Privacy Notice
Introduction to the Landlord Vision privacy notice
This privacy notice provides you with details of how we collect and process your personal data through your use of our site www.landlordvision.co.uk.
By providing us with your data, you warrant to us that you are aged 18 or over. This notice and our services are directed at adults with legal capacity to contract. Where our services are used by, or on behalf of, an organisation, that organisation warrants that any individual about whom personal data is provided to us is aged 18 or over.
Landlord Vision Ltd is the data controller and we are responsible for your personal data (referred to as ‘we’, ‘us’ or ‘our’ in this privacy notice).
Our full details are:
Full name of legal entity: Landlord Vision Ltd
Email address:
Postal address:
3 Sanderson Close
Great Sankey
Warrington
Cheshire
WA5 3LN
It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at .
What data do we collect about you, for what purpose and on what ground we process it
We may process the following categories of personal data about you:
- Communication Data that includes any communication that you send to us whether that be through the contact form on our website, through email, text, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.
- Customer Data that includes data relating to any purchases of goods and/or services such as your name, title, billing address, delivery address, email address, phone number, contact details, purchase details and your card details. We process this data to supply the goods and/or services you have purchased and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract.
- User Data that includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back-ups of our website and/or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.
- Technical Data that includes data about your use of our website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system. We process this data to analyse your use of our website and other online services, to administer and protect our business and website, to deliver relevant website content and advertisements to you and to understand the effectiveness of our advertising. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy.
- Marketing Data that includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions such as competitions, prize draws and free giveaways, to deliver relevant website content and advertisements to you and measure or understand the effectiveness of this advertising. Our lawful ground for this processing is our legitimate interests which in this case are to study how customers use our products/services, to develop them, to grow our business and to decide our marketing strategy.
- We may use Customer Data, User Data, Technical Data and Marketing Data to deliver relevant website content and advertisements to you (including Facebook adverts or other display advertisements) and to measure or understand the effectiveness of the advertising we serve you. Our lawful ground for this processing is legitimate interests which is to grow our business. We may also use such data to send other marketing communications to you. Our lawful ground under UK GDPR for this processing is legitimate interests (namely to grow our business); where we send electronic marketing communications, we rely on your consent or, where applicable, the ‘soft opt-in’ exemption under the Privacy and Electronic Communications Regulations 2003 (PECR), as described below.
Open Banking and Account Information Services
Where you choose to connect a bank or payment account to our software in order to use account information services (for example, to view transaction data or account balances within Landlord Vision), Landlord Vision Ltd acts as an FCA-authorised Account Information Service Provider (AISP) under registration number 918962, regulated under the Payment Services Regulations 2017. We will only access, retrieve and use your account data with your explicit, informed consent, given through the Open Banking consent flow provided by your bank or payment account provider. We will only use this data for the purposes to which you have consented (such as displaying your account information within our software) and will not use it for unsolicited marketing purposes. You may withdraw your consent at any time, either through your bank or payment account provider’s own systems or by contacting us at or . Withdrawing consent will not affect the lawfulness of any processing carried out before you withdrew it.
Sensitive Data
We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.
Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time.
We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this please email us at . In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing.
We may process your personal data without your knowledge or consent where this is required or permitted by law.
Marketing communications
Our lawful ground under UK GDPR for processing your personal data to send you marketing communications is our legitimate interests (namely to grow our business). Separately, the Privacy and Electronic Communications Regulations 2003 (PECR) govern how we may contact you by electronic means (such as email or SMS) for marketing purposes, and require that we have either your consent or rely on the ‘soft opt-in’ exemption described below.
Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications, and, in each case, you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However, you can still opt out of receiving marketing emails from us at any time.
In addition to email/SMS, we use list-based advertising and, with your consent via our cookie banner, cookie/pixel-based advertising. You can manage cookie-based advertising in our banner under Preferences → Advertising/Personalisation and via your Google/Meta ad settings.
Before we share your personal data with any third party for their own marketing purposes we will get your express consent.
You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by emailing us at at any time.
If you opt out of receiving marketing communications this opt-out does not apply to personal data provided as a result of other transactions, such as purchases, warranty registrations etc.
Advertising audiences & matching
Where permitted, we may use your contact identifiers (e.g., email address and/or phone number) to create customer audience lists with advertising partners such as Google Ads (Customer Match), Microsoft Advertising, Meta (Custom Audiences) and Reddit, and to measure the effectiveness of our advertising by sharing details of actions taken on our website (such as sign-ups or purchases) with these partners, including through server-side conversion tools such as Reddit’s Conversions API. Before upload, identifiers are hashed and used by these partners solely to find matching users and to show or suppress Landlord Vision adverts; they are not permitted to use our lists to build or append profiles for their own marketing.
Lawful basis - For the sending of electronic marketing, we rely on your consent or, where applicable, the ‘soft opt-in’ exemption for existing customers under PECR. Under UK GDPR, our lawful basis for the underlying processing is legitimate interests, namely to promote our services, balanced against your rights and interests.
Your choices. You can opt out of our list-based advertising at any time by emailing ; we will remove your details from future audience uploads.
