Greenhouse OS Privacy Policy

Welcome to Greenhouse OS, we're committed to protecting your privacy and want to ensure you understand how we collect, use, and safeguard your personal information. Below, we've outlined our privacy practices in a clear and friendly manner as well as our contact information and complaints handling procedure. 

Greenhouse OS is a CRM (Customer Relationship Management) provider to our clients who are predominantly Estate Agents, Lettings Agents and others affiliated within the property industry. Our clients will advertise property details, undertake and manage property transactions and communicate with their customers as required. 

This privacy policy applies to all personal data that we store, there is an alternative privacy policy for our clients.

Our Commitment

At Greenhouse OS, we take your privacy seriously. We're the folks behind the scenes ensuring your experience on our website and apps is smooth and secure. You can trust us to handle your information responsibly.

Who Are We

This website is operated by Greenhouse OS (company number 15143463), whose registered office is 101 Walmgate, York, YO1 9UA. We collect, use and are responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union and the United Kingdom and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

About Our Website

This privacy policy covers your interactions with our website, www.greenhouseos.com. Sometimes, we may link to other websites for additional related services, like Her Majesty’s Land Registry. These sites are governed by their own privacy policies, which should be referred to in any instance where further information is required.

What We Collect and How We Use It

We gather personal data when you access, register, contact, visit, purchase, post, or engage with our site, including interactions with our clients and/or upon completion of surveys.

This information is obtained directly from you, such as during registration or contact, or indirectly through your browsing activity (refer to 'Cookies' below). Additionally, we may receive data from our clients for CRM services or integrated email communication.

The types of personal information we collect include:

  • Name, address, and contact details

  • Date of birth

  • Feedback provided via various channels

  • Details of services utilised

  • Account credentials (e.g. username, login details)

We use this data to:

  • Manage your account

  • Verify your identity

  • Enhance our services

  • Tailor website content to your preferences

  • Notify you of pertinent changes

  • Offer relevant additional services or connect you with third-party providers

Our site is not intended for children's use, and we do not knowingly gather their personal information. In the event of a business sale, merger, or acquisition, we may disclose your data to prospective buyers or sellers, ensuring secure transfer.

Legal Basis for Processing

We process your data lawfully and transparently. This means we may use your information based on your consent to fulfil contracts, comply with legal obligations or pursue legitimate interests.

Further Information

For more information regarding our collection, use, and sources of personal information, please refer to the following sections:

Information Collected:

  • Property data, including addresses, locations, images, asking prices, sales history, and associated prices (where applicable).

Sources of Information:

  • Obtained from our clients or other third parties, such as the Land Registry.

How We Use This Information:

  • Create and manage user accounts

  • Provide CRM services

  • Facilitate online property advertising

  • Enable communication between users and our Clients

  • Support market and property trend research

  • Serve commercial purposes, such as database building and trend analysis.

Legal Bases for Data Collection and Use:

  • Legitimate interest

  • Contract

  • Consent (where applicable)

Retention Period:

  • Personal data will be stored for two years to support service provision and market trend monitoring.

  • With consent, personal data may be stored for two years for contacting users about additional services.

  • After two years, data may be retained in anonymised form for trend monitoring.

Electronic Device Information:

  • Includes IP address, MAC address, and user preferences.

How We Use This Information:

  • Service provision

  • Service review and optimisation

  • Troubleshooting, analysis, and surveys.

Legal Basis for Data Collection and Use:

  • Legitimate interest.

Who We Share Your Information With

With appropriate legal justification, we may share personal data with third parties, including our clients or third party suppliers. This sharing enables us to deliver services through the Site and offer additional relevant services or connections to third-party providers.

Certain recipients of this data may be located outside the United Kingdom and European Economic Area. For details on safeguarding your data in such cases, refer to 'Transfer of your information out of the UK and EEA'.

We will disclose personal information to law enforcement or authorities if mandated by applicable law. No other third-party sharing of your personal information will occur.

Transfer of Your Information

We may transfer your personal information outside the United Kingdom (UK) and European Economic Area (EEA).Some countries outside of the UK and EEA do not have the same data protection laws as the UK and EEA. While the European Commission has not given a formal decision that such countries provide an adequate level of data protection similar to those which apply in the UK and EEA, any transfer of your personal information will be subject to appropriate relevant safeguards (as permitted under Article 46 of the General Data Protection Regulation) that are designed to help protect your privacy rights and give you remedies in the unlikely event of a misuse of your personal information. We will not otherwise transfer your personal data outside of the area comprising the UK and EEA or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.

