) documentation where
required
•Bank account details where applicable to deal completion
2.4 Website Visitors
•IP address and browser/device information
•Pages visited, session duration, and navigation behaviour
•Form submissions including name, email address, and enquiry details
•Cookie identifiers (see Section 7 for full cookie information)
3. How We Collect Your Data
We collect personal data through the following means:
•Directly from you via our website contact and enquiry forms
•Through phone calls, emails, and written correspondence with our team
•Via our CRM and property management systems when you enter into an agreement
with us
•From third parties including referencing agencies, credit check providers, solicitors,
and estate agents
•From publicly available sources including Land Registry and Companies House
where relevant
•Through automated technologies such as cookies and analytics tools when you visit
our website
4. Our Legal Basis for Processing
Under UK GDPR, we must have a lawful basis for processing personal data. Depending on
the context, we rely on one or more of the following:
•Contract performance — processing is necessary to carry out the terms of a tenancy,
management agreement, or investor arrangement
•Legal obligation — processing is required to comply with our legal duties including
right to rent checks, anti-money laundering obligations, and financial record-keeping
•Legitimate interests — we process data where it is in our or a third party’s legitimate
business interests, provided those interests are not overridden by your rights
•Consent — where we rely on consent (for example, for marketing communications or
certain cookies), we will obtain this clearly and you may withdraw it at any time
5. How We Use Your Personal Data
We use your personal data for the following purposes:
5.1 Service Delivery
•Managing tenancy agreements, rent collection, and property maintenance
•Operating our serviced accommodation under the Grace House brand
•Carrying out landlord management and rent-to-rent arrangements
•Presenting and progressing property deals for investors
5.2 Legal and Compliance
•Conducting right to rent checks as required under UK immigration law
•Meeting anti-money laundering and KYC obligations
•Maintaining financial records for HMRC and company compliance purposes
•Responding to requests from regulatory bodies, courts, or law enforcement
5.3 Communication and Relationship Management
•Responding to your enquiries and managing ongoing correspondence
•Sending updates relevant to your property, tenancy, or investment
•Sending marketing communications where you have consented or where we have a
legitimate interest
5.4 Website and System Improvement
•Analysing website traffic and user behaviour to improve our online presence
•Maintaining the security and functionality of our systems
6. Who We Share Your Data With
We do not sell your personal data. We may share it with the following categories of
recipients where necessary:
•Referencing and credit check agencies to verify tenancy applications
•Solicitors, accountants, and professional advisers in connection with legal or financial
matters
•Property management software providers and CRM platforms used to run our
operations
•Third-party contractors and maintenance providers carrying out works at a property
•Local authorities and councils where we have contractual or statutory obligations
•Regulatory authorities, courts, and law enforcement where required by law
All third parties we share data with are required to handle it in compliance with applicable
data protection law. Where they act as data processors on our behalf, we have appropriate
data processing agreements in place.
7. Cookies and Website Tracking
Our website at www.samuelcoproperties.co.uk uses cookies and similar tracking
technologies. A cookie is a small text file placed on your device when you visit our site.
7.1 Types of Cookies We Use
•Strictly necessary cookies — essential for the website to function and cannot be
switched off
•Analytics cookies — help us understand how visitors interact with our site (e.g.
Google Analytics). These are only set with your consent
•Functionality cookies — allow the site to remember choices you make to provide a
more personalised experience
•Marketing cookies — used to deliver relevant advertising. These are only set with
your consent
7.2 Managing Cookies
When you first visit our website, you will be presented with a cookie consent banner
powered by WPConsent. You can choose to accept or decline non-essential cookies at that
point, and update your preferences at any time by revisiting the banner or adjusting your
browser settings. Disabling cookies may affect the functionality of certain parts of the
website.
8. How Long We Retain Your Data
We retain personal data only for as long as necessary to fulfil the purpose for which it was
collected, or as required by law. The following general retention periods apply:
•Tenancy records — retained for 6 years following the end of a tenancy in line with
statutory limitation periods
•Financial and accounting records — retained for a minimum of 6 years as required by
HMRC
•Right to rent documentation — retained for 2 years following the end of a tenancy
•Investor records — retained for the duration of our relationship and up to 6 years
thereafter
•Website enquiry data — retained for up to 24 months or until the enquiry is resolved
•Cookie and analytics data — retained in line with the data processor’s terms
(typically up to 26 months)
When data is no longer required, it is securely deleted or anonymised.
9. Your Rights Under UK GDPR
You have the following rights in relation to your personal data:
•Right of access — to request a copy of the personal data we hold about you
•Right to rectification — to ask us to correct inaccurate or incomplete data
•Right to erasure — to request deletion of your data where there is no longer a lawful
basis for us to hold it
•Right to restriction — to ask us to limit how we use your data in certain
circumstances
•Right to data portability — to receive your data in a structured, machine-readable
format
•Right to object — to object to processing based on legitimate interests or for direct
marketing
•Rights in relation to automated decision-making — we do not make solely automated
decisions that have a significant effect on you
To exercise any of these rights, please contact us using the details in Section 11. We will
respond within one calendar month. We may need to verify your identity before processing
your request.
You also have the right to lodge a complaint with the Information Commissioner’s Office
(ICO) at www.ico.org.uk or by calling 0303 123 1113, if you believe your data has been
handled unlawfully.
10. Data Security
We take appropriate technical and organisational measures to protect your personal data
against unauthorised access, loss, destruction, or disclosure. These measures include
access controls, encryption where appropriate, and regular review of our data handling
practices.
While we take every reasonable precaution, no method of transmission over the internet or
electronic storage is completely secure. If you have any concerns about the security of your
data, please contact us immediately.
11. Contact Us
If you have any questions about this Privacy Policy, wish to exercise your rights, or want to
make a complaint, please contact us by any of the following means:
Samuel & Co Properties Ltd
128 City Road, London EC1V 2NX
Email: info@samuelcoproperties.co.uk
Website: www.samuelcoproperties.co.uk
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or
legal obligations. When we do, we will update the effective date at the top of this document
and, where appropriate, notify you by email or via a notice on our website.
We encourage you to review this policy periodically to stay informed about how we handle
your personal data.
© 2026 Samuel & Co Properties Ltd. Company No. 12400102. Registered in England and Wales.
