Privacy Policy
We keep this Policy under regular review; the last review was on 25/09/2026. This Privacy Policy was last updated on 25/09/2026.
The North London Network t/a Martyn Gerrard Estate Agents (MGEA) is committed to protecting your personal data and complying with the UK Data Protection Act and the EU General Data Protection Regulation (GDPR).
ICO registration reference: Z5197325
We are the data controller responsible for how we collect, use, and store your personal information.
If you do not agree with this Privacy Notice, please do not use our services or interact with us.
How We Use Your Information
We may use the personal information we hold about you to:
- Provide and manage our services
- Respond to your enquiries
- Send information about our services, property alerts, or related products
(You can opt out of marketing at any time – see Your Rights below.)
You can withdraw consent at any time. To do so, email ho@martyngerrard.co.uk or use the unsubscribe link in any marketing email. If we rely on legitimate interest, you can object at any time.
Our Commitment to Data Protection
We adhere to GDPR principles, ensuring your data is:
- Processed lawfully, fairly, and transparently
- Used only for the purposes for which it was collected
- Limited to what is necessary
- Accurate and up to date
- Stored no longer than necessary
- Protected by appropriate security measures
- Handled in a way that demonstrates compliance
Lawful Basis for Processing
We only process your personal data where one of the following applies:
- Consent – You have agreed to a specific purpose
- Contract – Processing is necessary for us to fulfil the obligations and requirements of a contract with you
- Legal obligation – Required by law
- Vital interests – To protect someone’s life
- Public task – For public interest tasks
- Legitimate interests – For our or a third party’s legitimate interests, unless overridden by your rights
Personal Data We Collect
We collect data necessary to conduct our business effectively.
We may collect:
- Identity Data: Name, address, signature
- Contact Data: Email, phone number
- Financial Data: Depending on the reason we are dealing with you, this can include bank statements for use as identification, source of funds and mortgage information to confirm purchasing ability, income to confirm rental ability, and financial history to confirm rental suitability.
- Transaction Data: Property details, prices
- Technical Data: IP address, browser type, device info
- Profile & Usage Data: Feedback, activity on our website.
- Marketing Data: Communication preferences
How We Collect Your Data
- Directly from you: In person, by phone, email, or forms
- Via our website: Enquiry forms and property portals
- Public sources: Open data, Land Registry
- Third-party providers: New Home Builders, referencing agencies, data suppliers
How We Use Your Data
|
Purpose |
Data Used |
Lawful Basis |
|
Property searches & general enquiries |
Identity, Contact, Technical, Profile |
Consent & Legitimate Interest |
|
Buyer/Tenant applications |
Identity, Contact, Financial, Transaction |
Contract & Legal obligation |
|
Seller/Landlord transactions |
Identity, Contact, Financial, Transaction |
Contract & Legal obligation |
|
Fraud prevention & credit checks |
Identity, Contact, Financial |
Legitimate Interest |
We may also create profiles to understand your preferences for marketing (with consent).
Marketing Communications
You can opt in to receive updates about properties and related services.
opt out anytime by:
- Clicking unsubscribe in any email, or
- Contacting us at ho@martyngerrard.co.uk
We will never share your data with third parties for their own marketing.
Call Monitoring
We engage a third-party service provider (Prospector Pro Ltd) to record, monitor, and analyse telephone calls. This is carried out to enhance our training, improve service quality, and support reporting requirements, ensuring we deliver the best possible experience to our clients while remaining compliant with GDPR regulations.
Information Analysis
We may analyse the personal information we collect directly from you and obtain using automated technical means to create a profile of your interests and preferences so that we can contact you with information relevant to you (if you have chosen to receive marketing communications from us). We may make use of additional information about you when it is available from external sources to help us do this effectively. These sources include the publicly accessible Land Registry.
We may also use any of your personal information that we collect from you directly and additional information about you from external sources, where necessary to detect and reduce fraud and credit risk. Our legal basis for this use of your personal information is our legitimate interests in preventing our business from being subject to fraud or credit risk.
Data Security
We implement appropriate security measures and restrict access to only those who need it. We have breach procedures in place and will notify you and regulators where legally required.
Facebook Login
If you choose to log in using Facebook, we may access:
- Name
- Profile picture
- Email address
This is only for authentication and user experience. You can disconnect Facebook at any time via your settings.
Cookies
Our website uses cookies. You can manage these in your browser settings. See our Cookie Policy for more details.
Sharing Data Outside the EEA
We do not generally transfer data outside the EEA. If ever the need arises, we will use EU-approved safeguards or providers certified under the Privacy Shield (for the US).
Who We Share Your Data With
- CRM software providers
- Financial services, solicitors, conveyancers
- Surveyors, referencing agencies
- Utility providers
- Contractors and suppliers (for maintenance and property services)
- Regulatory authorities
(All third parties are contractually required to maintain confidentiality and security.)
Data Retention
We keep your data only as long as necessary for legal, regulatory, or operational purposes. After this, we delete or anonymise it.
Change of purpose
We will only use your personal data for the purposes stated above, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Your Rights
Under GDPR, you can:
- Access your data
- Correct inaccuracies
- Request deletion where applicable
- Object to processing (including marketing)
- Restrict processing
- Request data portability
- Withdraw consent at any time
To exercise these rights, email ho@martyngerrard.co.uk. We will respond within one month.
Questions
Email our Data Protection Manager at ho@martyngerrard.co.uk.
Data Protection Complaints Procedure
- Purpose and Scope
This procedure explains how Martyn Gerrard and Carlton handle complaints from individuals (including sellers, buyers, landlords, tenants, and applicants) regarding the processing of their personal data or failures to uphold their information rights under the Data Protection Act 2018 and UK GDPR.
As an estate agency, we process sensitive and detailed personal information—including financial records, proof of identity (Anti-Money Laundering checks), and property ownership details.
- How to Submit a Complaint
If you believe we have mishandled your personal data, you can submit a complaint via:
Email: ho@martyngerrard.co.uk
Postal Address: 197 Ballards Lane, Finchley, London N3 1LP
Please include your full name, your relationship to us (e.g., tenant, seller), the property address involved (if applicable), and a clear description of your concerns.
- Our Handling Process
- Acknowledgement: We will log your complaint upon receipt and send a written acknowledgement within 2 working days.
- Investigation: Our designated Data Protection Officer will review our internal systems, relevant logs, and property files to investigate your concern.
- Response: We will provide a formal written outcome within 30 calendar days outlining our findings, whether a breach or error occurred, and the corrective steps we are taking.
- Escalation to the ICO and Property Ombudsmen
If you remain dissatisfied with our final response, or if we have not resolved your complaint within a reasonable timeframe, you have the right to escalate your concern to the UK regulatory authority:
Regulatory Authority: Information Commissioner's Office (ICO)
Website: ico.org.uk
Helpline: 0303 123 1113
Please note: For general service complaints unrelated to data protection, you should refer to our standard complaints procedure.
Reviewed and updated: 25th September 2026
