Overview
LSM Property Services ("LSM", "we", "us", "our") is committed to protecting the privacy and personal data of every individual who interacts with our business — whether you are a landlord client, a tenant, a contractor, or a visitor to our website.
This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and what rights you have in relation to it. It applies to all personal data processed in connection with our property management, maintenance co-ordination, and tenant services.
This policy applies to our operations in the United Kingdom, Barbados, Uganda, and Canada. Where local data protection laws impose additional or different obligations, we comply with those requirements accordingly.
Data we collect
Depending on your relationship with us, we may collect and process the following categories of personal data:
Landlord and client data
- Full name, contact details (email address, telephone number, postal address)
- Identity documentation where required for compliance purposes
- Bank account details for rent remittance and invoicing
- Property ownership details and correspondence history
- Communications with our team (including emails and WhatsApp messages)
Tenant data
- Full name, date of birth, contact details and current address
- Employment details and financial information (for referencing purposes)
- Previous landlord references
- Identity documents (passport, driving licence, or equivalent)
- Right-to-rent documentation (UK only)
- Payment records and tenancy history
Website visitors
- IP address and browser information (collected via cookies)
- Pages visited and time spent on site
- Information submitted through contact forms
How we use your data
We use personal data only for legitimate purposes directly connected to the provision of our services. These include:
- Administering and fulfilling our property management contracts
- Conducting tenant referencing and tenancy agreement preparation
- Co-ordinating maintenance and repair works
- Processing rent payments and issuing financial statements
- Complying with legal obligations (including anti-money laundering checks where applicable)
- Responding to enquiries submitted via our website or by other means
- Sending service-related communications (we do not send unsolicited marketing)
Legal basis for processing
In jurisdictions where a legal basis for processing is required (including the UK under the UK GDPR), we rely on the following bases:
- Contract performance — processing necessary to deliver our services to you
- Legal obligation — processing required by law (e.g. right-to-rent checks, financial record-keeping)
- Legitimate interests — processing for purposes reasonably expected by you, such as maintaining records of our instructions and communications
- Consent — where we have specifically requested and received your consent (e.g. for optional communications)
Sharing your data
We do not sell personal data. We may share your data with third parties only in the following circumstances:
- Contractors and tradespeople — to facilitate property maintenance and repairs (limited to contact details and property address only)
- Reference agencies — during the tenant referencing process
- Deposit protection schemes — as required by local tenancy legislation
- Professional advisors — including solicitors and accountants, where necessary
- Regulatory bodies and law enforcement — where required by law
Retention
We retain personal data only for as long as is necessary for the purpose for which it was collected, or as required by applicable law. As a general guide:
- Tenancy records: 6 years from the end of the tenancy (UK), or as required by local law
- Financial records: 7 years from the relevant transaction
- Enquiry and contact form data: 12 months from last contact, unless a contract follows
- Identity documents: duration of the relationship plus applicable statutory period
Your rights
Depending on your jurisdiction, you may have some or all of the following rights in relation to your personal data:
- Right of access — to obtain a copy of the personal data we hold about you
- Right to rectification — to correct inaccurate or incomplete data
- Right to erasure — to request deletion of your data in certain circumstances
- Right to restriction — to limit how we use your data in certain circumstances
- Right to portability — to receive your data in a structured, machine-readable format
- Right to object — to processing based on legitimate interests
- Right to withdraw consent — where processing is based on consent
To exercise any of these rights, please contact us using the details below. We will respond within 30 days. You also have the right to lodge a complaint with the relevant supervisory authority in your jurisdiction.
Cookies
Our website uses a small number of cookies to support basic functionality and to understand how visitors use our site. We do not use advertising or tracking cookies, and we do not share cookie data with third parties for marketing purposes.
You can control cookies through your browser settings. Disabling cookies may affect the functionality of certain areas of our website.
International data transfers
As a business operating across four countries, personal data may be transferred between our offices and associated parties in the UK, Barbados, Uganda and Canada. Where such transfers take place, we ensure that appropriate safeguards are in place in accordance with applicable data protection law.
For transfers from the UK, we rely on adequacy decisions and, where necessary, standard contractual clauses approved by the UK Information Commissioner's Office (ICO).
Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or in applicable law. The date at the top of this page indicates when the policy was last revised. We encourage you to review this policy periodically.
For material changes that affect how we use your personal data, we will notify you directly where we hold your contact details.