Privacy Policy

Introduction

Meta-grove respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, store, and protect information you provide when using our website or services.

This policy applies to all individuals who interact with our website, submit enquiries, or engage our property advisory services.

Information We Collect

We collect and process the following categories of personal information:

• Contact details: name, email address, postal address
• Property requirements: preferred locations, budget range, space needs, timeline
• Communication records: correspondence via email or in-person meetings
• Financial information: proof of income or financial standing when required for tenancy applications
• Website usage data: IP address, browser type, pages visited, time spent on site

How We Use Your Information

We use your personal data for the following purposes:

• To provide property search and advisory services you have requested
• To communicate regarding your enquiry or active service engagement
• To arrange property viewings and coordinate with landlords or their agents
• To process tenancy applications and related documentation
• To improve our website functionality and user experience
• To comply with legal obligations and regulatory requirements

We do not use your personal information for marketing purposes unless you have explicitly consented to receive such communications.

Legal Basis for Processing

We process your personal data under the following legal bases:

• Contractual necessity: to deliver services you have engaged us to provide
• Legitimate interests: to operate our business effectively and improve our services
• Legal obligation: to comply with applicable laws and regulations
• Consent: where you have provided explicit permission for specific uses

Data Sharing and Disclosure

We may share your personal information with the following parties:

• Property owners and their appointed agents when submitting tenancy applications on your behalf
• Referencing agencies and credit check providers when required for tenancy approval
• Legal and financial professionals assisting with lease documentation
• Service providers who support our business operations, bound by confidentiality agreements

We do not sell or rent your personal information to third parties. All data sharing is conducted solely to facilitate the services you have requested or as required by law.

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy:

• Active client records: maintained throughout service engagement and for two years following completion
• Enquiry records: retained for one year from date of enquiry
• Financial and contractual documents: retained for seven years in accordance with UK tax and accounting requirements
• Website analytics data: retained for 26 months

After these retention periods, personal data is securely deleted or anonymised.

Your Rights

Under UK data protection law, you have the following rights:

• Right to access: request copies of your personal data we hold
• Right to rectification: request correction of inaccurate or incomplete data
• Right to erasure: request deletion of your personal data under certain circumstances
• Right to restriction: request limitation on how we process your data
• Right to data portability: receive your data in a structured, commonly used format
• Right to object: object to processing based on legitimate interests or for direct marketing
• Rights related to automated decision-making: we do not use automated decision-making or profiling

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within one month.

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Encrypted data transmission and storage
• Access controls limiting data availability to authorised personnel only
• Regular security assessments and updates
• Staff training on data protection responsibilities

While we strive to protect your personal information, no method of transmission over the internet is entirely secure. We cannot guarantee absolute security but maintain industry-standard safeguards.

Cookies and Tracking Technologies

Our website uses cookies to enhance functionality and analyse usage patterns. For detailed information about the cookies we use and how to manage your preferences, please see our Cookies Policy.

Third-Party Links

Our website may contain links to external sites not operated by Meta-grove. We are not responsible for the privacy practices of these third-party websites. We encourage you to review the privacy policies of any external sites you visit.

Changes to This Policy

We may update this privacy policy periodically to reflect changes in our practices or legal requirements. Significant changes will be communicated via email to active clients and through a notice on our website. The "Last updated" date at the top of this page indicates when the policy was most recently revised.

Contact Information

For questions about this privacy policy or our data handling practices, please contact:

Meta-grove
17 Grosvenor Street
Mayfair
London W1K 4QH
United Kingdom

Email: [email protected]

Supervisory Authority

If you believe we have not handled your personal data appropriately, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Website: ico.org.uk