Privacy Policy

1. Purpose of this policy

This policy explains how we handle personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It should be read with our Cookie Policy for information about cookies and similar technologies. Given the small scale and low-risk nature of our processing, we are not required to appoint a Data Protection Officer; privacy queries are handled by Landlord Tax Enquiry directly using the contact details below.

2. Data protection principles

We comply with the principles in Article 5 UK GDPR: lawfulness, fairness and transparency; purpose limitation; data minimisation; accuracy; storage limitation; integrity and confidentiality (security); and accountability.

3. Personal data we collect

We may collect and process the following categories of data:

• Identity and contact data: name, email address, telephone number, correspondence details.
• Property and financial records (only if you take our paid service): letting statements, invoices, receipts, tenancy schedules and similar records you choose to share so we can help you organise your own paperwork. If you only make an enquiry, we do not collect these.
• Technical data: IP address, browser type, limited log data, and cookies (see Cookie Policy).
• Communications data: information you provide in correspondence or when completing our forms.

We do not intentionally collect special category data (for example, health data). Please do not send such data unless specifically requested with a lawful basis.

4. How we obtain data

• Directly from you (for example, by email or when you upload documents).
• From a third party (for example, letting agents or accountants) where you authorise them to share data. If we ever receive your data this way without you having contacted us first, we will tell you within one month and explain how we use it.
• Automatically via website logs and cookies when you use www.landlordtaxenquiry.co.uk.

5. Lawful bases for processing

We rely on one or more of the following lawful bases under Article 6 UK GDPR:

• Legitimate interests: to respond to your enquiry and to someone who contacts us, and for business administration, IT security and record-keeping. This is the basis we rely on when you simply get in touch — there is no contract or obligation at that stage.
• Contract: only if you take our paid service (for example, a case review) — we then process the information needed to carry out that work for you. This does not make us your tax agent, and we never deal with HMRC on your behalf.
• Legal obligation: to meet statutory, tax record-keeping or court obligations.
• Consent: for optional communications or analytics; you can withdraw consent at any time.

6. How we use personal data

We process personal data to: respond to enquiries and provide our information-only service; maintain operational and financial records; improve and secure our systems; comply with legal obligations; and manage our relationship with you, including responding to correspondence. We do not conduct automated decision-making or profiling that has legal or similarly significant effects.

7. Sharing your data

We share data only where necessary and lawful: with service providers (for example, secure email, document storage, IT hosting) under contract and acting only on our instructions; with professional advisers and insurers for compliance purposes; and with authorities or regulators if legally required. We do not sell or rent your data.

8. International transfers

We aim to process and store personal data in the UK or EEA. If you consent to analytics, our analytics provider (Google Analytics) may process limited, aggregated usage data on servers outside the UK/EEA (including the United States). Where any data is transferred outside the UK/EEA, we rely on appropriate safeguards such as the UK Addendum to the EU Standard Contractual Clauses or an adequacy decision. Analytics is off unless you opt in.

9. Retention and deletion

• Enquiry correspondence: normally up to 24 months after last meaningful contact, then deletion or anonymisation.
• Engagement documentation (paid work only): typically retained for up to 6 years from the end of the engagement, to meet limitation and record-keeping requirements.
• Consent logs and cookies: see Cookie Policy (retained up to 24 months).

We keep data only as long as necessary for the stated purpose.

10. Data security

We implement proportionate technical and organisational measures such as encryption in transit, restricted access, and staff confidentiality controls. While no method of storage is completely secure, we continually review and improve security safeguards.

11. Your rights

You have the following rights under UK GDPR: access to your personal data; rectification of inaccurate data; erasure (the “right to be forgotten”); restriction of processing; data portability; to object to processing based on legitimate interests; and to withdraw consent (where processing relies on consent). To exercise these rights, email contact@landlordtaxenquiry.co.uk. We may need to verify your identity first, and we will respond within one month (we will tell you if a complex request needs longer).

12. Complaints

If you are dissatisfied, please contact us first at contact@landlordtaxenquiry.co.uk. You also have the right, in addition to any other legal remedy, to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk.

13. Cookies

See our Cookie Policy for information about cookies and consent management.

14. Changes to this policy

We may update this policy periodically. Material changes will be posted on this site. The effective date above shows when this version came into force.

15. Contact

For privacy queries, rights requests, or general data protection issues, email contact@landlordtaxenquiry.co.uk, or write to Landlord Tax Enquiry, 7 Grosvenor Gardens, Victoria, London SW1W 0AF.

Appendix: Data categories and retention periods