Privacy Policy • LDM Properties

LDM Properties (UK) Limited knows that your privacy and your data are important, we will never sell personal data and we carry out all processing operations in line with the Data Protection Act 2018 (DPA 2018) and incorporating the EU General Data Protection Regulation (GDPR). This Privacy Policy provides information about how we collect, process, and protect your personal data.

The Privacy Policy provided by LDM Properties (UK) Limited covers personal information disclosed by customers, applicants, employees, and any other third parties provided to us. For the purpose of this privacy policy, personal information and data is defined as information which identifies you personally including but not limited to you name, addresses, email address, phone number and IP address.

LDM Properties (UK) Limited is defined as the Data Controller under DPA 2018, we have a legal duty to protect the information collected from you. All collected information is safeguarded using appropriate technologies and procedures to ensure your details are safeguarded with strict security standards preventing unauthorised access.

Please read this Privacy Policy carefully to ensure it is understood in full, your acceptance of the Privacy Policy is deemed to occur upon your first use of our site or service. By using our service, 6you are agreeing to the Terms and Conditions of Use whereby we enter a contract with you.

LDM Properties (UK) Limited provides property management across London with head offices located at:
LDM Properties (UK) Limited
Office 12, 10X by Spacemade
10 Brindley Place
Birmingham
B1 2JB

Definitions and Interpretations:

“Cookie” – a small text file on your device placed by our site when you visit or use certain features on our site.
“Cookie Law” – the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003.
“Data Controller” – the natural or legal person, agency or other body which determines the purposes and means of the processing of personal data.
“Data Subject” – any individual who is the subject of personal data held by an organisation.
“Personal Data” – means any data which relates to an identifiable person who can be identified, directly or indirectly, from said data.
“Portability” – obtaining a copy of your personal data to re-use with another service or organisation.
“Processing” – any operations/set of operations which is performed on personal data such as collection, recording, organisation, structuring, storage, adaptation, alteration, retrieval, consultation, use, disclosure by transmission, dissemination, restriction, erasure or destruction.
“Third party” – a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who have been provided with direct authority of the controller or processes, are authorised to process personal data.
“We/Us/Our” – means LDM (UK) Properties a limited company registered in England (company number 12429599) at the registered address 16 Upper Woburn Place, London, WC1H 0AF

Who are we?

LDM Properties (UK) Limited are a management company, serving landlords from overseas proving a personalised, high end service which covers all your letting needs.

We facilitate the advertising of property, arranging and conducting viewings with tenants, extensively referencing the tenants, drafting the legal contracts, arranging required services from third parties, collecting rent and securing deposits in line with government schemes and provide a dispute resolution service. LDM Properties (UK) Limited then goes on to provide monthly management of our properties which includes maintenance and legal certificates.

We are registered members of the Property Redress Scheme, Safe Agent and we hold Client Money Protection.

Should you have any questions regarding our Privacy Policy or practices, please contact charlotte@ldmproperties.co.uk.

When is information collected?

We value your privacy and are committed to upholding of your data. By engaging with our services, you implicitly agree with the terms outlined in this privacy policy, including the processing of your data and provide consent for certain processing activities that are essential for delivering those services.

Examples of when the information is collected and why:

A request to view a property is submitted, we may collect your contact details and information on your personal situation such as annual income and dependents.
Information provided through the contact form for enquiry or complaint, we may collect your name, contact details and residential address.
You advertise a property with us, we may collect your name and contact details, proof of ownership, proof of ID, details of your property, Energy Performance Certificate, Electrical Installation Condition Report (EICR) and other required documents
You submit an offer on a property and put down a deposit, we may collect your name, contact details, visa status, company or educational institution details, annual income, current residential address and copy of ID.
You subscribe to our blog or any additional marketing material, we may collect your name and email address.
When entering or attempting to enter a business or employment relationship with ourselves, we may collect your ID, right to work information, bank details and contact details.

