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LANDLORDS DEFENCE

PRIVACY POLICY

LANDLORDS DEFENCE LIMITED

PRIVACY NOTICE

Last Updated: 19 Jun 2026

1.INTRODUCTION

Landlords Defence Limited is committed to protecting the privacy, confidentiality and security of personal data.

This Privacy Notice explains how personal data is collected, used, stored, disclosed and protected by Landlords Defence Limited.

This Privacy Notice applies to website visitors, prospective clients, clients, former clients, suppliers, contractors, professional contacts and any individual whose personal data is processed by Landlords Defence Limited.

Landlords Defence Limited is the Data Controller for the purposes of the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.

2.DATA CONTROLLER DETAILS

Landlords Defence Limited, 60 Tottenham Court Road, Suite 253 DEFA, London, W1T 2EW

Company Number: 11720362

Email: dataprotection @ landlordsdefence.co.uk

Website: www.landlordsdefence.co.uk

3.LEGISLATION

Personal data is processed in accordance with:

  • The United Kingdom General Data Protection Regulation (UK GDPR).
  • The Data Protection Act 2018.
  • The Privacy and Electronic Communications (EC Directive) Regulations 2003.
  • The Data (Use and Access) Act 2025.
  • Any legislation replacing, amending or supplementing the above legislation.

4.DATA PROTECTION PRINCIPLES

Personal data will be:

  • Lawfully, fairly and transparently processed.
  • Collected for specified, explicit and legitimate purposes.
  • Adequate, relevant and limited to what is necessary.
  • Accurate and kept up to date where necessary.
  • Retained only for as long as required.
  • Protected by appropriate technical and organisational security measures.

5.PERSONAL DATA COLLECTED

The categories of personal data that may be collected include:

  • Name.
  • Address.
  • Email address.
  • Telephone number.
  • Date of birth.
  • Identification documents.
  • Company details.
  • Property ownership information.
  • Property management information.
  • Licensing information.
  • Planning information.
  • Tenancy information.
  • Financial information.
  • Payment information.
  • Correspondence.
  • Consultation notes.
  • Call recordings.
  • Complaint information.
  • Website usage information.
  • IP address.
  • Cookie data.
  • Any information voluntarily provided.

Special category personal data will only be processed where permitted by law.

6.HOW PERSONAL DATA IS COLLECTED

Personal data may be collected through:

  • Website enquiry forms.
  • Email correspondence.
  • Telephone calls.
  • Video meetings.
  • Consultations.
  • Instructions provided by clients.
  • Documents supplied by clients.
  • Government agencies.
  • Local authorities.
  • Courts and tribunals.
  • Professional advisers.
  • Publicly available sources.
  • Cookies and website analytics.

7.PURPOSES OF PROCESSING

Personal data may be processed for the following purposes:

  • Responding to enquiries.
  • Providing consultancy services.
  • Case management.
  • Licensing consultancy.
  • Planning consultancy.
  • Property compliance consultancy.
  • Rent Repayment Order consultancy and support.
  • Tribunal support and representation.
  • Preparation of reports and documentation.
  • Billing and accounting.
  • Debt recovery.
  • Complaint handling.
  • Regulatory compliance.
  • Fraud prevention.
  • Risk management.
  • Training and quality assurance.
  • Business administration.
  • Website administration.
  • Marketing communications where permitted by law.

8.LAWFUL BASIS FOR PROCESSING

Personal data may be processed under one or more of the following lawful bases:

  • Consent.
  • Performance of a contract.
  • Compliance with a legal obligation.
  • Protection of vital interests.
  • Legitimate interests.
  • Establishment, exercise or defence of legal claims.

9.LEGITIMATE INTERESTS

Legitimate interests may include:

  • Operating and managing the business.
  • Responding to enquiries.
  • Providing professional services.
  • Maintaining records.
  • Preventing fraud.
  • Protecting systems and information.
  • Managing complaints.
  • Recovering debts.
  • Defending legal claims.
  • Improving services.

10.DISCLOSURE OF PERSONAL DATA

Personal data may be disclosed where necessary to:

  • Employees.
  • Consultants.
  • Contractors.
  • Professional advisers.
  • Barristers.
  • Experts.
  • Accountants.
  • Auditors.
  • Insurers.
  • Courts.
  • Tribunals.
  • Government departments.
  • Regulators.
  • Local authorities.
  • Law enforcement agencies.
  • IT providers.
  • Cloud service providers.
  • Payment processors.
  • Any organisation where disclosure is required by law.

