LT Property Services Ltd is committed to protecting your privacy. This policy explains what personal data we collect, why we collect it, how we use it and what rights you have over it. It applies to all personal data we process in connection with our website and our property management services.
1. Who we are
LT Property Services Ltd is registered in England and Wales (Company No. 15406479). Our registered office is at 16 Wigmore Street, London, W1U 2RF.
For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, LT Property Services Ltd is the data controller for personal data collected through this website and in the course of providing property management services.
2. What personal data we collect
We may collect and process the following categories of personal data:
| Category | Examples | How it is collected |
|---|---|---|
| Contact information | Name, email address, telephone number, postal address | Enquiry form, email, telephone |
| Property information | Building address, number of units, current managing agent | Enquiry form, service onboarding |
| Financial information | Bank account details (for client money purposes), service charge records | Provided directly during onboarding |
| Communications | Emails, letters, call notes relating to your enquiry or management | Direct correspondence with us |
| Usage data | Pages visited, time spent on site, browser type, IP address | Automatically via cookies and analytics tools |
We do not knowingly collect personal data from children under the age of 16. We do not collect any special category data (such as health information or political opinions) in the ordinary course of our business.
3. How we use your personal data
We use the personal data we collect for the following purposes:
- Responding to enquiries: to contact you following a website enquiry or telephone call about our services.
- Providing property management services: to manage residential or commercial properties on behalf of clients, including service charge administration, maintenance coordination and contractor engagement.
- Fulfilling legal and regulatory obligations: including compliance with the Landlord and Tenant Act, Section 20 consultation requirements, client money protection rules and anti-money laundering regulations.
- Communicating with you: to send service updates, invoices, statements and other correspondence relevant to your property or account.
- Improving our website: to understand how visitors use our site so we can improve content and user experience.
- Marketing: where you have given consent or we have a legitimate interest, to send relevant updates about our services. You can opt out at any time.
4. Legal basis for processing
Under UK GDPR, we rely on the following legal bases to process your personal data:
- Contract: processing is necessary to perform a contract with you or to take steps at your request before entering into one (e.g. responding to an enquiry or providing management services).
- Legal obligation: processing is necessary to comply with a legal obligation (e.g. anti-money laundering checks, client money protection requirements).
- Legitimate interests: processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights (e.g. improving our website, sending relevant service communications).
- Consent: where we rely on your consent (e.g. for marketing emails), you may withdraw it at any time by contacting us.
5. How we share your data
We do not sell your personal data. We may share it with the following categories of third party where necessary:
- Contractors and service providers: tradespeople, surveyors and other professionals engaged to carry out works at a managed property, to the extent necessary to arrange and coordinate those works.
- Professional advisers: solicitors, accountants or insurers acting on our behalf or on behalf of a managed property.
- Regulatory bodies: The Property Ombudsman, The Property Institute or other regulators where required by law or our membership obligations.
- IT and software providers: cloud-based software and tools we use to run our business (e.g. email, accounting software, property management systems). These providers act as data processors under our instruction and are bound by appropriate data processing agreements.
- HMRC and other public authorities: where we are legally required to disclose information.
Where we transfer data outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR.
6. How long we keep your data
We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law. As a general guide:
- Enquiry records: up to 2 years from the date of enquiry if no contract is entered into.
- Client and management records: for the duration of the management contract plus 7 years, in line with standard accounting and legal requirements.
- Financial records: 7 years from the end of the relevant financial year, as required by HMRC.
- Website usage data: in anonymised or aggregated form only, beyond the period required for analytics purposes.
7. Your rights
Under UK GDPR, you have the following rights in relation to your personal data:
- Right of access: you may request a copy of the personal data we hold about you (a Subject Access Request).
- Right to rectification: you may ask us to correct inaccurate or incomplete data.
- Right to erasure: in certain circumstances you may ask us to delete your data.
- Right to restriction: you may ask us to restrict processing of your data in certain circumstances.
- Right to data portability: where processing is based on consent or contract and carried out by automated means, you may ask us to provide your data in a structured, machine-readable format.
- Right to object: you may object to processing based on legitimate interests, including for direct marketing purposes.
- Right to withdraw consent: where we rely on your consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
To exercise any of these rights, please contact us at info@ltpropertyservices.co.uk. We will respond within one calendar month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
8. Cookies
Our website uses cookies (small text files placed on your device) to help it function and to understand how it is used. The types of cookies we may use include:
- Strictly necessary cookies: essential for the website to operate. These cannot be disabled.
- Analytics cookies: used to collect anonymised information about how visitors use the site (e.g. pages visited, time on site). We use this data only to improve our website.
We do not use advertising or tracking cookies. You can control cookies through your browser settings at any time. Disabling analytics cookies will not affect your ability to use the website.
9. Security
We take reasonable technical and organisational measures to protect your personal data from unauthorised access, loss or disclosure. These include secure email practices, restricted access to client records, and the use of reputable software providers. No method of transmission over the internet is completely secure, and we cannot guarantee absolute security.
10. Links to other websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies before providing any personal information.
11. Changes to this policy
We may update this privacy policy from time to time. When we do, we will revise the "last updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of our website following any changes constitutes your acceptance of the updated policy.