Disclosures of your personal data
We may have to share your personal data with the parties set out below:
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Advertising technology providers. We share limited identifiers for audience matching and receive advertising and measurement services from:
- Google Ireland Ltd (Google Ads, Analytics)
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Microsoft Ireland Operations Ltd / Microsoft Corporation (Microsoft Advertising, Clarity)
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Meta Platforms Ireland Ltd (Facebook/Instagram)
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Reddit, Inc. (Reddit Ads)
We require these providers to process personal data under appropriate contractual terms and instructions.
- Service providers who provide IT and system administration services.
- Professional advisers including lawyers, bankers, auditors and insurers.
- Government bodies that require us to report processing activities.
- Third parties to whom we sell, transfer, or merge parts of our business or our assets.
- Third parties with whom we have a formal, named commercial partnership involving the joint provision of goods or services to you. Details of our current partners are available on request by emailing .
- Third party apps we use to analyse subscriber/customer in-software behaviour.
- An operational support and data-processing provider located outside the UK, engaged strictly as Landlord Vision’s processor under a written data processing agreement compliant with Article 28 UK GDPR, to perform tasks such as data entry, document processing and customer/tenant onboarding support on Landlord Vision’s instructions. Landlord Vision requires this processor to obtain Landlord Vision’s prior written consent before engaging any sub-processor.
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
Landlord Vision may contact you via email to invite you to review any services and/or products you received from us in order to collect your feedback and improve our services and products (the “Purpose”). We use an external company, Trustpilot A/S (“Trustpilot”), to collect your feedback which means that we will share your name, email address and reference number with Trustpilot for the Purpose. If you want to read more about how Trustpilot process your data, you can find their Privacy Policy here.
Landlord Vision may also use such reviews in other promotional material and media for our advertising and promotional purposes.
International transfers
A limited number of our service providers and advertising partners (including those identified in the ‘Disclosures of your personal data’ section above) may process your personal data outside the UK and the European Economic Area (EEA), including in the United States. Where we make such a transfer, we ensure an appropriate level of protection is in place by using one or more of the following recognised transfer mechanisms: (i) transferring data to a country that the UK Government has determined provides an adequate level of protection for personal data; (ii) using UK-recognised contractual safeguards, such as the International Data Transfer Agreement (IDTA) issued by the ICO or the UK Addendum to the European Commission’s Standard Contractual Clauses; or (iii) any other transfer mechanism recognised as providing appropriate safeguards under UK Data Protection Law. Where required, we carry out a transfer risk assessment and apply supplementary measures. Further details of the specific safeguards used for a particular transfer are available on request by emailing .
In addition to the transfers described above, Landlord Vision may engage an operational support and data-processing provider located outside the UK to perform tasks such as data entry, document processing and customer/tenant onboarding support, acting strictly as Landlord Vision’s processor and solely on Landlord Vision’s documented instructions under a written Article 28 data processing agreement. Any such transfer of personal data to that provider constitutes a ‘Restricted Transfer’ under UK Data Protection Law. Landlord Vision puts in place appropriate safeguards for any such transfer, including (where applicable) the UK International Data Transfer Agreement (IDTA), and requires the processor to obtain Landlord Vision’s prior written consent before engaging any sub-processor.
Data security
We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential.
We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.
Data retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Indicative retention periods for each category of personal data we hold about you are set out below.
When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.
For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.
By way of illustration, and without limiting the general principles set out above: we retain Communication Data for up to 2 years from our last communication with you; Customer Data for the duration of our contractual relationship with you and, in the case of Contact, Identity, Financial and Transaction Data, for up to 6 years afterwards to meet our legal and accounting obligations (see below); User Data for the duration of your account with us and for up to 2 years after account closure; Technical Data for up to 26 months from collection, in line with the default retention settings of our analytics tools; and Marketing Data until you withdraw your consent or opt out, or otherwise for up to 3 years from your last engagement with our marketing communications, after which it is deleted or anonymised.
In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Your legal rights
Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.
You can see more about these rights at:
If you wish to exercise any of the rights set out above, or have any questions or concerns about this privacy notice or how we handle your personal data, please contact us at or .
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you.
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.
Automated decision-making and profiling
We may use User Data, Technical Data and Marketing Data to carry out profiling for the purposes of understanding your preferences, personalising the content and advertisements we and our advertising partners show you, and assessing the effectiveness of our marketing. This profiling does not result in decisions that produce legal effects concerning you or that similarly significantly affect you, and no such decisions are made about you using automated means without human involvement. If this position changes in the future, we will update this notice to explain the logic involved, the significance and envisaged consequences of the processing, and your right to obtain human intervention, to express your point of view and to contest the decision.
Data protection contact
We have not appointed a formal Data Protection Officer, as this is not required for our business. Instead, we have designated as our dedicated contact point for any questions, concerns or requests relating to data protection or this privacy notice.
Third-party links
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Cookies
Advertising cookies & consent - We only set advertising/personalisation cookies and activate related tags (e.g., Google Consent Mode, Microsoft Advertising UET, Microsoft Clarity, Meta Pixel, Reddit Pixel) after you consent in our cookie banner. You can change your preferences at any time via the banner link in our footer.
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see Cookie Policy.
Governing law and jurisdiction
This privacy notice is governed by, and shall be construed in accordance with, the laws of England and Wales. You consent to the exclusive jurisdiction of the courts of England and Wales to settle any disputes arising out of or in connection with this privacy notice, consistent with the governing law and jurisdiction provisions of the End User Licence Agreement and the Website Terms and Conditions.