What data is collected?

Name
Date of Birth
Gender
Proof of Identity (passport, driving license, residency permit)
Proof of address
Proof of ownership
Residential status
Contact information (email address, address history and telephone numbers)
Demographic information (postcode, preferences and interest)
Dependent information
Business/Company Name
School or education institution
Job title, annual salary and contract type
Profession
Financial information (bank account details and statements)
IP address
Web browser type and version
Operating system
Anything else relevant

Your personal data is restricted only to those who have a legitimate business need.

How is your data used?

All personal data is processed and stored securely, for no longer than in necessary considering the reason(s) for which it was first collected. We will comply with our obligations and safeguard your rights under GDPR at all times, the use of your personal data will always have a lawful basis (either necessary for the performance of our contract or when you have consented to our use of your personal data). We may use your data for the following purposes

To carry out our obligations arising from any contracts entered by you and us
Providing and managing your property and tenancy
Supplying our services to you
Notify you of changes to our services
Personalising and tailoring our services for you
Send you communications which you have requested and that may be of interest to you
Replying to emails from you
Analysing your use of our site and gathering feedback to enable us to continually improve our site and your user experience
Market research
Anything else relevant

With your permission (or where permitted by law), we may also use your data for marketing purposes which may include contacting you by email with information or news on our services. We will not send you any unsolicited marketing or spam and we will take reasonable steps to ensure that we fully protect your rights and comply with obligations under GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

We may pass your information to third party service providers, agent subcontractors and other associated organisations for the purpose of providing services to you or on your behalf. We only disclose information that is necessary to deliver a required service and we have a contract in place that requires them to keep your information secure and not use it for their own direct marketing purposes.

Your Rights

As a data subject, you have the following rights under GDPR:

The right to be informed about collection and use of personal data
The right of access to the personal data we hold
The right to rectification should any personal data we hold be inaccurate or incomplete
The right to be forgotten (we can delete any personal data held on you at your request should you wish for it to be removed before our data retention policy date)
The right to restrict the processing of your personal data
The right to portability
The right to object to your personal data being used for particular purposes; and
Rights with the respect to automated decision making and profiling

We process your data under the following categories of ‘lawful basis of processing data’ in accordance with the GDPR: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/

We require your information to comply with our contractual obligations under our agreement, examples of this include but are not limited to information required in the tenancy agreement, information required for customer due diligence in line with relevant legislations, information to be passed to third party suppliers for the execution of required legal certificates and information passed to a third party debt collection company for funds owed to LDM or a third party service such as utility or council tax where the debt impacts that of the Landlord or business.

On occasion, we may have a legal obligation when requested to pass your personal information to a Government department such as HMRC, The Department for Work and Pensions (DWP), Law Enforcement Agencies and/or other legal entities.

You have the right to request and receive copies of the personal information we hold that directly relates to you. This right is always applicable; however, due to exemptions within the legislation you may not always receive all the information we process. If you are requesting the information on behalf of someone else, you will be required to provide proof of authority that you are appointed to act on the behalf of the data subject in writing. We have the right to refuse the request should we not be satisfied with the provided authority. Should you wish to submit a request, this can be done either in writing to Compliance, LDM Properties (UK) Limited, Office 12, 10X by Spacemade, 10 Brindley Place, Birmingham, B1 2JB or by email to snrmgt@ldmproperties.co.uk.

If you wish to object to your data being processed for particular uses, you can do so by emailing snrmgt@ldmproperties.co.uk. Please provide your name, address of the related property and details of the data you don’t wish to be processed.

