Privacy Policy

1. Introduction

Landmark Facilities Solutions ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website, use our services, or contact us.

Landmark Facilities Solutions is the service arm of Landmark Operation Group Ltd, registered in England and Wales. For the purposes of data protection law, we are the data controller of your personal information.

2. Information We Collect

We may collect and process the following types of personal information about you:

• Identity Data: Name, title, company name, and job title.
• Contact Data: Email address, telephone number (including WhatsApp), and postal address.
• Property Data: Property address, postcode, access details, and property-specific information relevant to maintenance requests.
• Technical Data: IP address, browser type, operating system, and browsing behaviour on our website.
• Communication Data: Records of correspondence when you contact us via email, phone, WhatsApp, or our website forms.
• Transaction Data: Details about services you have requested, quotes provided, and payment information (processed securely via third-party payment providers).

3. How We Collect Your Information

We collect personal information in the following ways:

• Direct interactions: When you fill out our service request form, contact us via email, phone, WhatsApp, or in person.
• Automated technologies: When you browse our website, we may automatically collect technical data about your device and browsing behaviour using cookies.
• Third parties: We may receive information about you from referring partners or clients who have requested services on your behalf (e.g., letting agents managing a property you occupy).

4. How We Use Your Information

We use your personal information for the following purposes:

• To provide and manage our maintenance coordination services.
• To respond to your service requests, quotes, and enquiries.
• To arrange access to properties with tenants, guests, or keyholders.
• To communicate with you about the status of your maintenance requests.
• To share necessary information with vetted contractors to complete work at your property.
• To comply with legal and regulatory obligations (e.g., safety compliance, statutory inspections).
• To improve our website and services through analytics.
• To send you service-related updates and, where you have consented, marketing communications.

5. Legal Basis for Processing

We process your personal information on the following legal bases:

• Contractual necessity: To perform our contract with you (e.g., providing maintenance coordination services).
• Legitimate interests: To improve our services, respond to enquiries, and manage our business operations.
• Legal compliance: To comply with statutory requirements, including health and safety regulations and compliance inspections.
• Consent: Where you have provided consent for marketing communications or non-essential cookies.

6. Sharing Your Information

We may share your personal information with the following third parties:

• Vetted Contractors: To facilitate maintenance, repairs, and compliance inspections at your property. Contractors are bound by strict confidentiality and data protection obligations.
• Service Providers: IT support, cloud storage, and communication platforms that help us operate our business.
• Legal and Regulatory Authorities: Where required by law or to protect our legal rights.
• Professional Advisers: Including insurers, accountants, and legal representatives where necessary.

We do not sell your personal information to third parties.

7. Data Security

We have implemented appropriate technical and organisational measures to protect your personal information against accidental loss, unauthorised access, alteration, or disclosure. These include secure servers, encrypted communications where appropriate, and restricted access to personal data on a need-to-know basis.

However, no method of transmission over the internet is completely secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

8. Data Retention

We will retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Typically, we retain service request records for up to 7 years to comply with legal obligations and insurance requirements. You may request deletion of your information at any time, subject to legal retention obligations.

9. Your Rights

Under UK data protection law, you have the following rights:

• Right to access: Request a copy of the personal information we hold about you.
• Right to rectification: Request correction of inaccurate or incomplete information.
• Right to erasure: Request deletion of your personal information where there is no compelling reason for continued processing.
• Right to restrict processing: Request limitation of how we use your information.
• Right to data portability: Request transfer of your data to another service provider.
• Right to object: Object to processing based on legitimate interests or direct marketing.
• Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, please contact us at info@landmarkoperationgroup.co.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

10. Cookies

Our website uses cookies to distinguish you from other users, improve your browsing experience, and analyse website traffic. Cookies are small text files stored on your device.

You can control cookie preferences through your browser settings. Disabling cookies may affect the functionality of our website. We do not use cookies for targeted advertising without your consent.

11. Third-Party Links

Our website may contain links to third-party websites, including social media platforms and contractor sites. We are not responsible for the privacy practices or content of these external sites. We encourage you to read their privacy policies before providing any personal information.

12. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us immediately.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The "Last Updated" date at the top of this page indicates when the policy was most recently revised. We encourage you to review this page periodically.

14. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:

• Email: info@landmarkoperationgroup.co.uk
• Phone: +44 07517 875592
• WhatsApp: +44 07517 875592
• Post: 2nd Floor College House, 17 King Edwards Road, Ruislip, London HA4 7AE
• Contact Page: https://landmarkops.co.uk/contact-us/