This Privacy Policy explains what personal data we collect, why, how we protect it, and the rights you have under UK data protection law. In plain terms: we collect only what we need to keep your books and reply to you, we never sell your data, and you can ask to see, correct or delete it.
1. Purpose of this policy
In shortHow we look after your personal data, and the rights you have.
1.1 This Privacy Policy explains how Landlord Accounting collects, uses, discloses and safeguards personal data in accordance with the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.
1.2 It applies to clients, prospective clients, website visitors, suppliers and professional contacts, and covers both offline and online interactions including website enquiries and email.
1.3 What we provide is property bookkeeping and record-keeping support only. We do not provide tax or legal advice, and we do not file company returns. Where separately agreed, we can prepare and file personal Self Assessment returns.
1.4 Our data-protection role depends on the data. For our own business data - enquiries, website visitors, marketing contacts and suppliers - we are the controller, and this Policy tells you how we handle it. For the bookkeeping data we process on a client’s instructions - including information about their tenants - we act as the client’s processor; the client is the controller, and that processing is governed by our engagement terms with them, not by this Policy.
2. Definitions
In shortThe plain meaning of the data-protection terms used below.
2.1 “Personal data” means any information relating to an identified or identifiable individual.
2.2 “Controller” means the person who decides why and how personal data is processed. “Processor” means a person who processes data on a controller’s instructions. Landlord Accounting is the controller for its own business data (enquiries, website visitors, marketing contacts and suppliers) and a processor for the client bookkeeping data it handles on a client’s instructions - in which case the client is the controller.
2.3 “Processing” means any operation on personal data - collecting, recording, storing, using, disclosing, erasing and so on.
2.4 This Policy does not create third-party rights and may be updated as the law or our practice changes.
3. The personal data we collect
In shortYour name and contact details, your bookkeeping records, and basic website data.
3.1 We may collect the following:
- Identity and contact data - name, email address, telephone number.
- Property and transaction data - details relevant to your bookkeeping records and reconciliations.
- Communications data - correspondence and messages you send us by email or website form.
- Technical and usage data - IP address, device and browser information, and cookie data (see our Cookie Policy).
3.2 We do not intentionally collect special category data or criminal offence data. If such information is provided by accident, we minimise, secure and delete it unless a lawful basis and appropriate safeguards apply.
3.3 Client bookkeeping records may occasionally contain information about a tenant that counts as special category data (for example, a reference to health in a rent-arrears note). Where this happens we process it only as the client’s processor, on the client’s instructions, and it is the client’s responsibility as controller to hold the appropriate condition for it.
4. How we use personal data
In shortTo reply to you, keep your books, run the business, and meet the law.
4.1 We process personal data to:
- respond to enquiries and provide property bookkeeping services;
- manage our relationship with you, including administration and record-keeping;
- operate, maintain and secure our website and IT systems;
- comply with legal and regulatory obligations;
- send optional service updates where you have consented, or where the law permits.
5. Lawful bases for processing
In shortThe legal reasons we are allowed to handle your data.
5.1 We only process personal data where a lawful basis applies under Article 6 UK GDPR. Our main bases are:
- Contractual necessity - to perform a contract with you, or take steps at your request before entering one.
- Legal obligation - to meet legal duties, including record-keeping and, where it applies, anti-money-laundering requirements.
- Legitimate interests - to run our business, manage relationships, improve our service and keep it secure, where your rights are not overridden.
- Consent - for specific optional purposes. You can withdraw consent at any time; withdrawal does not affect processing done beforehand.
How our purposes map to our lawful bases (for data where we are the controller):
| Purpose | Data | Lawful basis | Kept for |
|---|---|---|---|
| Reply to your enquiry | Name, contact details, your message | Legitimate interests | Up to 12 months |
| Provide bookkeeping services | Contact and account details | Contract | Duration of engagement + 6 years |
| Meet legal and tax duties | Records required by law | Legal obligation | As the law requires |
| Send service updates (if you opt in) | Name, email | Consent | Until you unsubscribe |
5.2 We do not carry out automated decision-making or profiling that produces legal or similarly significant effects.
6. Data sharing and disclosure
In shortOnly with providers and advisers who need it. We never sell your data.
