Privacy Policy

Last updated: June 2026

Plain English summary: We collect your personal data only to provide letting and property management services. We never sell your data to third parties. You have the right to ask us to access, correct or delete any information we hold about you. If you have any questions, email info@oliverstern.co.uk.

1. Who We Are

Oliver Stern Services Limited is a residential letting agency registered in England and Wales. We act as the data controller for personal data collected through this website and our letting activities.

  • Company name: Oliver Stern Services Limited
  • Company number: 12026047
  • Registered address: 207 Ley Street, Ilford, IG1 4BL
  • Data controller contact: info@oliverstern.co.uk

As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that processing is lawful under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Data We Collect

Valuation and enquiry forms

When you request a rental valuation or HMO valuation through our website, we collect:

  • Full name
  • Email address
  • Phone number
  • Property address and details (bedrooms, type, current tenancy status)
  • Any additional information you choose to provide

Gated resource downloads

When you download a guide or resource from our compliance guides section, we collect your email address in order to deliver the requested document.

Analytics and session data

We use Google Analytics 4 and Microsoft Clarity to understand how visitors use this website. These tools may collect:

  • Anonymised IP address
  • Browser type, device type, and operating system
  • Pages visited, time on page, and navigation path
  • Referring website or search query
  • Session recordings and heatmaps (Clarity only — anonymised, no keystroke logging)

We do not use this data to identify you personally. See the Analytics & Tracking section for full details.

3. How We Use Your Data

We process your personal data for the following purposes:

  • To prepare your rental valuation: We use your name, contact details, and property information to research and deliver a personalised valuation report. Legal basis: performance of a contract / legitimate interests.
  • To send requested resources: If you download a guide, we use your email address to deliver the document. Legal basis: consent.
  • To contact you about our services: With your permission, we may follow up on a valuation enquiry or inform you of relevant services. Legal basis: legitimate interests / consent.
  • To improve this website: Anonymised analytics data helps us understand which content is useful and where we should invest in improvements. Legal basis: legitimate interests.

We will never sell, rent, or share your personal data with third parties for their own marketing purposes.

4. Analytics & Tracking

Google Analytics 4 (GA4)

This website uses Google Analytics 4, deployed via Google Tag Manager (container ID: GTM-WHT5F5NT, measurement ID: G-JGLP15NJTD). GA4 collects anonymised data about website usage. We have configured GA4 with IP anonymisation enabled. Data is processed by Google LLC and stored on Google’s servers, which may be located outside the UK.

To opt out of Google Analytics tracking across all websites, install the Google Analytics Opt-out Browser Add-on.

Microsoft Clarity

We use Microsoft Clarity (project ID: wx6wmm6ub4) for session recording and heatmap analysis. Clarity records anonymised replays of how visitors navigate our pages to help us identify usability issues. Clarity does not record passwords, payment details, or personally identifiable text entered into forms. Data is processed by Microsoft Corporation.

To opt out of Microsoft Clarity, visit Microsoft’s Privacy Statement.

5. Cookies

This website uses cookies for analytics and session recording purposes only. We do not use advertising or targeting cookies. For full details of the cookies we set, please read our Cookie Policy.

6. Data Retention

  • Valuation form submissions: retained for 24 months from the date of submission, then deleted from our Google Sheets and email systems.
  • Gated resource email addresses: retained for 12 months from the date of download, then deleted unless you have entered into an active client relationship with us.
  • Google Analytics data: retained for 14 months per Google’s default retention setting.
  • Microsoft Clarity data: retained for 13 months per Microsoft’s default retention setting.

7. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation, you have the following rights regarding your personal data:

  • Right of access: you can request a copy of the personal data we hold about you.
  • Right to rectification: you can ask us to correct inaccurate or incomplete data.
  • Right to erasure: you can ask us to delete your personal data where there is no compelling reason for us to continue processing it.
  • Right to restrict processing: you can ask us to limit how we use your data in certain circumstances.
  • Right to object: you can object to processing based on legitimate interests or for direct marketing purposes.
  • Right to data portability: where processing is based on consent or contract and carried out by automated means, you can request your data in a machine-readable format.

To exercise any of these rights, email info@oliverstern.co.uk. We will respond within one calendar month.

8. Third-Party Services

We use the following third-party services that may process data on our behalf:

  • Google LLC — Google Analytics 4, Google Tag Manager, Google Forms (valuation form submissions), Google Sheets (form data storage), Google Drive
  • Microsoft Corporation — Microsoft Clarity (session recording)
  • Cloudflare, Inc. — website hosting and CDN via Cloudflare Pages
  • GitHub, Inc. — source code repository and deployment pipeline
  • Zapier Inc. — workflow automation connecting form submissions to our valuation process

Each of these providers operates under their own data processing agreements and privacy policies. We have data processing agreements in place where required under UK GDPR.

9. International Data Transfers

Some of our third-party service providers (including Google and Microsoft) process data on servers located outside the United Kingdom. Where data is transferred internationally, we ensure appropriate safeguards are in place in accordance with UK GDPR, including Standard Contractual Clauses approved by the Information Commissioner’s Office.

10. Contact & Complaints

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

If you are not satisfied with our response, you have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office (ICO), at ico.org.uk or by calling 0303 123 1113.