Georgina Robinson LTD, trading as G.R. Estates — Version 2.0 — 17 July 2026

1. Who we are

G.R. Estates is a trading name of Georgina Robinson LTD, a lettings and estate agency registered in England. We are the “data controller” of the personal information described in this notice, which means we decide how and why it is used.

• Registered office: 19 Bishop Street, Stockton-on-Tees, TS18 1SY
• Branch: 8C High Street, Normanby, TS6 0JD
• Telephone: 01642 378022
• Email: [email protected]
• Data protection contact: Georgina Robinson ([email protected])

This notice explains what personal information we collect, how we use it (including our use of artificial intelligence tools), who we share it with, how long we keep it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who this notice applies to

• Landlords and prospective landlords
• Tenants, prospective tenants, guarantors and permitted occupiers
• Property buyers and sellers
• Contractors and suppliers
• Visitors to our website and people who contact us by phone, email or social media

3. What information we collect

• Identity and contact details — name, date of birth, address, phone number, email address
• Identity verification documents — passport, driving licence, visa/right-to-rent documents, proof of address
• Financial information — employment details, income, bank details, credit history, benefit entitlements
• Tenancy and property information — tenancy history, references, deposit details, property details, maintenance records
• Anti-money laundering (AML) checks — for buyers, sellers and landlords, as required by law
• Communications — emails, letters, call notes and, where you are told in advance, recordings or transcripts of calls and meetings
• Website data — device and usage information collected through cookies

4. How we use your information and our lawful bases

We only use your personal information where the law allows us to. Our lawful bases are:

• Contract — to provide lettings, management and sales services, set up tenancies, and manage properties
• Legal obligation — right-to-rent checks, anti-money laundering checks, deposit protection, tax and regulatory reporting
• Legitimate interests — running our business efficiently, verifying references, preventing fraud, improving our services and keeping records of our dealings with you
• Consent — where we ask for it specifically, for example for marketing. You can withdraw consent at any time.

5. Our use of artificial intelligence (AI)

Like many modern businesses, we use AI tools to help us work efficiently. We want to be open about where AI is involved and the safeguards we apply.

5.1 Where we use AI

• Administrative assistance — we use reputable AI assistants to help draft documents, letters, emails and property descriptions. Where personal information is used for this purpose it is limited to the minimum necessary.
• Call and meeting transcription — we may use AI tools to record and transcribe calls or meetings so we have an accurate note. You will be told before any recording or transcription takes place.
• Referencing and identity checks — our referencing and ID-verification providers may use automated technology (including AI) to verify documents, detect fraud and assess references.

5.2 Our safeguards

• Human review — no decision that significantly affects you (such as accepting or declining a tenancy application) is made solely by AI or automated means. A member of our team always reviews the information and makes the final decision.
• Data minimisation — we only put into AI tools the minimum personal information needed for the task, and we do not use special category data (such as health information) in general-purpose AI assistants.
• Approved tools only — we only use reputable, business-grade AI services under terms that prohibit the provider from using your information to train their AI models.
• No sale of data — we never sell your personal information to AI companies or anyone else.
• Staff rules — our team follows a written internal AI Use Policy setting out what may and may not be entered into AI tools.

5.3 Your rights in relation to AI

You have the right to ask us how AI was involved in handling your information, to request human review of any assessment you believe was influenced by automated processing, and to object to processing based on our legitimate interests (see section 9).

6. Who we share your information with

• Referencing, ID-verification and AML-check providers
• Tenancy deposit protection schemes
• Landlords (tenant information) and tenants (landlord contact information), as needed to manage the tenancy
• Contractors carrying out maintenance or safety inspections
• Utility companies and local authorities (as permitted or required)
• Software and IT providers who host our systems, including AI service providers acting under contract as our processors
• Professional advisers, insurers, banks, and regulators or law-enforcement bodies where required by law

Everyone who processes personal information on our behalf does so under a contract requiring them to keep it secure and use it only on our instructions.

7. International transfers

Some of our service providers (including some AI and software providers) may process information outside the UK. Where this happens we make sure appropriate safeguards are in place, such as UK adequacy regulations or the UK International Data Transfer Agreement/Addendum.

8. How long we keep your information

• Tenancy files — generally 6 years after the tenancy ends
• AML and identity records — 5 years after the business relationship ends, as required by law
• Unsuccessful applications — generally no more than 6 months
• Call/meeting transcripts — only as long as needed for the purpose they were made, then deleted

When information is no longer needed, we securely delete or anonymise it.

9. Your rights

• Access — request a copy of the personal information we hold about you
• Rectification — ask us to correct inaccurate or incomplete information
• Erasure — ask us to delete information we no longer need to keep
• Restriction — ask us to limit how we use your information in certain circumstances
• Objection — object to processing based on legitimate interests, and to direct marketing at any time
• Portability — receive certain information in a reusable format
• Automated decisions — not to be subject to a decision based solely on automated processing that has legal or similarly significant effects, and to request human review

To exercise any right, contact us using the details in section 1. We will respond within one month. There is normally no fee.

10. Security and data breaches

We use appropriate technical and organisational measures to protect your information, including access controls, secure systems and staff training. If a data breach occurs that risks your rights and freedoms, we will notify the Information Commissioner’s Office (ICO) within 72 hours where required, and tell you without undue delay if the risk to you is high.

11. Complaints

If you are unhappy with how we handle your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk or 0303 123 1113.

12. Changes to this notice

We review this notice at least annually and whenever we adopt new technology that affects how personal information is used. The latest version will always be on our website.

This notice was last updated on 17 July 2026.