Privacy Policy

Last updated: January 2026

Introduction

This privacy policy explains how we collect, use, store and protect your personal information when you use our website and services. We are committed to protecting your privacy and handling your data in an open and transparent manner.

Who we are

Landlord Property Management Ltd is a property management company registered in England and Wales under company number 16781628. We are registered with the Information Commissioner’s Office (ICO) under registration number [Your ICO Registration Number].

For any questions about this privacy policy or how we handle your data, you can contact us at Lpmltd2020@gmail.com or 0191 903 3862.

What information we collect

We may collect and process the following personal information:

Information you provide directly:

  • Your name, email address, phone number and postal address
  • Property details including addresses and ownership information
  • Tenancy information and rental history
  • Payment and billing information
  • Maintenance requests and communications
  • Identity verification documents when required by law

Information collected automatically:

  • IP address and browser type
  • Pages visited on our website and time spent on pages
  • Referring website addresses
  • Device information and operating system

Information from third parties:

  • Credit reference agencies for tenant referencing
  • Previous landlords or letting agents
  • Right to rent verification services
  • Contractors and maintenance providers

How we use your information

We use your personal information for the following purposes:

  • Managing your property and tenancy agreements
  • Processing rent payments and maintaining financial records
  • Arranging property maintenance and repairs
  • Conducting tenant referencing and credit checks
  • Complying with legal obligations including right to rent checks
  • Communicating with you about your property or tenancy
  • Responding to enquiries and providing customer service
  • Protecting our legitimate business interests
  • Improving our website and services

Legal basis for processing

We process your personal data under the following legal bases:

  • Contract performance: to fulfil our obligations under tenancy or management agreements
  • Legal obligation: to comply with property and tenancy law requirements
  • Legitimate interests: to manage our business operations and protect our property
  • Consent: where you have given explicit permission for specific uses

Who we share your information with

We may share your personal information with:

  • Landlords and property owners we manage properties for
  • Tenants and prospective tenants
  • Maintenance contractors and tradespeople
  • Utility companies and local authorities
  • Credit reference agencies and tenant referencing services
  • Legal and professional advisers
  • Deposit protection schemes
  • Our insurance providers
  • Law enforcement when legally required

We do not sell your personal information to third parties.

How long we keep your information

We retain your personal information for as long as necessary to fulfil the purposes outlined in this policy and to meet our legal obligations:

  • Tenancy records: 6 years after the end of a tenancy
  • Financial records: 6 years for tax purposes
  • Maintenance records: duration of property management plus 6 years
  • Marketing communications: until you unsubscribe or withdraw consent
  • Website analytics: typically 26 months

Your rights

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

  • Access: request a copy of the personal information we hold about you
  • Rectification: ask us to correct inaccurate or incomplete information
  • Erasure: request deletion of your personal data in certain circumstances
  • Restriction: ask us to limit how we use your information
  • Portability: receive your data in a portable format
  • Objection: object to processing based on legitimate interests
  • Withdraw consent: where processing is based on your consent

To exercise any of these rights, contact us using the details provided above. We will respond within one month.

Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, or damage. These include:

  • Secure encrypted connections (SSL) on our website
  • Password-protected systems and restricted access to personal data
  • Regular security updates and monitoring
  • Staff training on data protection responsibilities
  • Secure document storage and disposal procedures

Cookies

Our website uses cookies to improve your browsing experience and analyse site usage. You can control cookie settings through your browser preferences. For detailed information, please see our Cookie Policy.

Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by email or through a notice on our website.

Complaints

If you are unhappy with how we have handled your personal information, 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

Telephone: 0303 123 1113
Website: www.ico.org.uk