Grenadier Estates Limited
Last updated: February 2026

1. Who We Are

Grenadier Estates Limited (company number 05442100) (“Grenadier Estates”, “we”, “us”, “our”) is a UK-based property investment and residential letting company.

We are responsible for the collection and use of personal data in connection with our property management, tenancy, recruitment and business activities.

We are also responsible for the personal data collected and processed via the subsidiary companies under our control including Grenadier Exmouth Limited, Grenadier Emperor Limited, Grenadier 29 Limited and St Margarets (Residences) Exeter Limited. 

We process personal data in accordance with:

  • The UK General Data Protection Regulation (UK GDPR)
  • The Data Protection Act 2018
  • The Privacy and Electronic Communications Regulations (PECR)
  • Other applicable UK data protection laws

We are registered with the Information Commissioner’s Office (ICO), registration number ZA146753.

Contact details

Grenadier Estates Limited
Oxygen House, Grenadier Road
Exeter, Devon EX1 3LH
Email: info@grenadierestates.co.uk

If you have any questions about this Privacy Notice or wish to exercise your rights, please contact us using the details above.

2. The Personal Data We Collect

Personal data means information that identifies or could identify a living individual.

Depending on your relationship with us, we may collect and process the following categories of personal data:

A. Prospective Tenants, Tenants and Buyers

If you apply to rent, rent or buy one of our properties, we may process:

  • Name and contact details (eg email address)
  • Date of birth
  • Identification documents (e.g. passport, driving licence)
  • Right to Rent documentation
  • Current and previous addresses
  • Employment details
  • Income and financial information
  • Bank account details
  • Credit history and referencing information
  • Emergency contact details
  • Landlord or referee contact details
  • Marital status and dependent information (where relevant to tenancy)
  • CCTV images for security

Some of this information is required to comply with legal obligations (such as Right to Rent checks).

B. Property Enquirers and Website Users

If you contact us or use our website:

  • Name
  • Email address
  • Telephone number
  • Property preferences
  • Enquiry details
  • IP address
  • Browser and device information
  • Website usage data

C. Business Contacts

If you are a contractor, supplier, investor or professional adviser:

  • Name
  • Work contact details
  • Job title
  • Company details
  • Payment and invoicing information

D. Recruitment Applicants

If you apply for a role with Grenadier Estates:

  • CV and employment history
  • Education history
  • Contact details
  • Interview notes
  • References

Recruitment is managed centrally by the Oxygen House Group Recruitment Team and your details will be processed by Oxygen House Limited for this purpose.

We do not intentionally collect special category data (such as health data) unless necessary and lawful to do so.

3. How We Collect Personal Data

We collect personal data:

  • Directly from you (e.g. enquiry forms, tenancy applications, sales memoranda, reservation forms, emails)
  • From credit reference agencies and tenant referencing services
  • From Right to Rent verification services
  • From publicly available sources
  • From other companies within the Oxygen House Group
  • Automatically via cookies and website analytics tools

4. How We Use Personal Data

We use personal data for the following purposes:

Tenancy Management

  • Processing tenancy applications
  • Conducting credit and reference checks
  • Verifying Right to Rent eligibility
  • Preparing tenancy agreements
  • Managing rent payments and deposits
  • Maintaining and managing properties including compliance checks
  • To operate and engage management companies
  • Communicating with tenants
  • Securing the properties

Legal & Regulatory Compliance

  • Meeting landlord obligations
  • Right to Rent checks
  • Financial reporting and tax compliance
  • Responding to legal claims or regulatory enquiries

Property Sales Enquiries & Marketing

  • Responding to property enquiries
  • Providing property information
  • Creating an running property management companies
  • Responding to complaints
  • Sending marketing communications (where permitted)

Website Management

  • Operating and improving our website
  • Monitoring performance and security
  • Preventing fraud and misuse

Recruitment

  • Managing job applications and recruitment processes

We will only use personal data for the purposes for which it was collected unless we reasonably consider that another use is compatible with the original purpose.