Should you not wish to receive information from us in the circumstances where you have provided consent to contact you, or should any of your information change, please contact snrmgt@ldmproperties.co.uk to update your record

Data retention

We do not keep your personal data for any longer than is necessary. Data will therefore be retained for the following periods (or its retention will be determined on the following bases):

In the case of the provision of financial services to you, for the duration of the contract between us and up to a maximum of 7 years after the expiration of the contract or after the last occasion on which we provided a service to you, unless you request for the removal of data to occur sooner. Financial services include rent payments, financial records and tax-related information, unless we have a leal or regulatory obligation to hold it for longer.
Tenant and Landlord personal data will be held for a maximum of 7 years after the expiration of the contract, or after the last occasion we have provided a service to you. This includes information related to tenancy agreement, property maintenance, visa details, education information and communication.
Data held relating to referencing, credit checks and background checks will be retained only for as long as necessary or a maximum for 7 years following th end of the contract. Once expiry is reached, your data will be securely disposed of.
In the case of blogs or marketing material will be held for 5 years, unless you withdraw your consent to receive them. To withdraw consent, requests can be sent over email to snrmgt@ldmproperties.co.uk.

Third-Party Product Providers:

We may pass your personal details to a third-party should they be executing required legal certificates for us, these include but are not limited to Gas Safety Certificate, Energy Performance Certificates and Electrical Installation Condition Reports. The engineers will be provided with your address, and if assisting us by providing access to the property, they may also be provided with your contact details.

Under Anti-Money Laundering Regulations, our bank, Metro Bank may request further information on the sender or recipient. Upon receipt of a request for further information from Metro, LDM will send over the required information such as name, date of birth, address or Customer Due Diligence documents such as a passport or other ID documents. Details of Metro’s privacy policy can be found here: https://www.metrobankonline.co.uk/about-us/privacy/.

HMRC may request further information relating to you and your property. Details of your contact information, date of birth, ID documents, property address, received rent, NRL number (if applicable) and residential address may be passed to HMRC following any request relating to tax or NRL application. Please see the privacy policy for HMRC here: https://www.gov.uk/government/publications/data-protection-act-dpa-information-hm-revenue-and-customs-hold-about-you.

In preparation for the start of the tenancy, we have partners with Tenant Shop to streamline the registration of your new property. Tenant Shop will be notifying local councils and the suppliers of gas, water and electricity to advise them of the change in occupancy, please note that tenants will be liable for all bills from the date the tenancy starts and landlord’s will be liable for any void periods, we recommend you contact the suppliers during the move in and move out process to ensure all details are correct. They will request information such as your name, address, contact details and meter readings. Tenant Shop will contact you by phone, ahead of your move in to offer products and services related to your new property, you can opt out of marketing or alter your options at any time. To do so, please contact customerservices@mytenantshop.co.uk and view their privacy policy here: https://tenantshop.uk/privacy/.

All our properties will require tenant referencing and a signed contract. We work with a third-party supplier to provide this (Goodlord) who will conduct credit reference checks and an income reference. In order to complete the references, Goodlord require your personal information, details of your employment, residential addresses, bank statements and may conduct a credit search. Your information will be sent and held securely when transferring between Goodlord and LDM Properties (UK) Limited. Goodlord will handle all your data in line with Data Protection Regulations and are regulated by the Financial Conduct Authority. Goodlord’s privacy policy: https://www.goodlord.co/privacy-policy. LDM Properties (UK) Limited may request additional information such as bank statements or proof of address to complete the process. https://www.goodlord.co/.

In line with Right to Rent requirements outlined by the government, we may need to contact the Home Office relating to your visa or application to stay in the UK. To contact the Home Office, we would contact you to request your share code or reference number. We will provide your name, date of birth, address, reference number and sharecode. The Home Office privacy policy can be found here: https://global-entry.beta.homeoffice.gov.uk/privacy-policy.

In line with government guidance, our deposits are held in the Deposit Protection Scheme (DPS), this is detailed in the contract and at the point you pay the funds we will register you the deposit and send you over the prescribed information. The DPS will be provided with your name, contact details, property address and details of your tenancy. When you check out of the property, we will instruct the DPS within 10 days regarding the return of your deposit. More information about the DPS can be found here: https://www.depositprotection.com/(https://www.depositprotection.com/privacy-policy/.

