Privacy Policy

Data Controller

EXCITY Property Management Ltd is the data controller responsible for your personal data.

If you have any questions about this Privacy Policy or how your data is handled, you can contact us at:

Email: enquiries@landmark-legacy.com

Collected Personal Data

Personal Data We Collect

We may collect and process the following personal data:

Identity information such as name and date of birth
Contact details including email address, telephone number, and postal address
Property-related information including tenancy details, landlord information, and enquiries
Identification documents where required for referencing, legal, or compliance purposes
Financial information including payment details and transaction history
Correspondence records including emails, messages, and enquiries
Technical data such as IP address, browser type, and website usage information

We only collect personal data that is necessary for the operation and provision of our services.

Purpose of collecting data

We process personal data for the following purposes:

To manage property enquiries and provide property management services
To assess tenancy applications and landlord instructions
To carry out referencing, identity checks, and compliance procedures
To process payments, invoices, and financial transactions
To communicate with clients and respond to enquiries
To maintain business, legal, and regulatory records
To improve our website, services, and customer experience
To prevent fraud, misuse, or unauthorised access

We do not sell personal data to third parties.

Lawful Basis for Processing

We process personal data under one or more of the following lawful bases under UK GDPR:

Performance of a contract
Where processing is necessary for the performance of a contract or to take steps prior to entering into a contract.

Legal obligation
Where processing is necessary to comply with legal or regulatory obligations.

Legitimate interests
Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.

Consent
Where consent is required, you may withdraw it at any time.

Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it.

Personal data is stored securely in password-protected systems with restricted access limited to authorised personnel only. Multi-factor authentication and access controls are used where appropriate.

Sensitive data such as identification documents and financial information is stored securely and retained only for as long as necessary for legal, regulatory, or operational purposes.

We do not store personal data in publicly accessible systems and take steps to ensure third-party service providers maintain appropriate security standards.

In the event of a personal data breach, we will take appropriate steps to contain and assess the issue and will notify affected individuals and the Information Commissioner’s Office (ICO) where required.

Data Sharing

We may share personal data with third parties where necessary, including:

Referencing agencies
Legal and regulatory authorities
Contractors and service providers involved in property maintenance
Payment processors and financial service providers

All third parties are required to handle personal data securely and in accordance with applicable data protection laws.