5. Our Lawful Bases for Processing

Under UK GDPR, we rely on the following lawful bases:

Contractual Necessity

Where processing is necessary to enter into or perform a tenancy agreement or service contract.

Legal Obligation

Where we must comply with legal requirements, including:

  • Immigration Right to Rent legislation
  • Landlord and housing regulations
  • Financial and tax obligations

Legitimate Interests

Where processing is necessary for:

  • Managing our business operations
  • Conducting tenant referencing
  • Recovering debts
  • Improving our services
  • Maintaining property security

We have assessed that these legitimate interests are not overridden by individuals’ rights and freedoms.

6. Tenant Referencing and Credit Checks

If you apply to rent a property, we may share your personal data with tenant referencing agencies and credit reference agencies to:

  • Assess affordability
  • Conduct credit checks
  • Verify identity
  • Assess rental suitability

These checks are necessary to assess tenancy risk and protect our legitimate business interests.

7. Data Sharing

We may share personal data with:

  • Tenant referencing agencies
  • Credit reference agencies
  • Banks
  • Landlords and their agents
  • Letting agents (where applicable)
  • Management Companies
  • Maintenance contractors and property managers
  • Professional advisers (legal, accounting, compliance)
  • IT and cloud service providers
  • Other companies within the Oxygen House Group
  • Regulatory or law enforcement authorities (where required by law)

We do not sell personal data.

Where third parties process data on our behalf, we require them to do so under contracts compliant with Article 28 UK GDPR.

8. International Transfers

Most personal data is stored and processed within the UK.

Where data is transferred outside the UK, we ensure appropriate safeguards are in place, including:

  • UK adequacy regulations
  • International Data Transfer Agreements (IDTAs)
  • UK-approved Standard Contractual Clauses

9. Data Security

We implement appropriate technical and organisational security measures, including:

  • Access controls and restricted permissions
  • Secure storage systems
  • Encryption where appropriate
  • Confidentiality obligations for staff and contractors
  • Incident response procedures

We will notify affected individuals and the ICO of data breaches where legally required.

10. Data Retention

We retain personal data only for as long as necessary for:

  • The duration of a tenancy and associated legal limitation periods
  • Legal and regulatory compliance
  • Financial record-keeping requirements

Retention periods are determined based on legal obligations, contractual needs and risk considerations.

11. Your Rights

Under UK data protection law, you have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request erasure (in certain circumstances)
  • Restrict processing
  • Object to processing based on legitimate interests
  • Request data portability
  • Withdraw consent where processing relies on consent

To exercise your rights, please contact: info@grenadierestates.co.uk

12. Marketing Communications

We comply with the Privacy and Electronic Communications Regulations (PECR).

We will only send electronic marketing communications where:

  • You have provided consent; or
  • We are otherwise permitted to do so under applicable law.

You may opt out at any time by:

  • Using the unsubscribe link in marketing emails; or
  • Contacting us directly.

13. Cookies

Our website uses cookies and similar technologies.

Strictly Necessary Cookies

Required for website functionality and security.

Analytics Cookies

Used (with your consent) to analyse website performance and improve user experience.

You can manage your preferences via our cookie banner or browser settings.

Further information is available in our Cookie Notice.

14. Third-Party Websites

Our website may contain links to third-party websites or plug-ins. We are not responsible for the privacy practices of those third parties and encourage you to review their privacy notices.

15. Complaints

If you have any concerns about how we handle your personal data, we encourage you to contact us in the first instance so that we can investigate and resolve the issue promptly.

You can contact us using the details at the top of this page.

We aim to acknowledge complaints promptly and respond within one month where possible.

If you are not satisfied with our response, or you believe we are processing your personal data unlawfully, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: www.ico.org.uk
Telephone: 0303 123 1113