Data Protection Policy

Use of Personal Data

Privacy Policy
GEM are committed to protecting your privacy. We will never sell your personal data to a third party.

Who are we
We are GEM Estate Management Limited of Gem House, Dunham’s Lane, Letchworth Garden City, SG6 1GL. We are residential managing agents for blocks of flats, maisonettes and private freehold estates in England and Wales.

Information collection and its use
We collect limited information about our customers when they initially register to use a My Account facility with us. This information is used to help you log on to the website. Any further personal information is collected so that we can contact you if there are any queries. This information is for GEM use only.

Access to, changing or removing the information we hold
Registered users can update their information, change settings or cancel their membership on their ‘My Profile’ page once signed in. If you do not wish to receive email updates, please contact us.

Cookies/ Data Capture
By accessing any my account hosted on this website you are consenting to GEM’s use of cookies and capturing of data.

Like many websites, we use “cookies” to enable us to personalise your visits to the website, simplify the signing-in procedure, keep track of your preferences and to track the usage of this website. Cookies are small pieces of information that are stored in the hard drive of your computer by your browser. If you do not wish your information to be stored in this way you can configure your browser not to accept cookies, although this may hinder the quality of the service provided.

Like many websites, our servers automatically capture ‘log files’ containing information about the volume and characteristics of our website traffic, including but not limited to: IP addresses, numbers of pages viewed, length of time spent on site. This information is intended for internal use only and allows us to make commercial decisions regarding the business such as online marketing and improving the service. This information is not personally identifiable.

Security, Storage and Transfer of Information
We will use all reasonable endeavours to protect the security of your information both on and off line. We follow strict security procedures to ensure that your personal information is not damaged, destroyed, or disclosed to a third party without your permission and to prevent unauthorised access to it. The computers that store the information are kept in a secure facility with restricted physical access and we use secure firewalls and other measures to restrict electronic access. All of the information we collect or record is restricted to ourselves and our web designers. We will explicitly ask you when we need information to identify you. We may require you to co-operate with our security checks before we disclose information to you.

Third party websites or contacts
GEM Estate Management Limited may contain links to websites or companies we have no control over. If you visit those sites you should check you are happy with their own privacy policies and terms of use before providing any personal information.

From time to time GEM Estate Management Limited may need to send you emails, for example to confirm or remind you of your registration details. By registering you accept this may happen periodically. We would also like to send you occasional emails with details of services or features we feel you would benefit from or to gather feedback. If you would like to be removed from these emails, you can remove your email address from our database by sending an email to ???

Changes to the Policy
From time to time we may change this policy and add new services or features in response to changes in the law or our commercial arrangements. If you are a registered user, we will give you notice of the changes as soon as practicable.
Data Protection Policy

GEM owes obligations to its customers under the Data protection Act 1998 (the Act). GEM is committed to providing an appropriate level of security to protect those who provide us with personal data (Data Subjects, as they are referred to in the Act) in accordance with the Act.

The Data Protection Principles
A core part of GEM’s business is to process personal data. Personal data is all information kept by GEM which identifies (ie. by naming) living individuals. The Act helps to safeguard privacy of data subjects by, amongst other things, identifying eight principles which all processors of personal data must observe.

In summary, the 8 principles are:
Personal data shall be processed fairly and lawfully;
Personal data shall be obtained only for a lawful purpose and shall not be processed in any manner incompatible with that purpose.;
Personal data shall not be excessive in relation to the lawful purpose for which it is processed.;
Personal data shall be accurate and kept up to date;
Personal data processing for any lawful purpose shall not be kept for longer than is necessary for that purpose;
Personal data shall be processed in accordance with the legal rights of Data Subjects given under the Act;
Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data;
Personal data shall not be transferred to a country or territory outside the European economic area unless that country or territory ensures an adequate level of protection for the rights and freedoms of Data Subjects in relation to the processing of personal data.

Access to Data

Data Subjects have a right:
To ask what information we hold
To request a copy of their own personal data.
To prevent data processing likely to cause damage or distress.
To prevent data processing for purposes of direct marketing.

All requests for access to personal data must be made in writing to:

GEM Estate Management Limited
Thamesbourne Lodge
Station Road
Bourne End

A charge of £10.00 per request made in advance of the release of documentation. GEM Estate Management Limited agrees to respond within 40 days of receipt of any such request.