Cookies and Tracking

We use cookies and similar technologies to enhance your browsing experience. These tools help us remember your preferences and improve our website's functionality.

Marketing

With your consent or when it aligns with our legitimate interests, we may send you marketing materials or share your information with select third parties. You can always opt out if you prefer not to receive these communications by contacting us at info@greenhouseos.com , for further information on your rights in relation to marketing, see ‘Your Rights’ in the section below.

Your Rights

Under the General Data Protection Regulation, you have a number of important rights free of charge. In summary, those include:


Transparency: You have the right to be informed about how we use your data. If you think we are doing something with your information that is not covered in this Privacy Notice, you can raise an objection (see below).


‍Access: You have the right to ask us what personal information we hold about you, and to request a copy, free of charge. Please note if we consider that the request is speculative, excessive, or repetitive, we are able to charge a reasonable fee. This fee will be based on the administrative cost to us of providing the information.


‍Objection: You can object to us processing your personal data in certain situations. Please note that this right will not apply in all circumstances. For example, where we are processing information because it is necessary for the provision of our services and (therefore is required to adhere to the terms of our contract with our Members) we will be required to continue processing this information.


‍Withdraw consent: In circumstances where we are processing your data based on your consent, you can withdraw this consent at any time. Where our processing is based on your consent and such consent is then withdrawn, we may no longer be able to provide our services to you.


‍Rectification: If you think that the personal data we hold about you is inaccurate or incomplete, you have a right to request that such inaccuracy or incomplete information be rectified.


‍Erasure: You can ask us to delete your personal data where it is no longer necessary for us to use it, where you have withdrawn consent (if we process based on consent), or where we have no lawful basis for keeping it.


‍Restriction: You can ask us to restrict the personal data we use about you where you have asked for it to be erased or where you have objected to our use of it.


‍Data portability: You can ask us to provide you, or a third party (if possible), with some of the personal data we hold about you in a commonly used electronic form so that it can be easily transferred.


‍Appeal: If you are not satisfied with the way that we have dealt with your personal data, please let us know and we will try and resolve your concerns. If you are not satisfied with the outcome, you can make a formal complaint  (see ‘How to Complain’ below).

If you would like to exercise any of those rights, please:

  • Email, call or write to us;

  • Provide enough information to identify you, for example your account number, user name, or registration details;

  • Provide proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and

  • Confirm which information your request relates to, including any account or reference numbers, if you have them.

For further information on your rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

Keeping Your Information Secure

We employ strict security measures to protect your data from accidental loss, unauthorised access, or misuse of personal information. Access to your data is restricted to individuals with a genuine business need, who process it confidentially and in an authorised manner.

In the event of a suspected data breach, we have established procedures to address the issue. We will notify you and relevant regulatory authorities if legally obligated to do so.

Acting as a Data Processor

In respect of data input into our CRM, Greenhouse OS, we do not act as a data controller; instead, we act as a data processor.

Insofar as we act as a data processor rather than a data controller, this policy shall not apply. Our legal obligations as a data processor are instead set out in the contract between us and the relevant data controller.

How to Complain

We hope that we can resolve any query or concern you raise about our use of your information.The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in a European Economic Area state or in the United Kingdom if you work, normally live or if any alleged infringement of data protection laws occurred in the relevant state. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/make-a-complaint/ or by telephone on 0303 123 1113.

How to Reach Us

If you have any questions about our privacy practices or wish to contact us for any reason, please feel free to reach out via email, mail, or phone.

  • Email: info@greenhouseos.com

  • Address: 101 Walmgate, York, YO1 9UA 

  • Phone: 01904 405 860

We're here to help and ensure your privacy concerns are addressed promptly.

Changes to This Policy

We may update this privacy policy periodically to reflect any changes in our practices. Any updates will be posted on our website, and your continued use of our services constitutes acceptance of these changes.

Thank you for trusting Greenhouse OS Systems Limited with your information. We're dedicated to keeping your data safe and providing you with the best possible experience.

Last updated: February 2024