6.1 We share personal data only where necessary and lawful. Typical recipients are:
- Service providers - secure cloud hosting, IT support and document storage.
- Professional advisers - for example your accountant or legal representative, where appropriate.
- Public authorities - where disclosure is required by law or to protect legal rights.
6.2 Any processor acts on our documented instructions and must apply appropriate security measures under written terms.
6.3 We do not sell or rent personal data.
7. International data transfers
In shortYour data is normally kept in the UK.
7.1 We aim to process and store personal data in the United Kingdom.
7.2 Where a transfer outside the UK is necessary, we rely on a valid safeguard - an adequacy regulation, the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses - and complete a proportionate transfer risk assessment where appropriate.
8. Data retention
In shortClient records for about six years; enquiries for up to a year.
8.1 We keep personal data only as long as necessary for the purposes in this Policy and to meet legal, accounting or reporting requirements.
8.2 For our own business records we generally keep personal data for six years from the end of the relevant financial year, unless the law requires longer. For client bookkeeping data we process as a processor, retention is set by the client as controller and by our engagement terms, and we return or delete it on instruction at the end of the engagement.
8.3 Enquiries and general correspondence are normally kept for up to 12 months, unless longer retention is needed to establish, exercise or defend a legal claim.
9. Security measures
In shortEncryption, secure storage, access controls and backups.
9.1 We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure or destruction - including encryption in transit, secure cloud storage, access controls and regular backups.
9.2 No system can be guaranteed fully secure, and we cannot guarantee the absolute security of information sent electronically.
10. Your rights
In shortYou can see, correct, delete or move your data, and complain to the ICO.
10.1 Under the UK GDPR you have the following rights, subject to conditions and exemptions:
- Access - to obtain a copy of your personal data.
- Rectification - to correct inaccurate or incomplete data.
- Erasure - to request deletion where no lawful basis for keeping it exists.
- Restriction - to limit processing in certain circumstances.
- Objection - including to processing based on legitimate interests, or for direct marketing.
- Portability - to receive your data in a structured, commonly used, machine-readable format.
- Withdraw consent - where processing is based on consent.
10.2 To exercise your rights, contact us using the details below. We may need to verify your identity. We will respond within one month of verifying your identity, extendable by up to two further months for complex or numerous requests, in which case we will tell you and explain why. Verifying your identity does not unreasonably delay our response.
10.3 You also have the right to complain to the Information Commissioner’s Office: www.ico.org.uk · 0303 123 1113.
11. Cookies and online tracking
In shortWe use essential cookies only. See our Cookie Policy.
11.1 Our website currently uses essential cookies only. For details, see our Cookie Policy.
11.2 You can control cookies through your browser settings. If we introduce non-essential cookies in future, we will ask for your consent first.
12. Contact
In shortHow to reach us about your data.
Landlord Accounting is registered with the Information Commissioner’s Office as a data controller. Our registration is held in the business owner’s name; the registration reference is available on request.
Landlord Accounting - data-protection contact
Email: contact@landlordaccounting.co.uk
Phone: 07359 169970
Post: Landlord Accounting
c/o David Smith & Co., Accountants
7 Grosvenor Gardens
London SW1W 0BD
Website: www.landlordaccounting.co.uk
13. Important information
In shortWe keep records, not tax advice, under the law of England and Wales.
Landlord Accounting provides property bookkeeping and record-keeping support for landlords. We can prepare and file personal Self Assessment returns; we do not file company corporation tax returns or provide tax, legal or regulated financial advice. All information is for bookkeeping purposes only.
This Policy is governed by the laws of England and Wales and subject to the exclusive jurisdiction of its courts.