This policy explains how LandlordAccounts collects, uses and protects your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who we are
LandlordAccounts is an accountancy service for UK landlords operated as a sole trader/partnership. We are the data controller for any personal information you provide to us.
Contact details:
Email: info@landlordaccounts.co.uk
Phone: +44 330 520 0328
Website: landlordaccounts.co.uk
What personal data we collect
We may collect the following personal information:
- Your name and contact details (email address, phone number, postal address)
- Financial information necessary to provide accounting services (income, expenditure, tax records)
- Property details relevant to your portfolio
- National Insurance number and Unique Taxpayer Reference (UTR)
- Company information if you hold property through a limited company or SPV
- Bank account details where required for accounting purposes
- Any other information you provide to us during the course of our engagement
How we collect your data
We collect personal data in the following ways:
- When you contact us by email, phone or through our website
- When you engage us to provide accountancy services
- From HMRC, Companies House or other official sources where necessary to fulfil our services
- From documents and records you provide to us
Why we use your data and our legal basis
We process your personal data for the following purposes:
- Performance of a contract — to provide the accountancy, tax and compliance services you have engaged us for
- Legal obligation — to comply with our obligations under tax law, anti-money laundering regulations and professional standards set by ICAEW
- Legitimate interests — to manage our business, communicate with you and maintain our client records
- Consent — where you have given us specific consent, for example to send you updates or information about our services
Who we share your data with
We may share your personal data with:
- HMRC — as required to submit tax returns, MTD filings and other statutory obligations on your behalf
- Companies House — to file annual accounts and confirmation statements for limited company clients
- Accounting software providers — we use HMRC-compatible software to manage your records securely
- Professional advisers — such as our own legal or compliance advisers where necessary
We do not sell your personal data to third parties. We do not share your data with any third party for marketing purposes.
How long we keep your data
We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.
For tax and accountancy records, we are required by law to retain data for a minimum of 6 years from the end of the relevant tax year. For company clients, records may be retained for longer in accordance with Companies Act requirements.
After the relevant retention period, your data will be securely deleted or anonymised.
Your rights
Under UK GDPR 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 data in certain circumstances
- Right to restrict processing — you can ask us to limit how we use your data
- Right to data portability — you can ask us to provide your data in a portable format
- Right to object — you can object to our processing of your data in certain circumstances
To exercise any of these rights, please contact us at info@landlordaccounts.co.uk. We will respond within 30 days.
Data security
We take the security of your personal data seriously. We use appropriate technical and organisational measures to protect your data against unauthorised access, loss or destruction. All data shared with us electronically should be sent securely, and we use encrypted systems where possible.
Cookies
Our website (landlordaccounts.co.uk) is a static HTML site and does not currently use cookies, tracking scripts or analytics tools. If this changes we will update this policy accordingly.
Complaints
If you have a concern about how we handle your personal data, please contact us in the first instance at info@landlordaccounts.co.uk and we will do our best to resolve the matter.
If you remain unhappy, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:
- Website: ico.org.uk
- Phone: 0303 123 1113
Changes to this policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated date at the top. We encourage you to review this policy periodically.