For eligible tenants, we also offer a zero deposit option through Reposit. Should you agree to use the zero deposit service, your contact details will be sent to Reposit for them to reach out to you directly. Only a select number of tenants may be eligible for this option and therefore tenant details will not be uploaded to them unless we receive their consent. Reposit will require your contact details and details on your tenancy. LDM Properties (UK) Limited will only send over your contract details and Reposit will only hold core information for their service, they are FCA Regulated and their privacy policy can be found here: https://reposit.co.uk/legal/privacy-policy/

Should debt occur in relation to the tenancy, which would have a financial impact on the Landlord or the Agent, we would seek to recover the funds through a third-party debt collection company, STA International. Details of name, date of birth, email address, phone number, UK based address, international based address, any universities or schools of education, your tenancy agreement, copies of any billed debt will be passed to STA International for the sole purpose of them locating and contacting the debtor. If debt is left at the property, and you have left the UK, STA International may pass your details to one of their affiliates in the country which they believe you are residing. For further information on how STA International handle and process your data, please see their Privacy Policy here: https://stainternational.com/privacy-policy/.

Use of ‘Cookies’

‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive that allows the website to recognise when you visit. They collect statistical data about your browsing actions and patterns and do not identify you individually.
We use cookies to personalise content and ads, to provide social media features and to analyse our traffic. We also share information about your use of our site with our social media, advertising and analytics partners who may combine it with other information that you’ve provided to them or that they’ve collected from your use of their services.
Necessary Cookies
These cookies are essential for the proper functioning of our website and enable you to navigate and use its features. They are required to provide you with services you have requested, such as user authentication, session management, and forms. Without these cookies, some parts of our website may not function properly.
Preference Cookies
Preferences cookies allow us to remember your choices and preferences, such as language settings and display preferences, to enhance your experience on our website. These cookies help customize your interactions with our site and make your visits more convenient and personalized.
Statistics Cookies
Statistics cookies, also known as analytics cookies, collect information about how visitors use our website. These cookies help us understand how users interact with our site, which pages are most frequently visited, and how visitors navigate through our content. The data collected is used for statistical analysis and helps us improve the overall user experience.
Marketing Cookies
Marketing cookies are used to deliver personalized advertisements and promotional content based on your interests and browsing behavior. These cookies may track your visits to our website and other sites, and they enable us to tailor marketing campaigns to your preferences. Marketing cookies are often placed by third-party advertising networks.

It is possible to switch off cookies by setting your browser preferences. Most browsers allow you to control cookies, including accepting them, rejecting them, or deleting them. Please note that if you choose to disable cookies, some parts of our website may not function properly, and your browsing experience may be impacted.

Transferring your information outside of Europe

The information which you provide to us may be transferred to countries outside of the European Union (EU). As the company deals with a number of overseas landlords, including landlords residing in China, there will be times when your information is passed internally using secure systems. China does not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing and processing. Should your information be shared outside of the EU, please be reassured that we will take steps to ensure diligent security measures are in place to ensure your privacy rights continue to be protected as outlined above. All properties that are rented out are based in the UK.

Procedures are in place to ensure breaches, or suspected breaches, are dealt with in a timely and secure manner and applicable notification applies within the required timeframe

LDM (UK) Properties Anti Money Laundering Statement

We are required to comply with regulations relevant to the industry such as the Money laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017, therefore, we will require to conduct due diligence on all Landlords and Tenants. Your information will not be shared with any other companies unless outlined in the above policy or required to do so by law.

Contact us

If you have any questions or concerns on how your data is protected and processed, if you wish to withdraw any information held, or wish to submit a Subject Access Request you can do so by contacted the Head of Operations and Data Protection Officer at charlotte@ldmproperties.co.uk.

Review of Policy

This policy was last updated 2 January 2025.
The policy will be reviewed annually or as needed in line with new data processing practices or regulations.