11.INTERNATIONAL TRANSFERS

Where personal data is transferred outside the United Kingdom, appropriate safeguards will be implemented in accordance with UK GDPR requirements.

12.DATA SECURITY

Appropriate technical and organisational measures are maintained to protect personal data from:

  • Unauthorised access.
  • Unauthorised disclosure.
  • Loss.
  • Destruction.
  • Misuse.
  • Alteration.
  • Security measures are regularly reviewed and updated.

13.DATA RETENTION

Personal data will only be retained for as long as necessary to fulfil the purposes for which it was collected.

Retention periods may vary according to legal requirements, regulatory obligations, contractual obligations, limitation periods and legitimate business needs.

Where personal data is no longer required, it will be securely deleted, destroyed or anonymised.

14.INDIVIDUAL RIGHTS

Subject to applicable law, individuals may have the right to:

  • Access personal data.
  • Correct inaccurate personal data.
  • Erase personal data.
  • Restrict processing.
  • Object to processing.
  • Data portability.
  • Withdraw consent.
  • Object to direct marketing.
  • Complain to the Information Commissioners Office.

15.SUBJECT ACCESS REQUESTS

Requests concerning personal data should be submitted in writing to:

dataprotection @ landlordsdefence.co.uk

Proof of identity may be required before personal data is disclosed.

16.DATA PROTECTION COMPLAINTS

Landlords Defence Limited operates a formal Data Protection Complaints Procedure.

Any individual who believes that personal data has been processed unlawfully, inaccurately, disclosed improperly, retained for longer than necessary or otherwise handled in a manner which may breach applicable data protection legislation may submit a complaint.

Complaints should preferably be submitted using the web form on the page https://landlordsdefence.co.uk/gdpr. Using this form ensures that your complaint creates an automatic entry in our management system which will give you an immediate confirmation of receipt. Other methods cannot give you this automatic and immediate feedback.

Complaints may be submitted by email to:

dataprotection @ landlordsdefence.co.uk

Or by post to:

Data Protection Complaints Handler, Landlords Defence Limited, 60 Tottenham Court Road, Suite 253 DEFA, London, W1T 2EW

Upon receipt:

If you used the web form you will receive a near immediate confirmation of receipt by email.

  • A complaint reference number will be allocated.
  • The complaint will be formally acknowledged within 30 days.
  • Appropriate enquiries will be undertaken.
  • Further information may be requested where necessary.
  • A written outcome will be provided without undue delay.

Where dissatisfaction remains following completion of the complaints procedure, a complaint may be made to the Information Commissioner's Office.

17.DATA BREACHES

Landlords Defence Limited maintains procedures for identifying, investigating and responding to personal data breaches.

Where required by law, personal data breaches will be reported to the Information Commissioners Office and affected individuals.

18.COOKIES

The website may use cookies and similar technologies for:

  • Website functionality.
  • Website security.
  • Analytics.
  • Performance monitoring.
  • Improving user experience.

Further information is available within the Website Cookie Policy.

19.MARKETING COMMUNICATIONS

Marketing communications may be sent where permitted by law.

Individuals may unsubscribe from marketing communications at any time.

Requests to stop receiving marketing communications will be actioned promptly.

20.THIRD PARTY WEBSITES

The website may contain links to third party websites.

Landlords Defence Limited is not responsible for the privacy practices or content of third party websites.

Individuals should review the privacy policies of any third party websites visited.

21.CHILDREN

Services are not intentionally directed towards children.

Where personal data relating to children is processed, additional safeguards will be implemented where required by law.

22.CHANGES TO THIS PRIVACY NOTICE

This Privacy Notice may be amended from time to time.

The latest version will always be available on the website.

23.CONTACT DETAILS

For all privacy, data protection and complaints matters, contact: 

Landlords Defence Limited
60 Tottenham Court Road
Suite 253 DEFA
London
W1T 2EW

Email: dataprotection @ landlordsdefence.co.uk

Data Protection Complaints Email: gdpr @ landlordsdefence.co.uk

Information Commissioners Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Website: www.ico.org.uk

This Privacy Notice was last updated on 19 Jun 2026.

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