Privacy Policy

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MTDLandlords Limited

Company No: 16954214
Registered Office: 9 Leigh Hill Road, Cobham, England, KT11 2HS

MTDLandlords Limited (“we”, “us”, “our”) is committed to protecting and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy explains how we collect, use, store, and protect your personal data when you use our website or services.

1. Who We Are

MTDLandlords Limited provides accounting and Making Tax Digital (MTD) services for landlords and individuals.

Data Protection Contact:
Sonja Kruger
Email: hello@mtdlandlords.co.uk

We are the Data Controller of the personal data you provide to us.

2. What Personal Data We Collect

We may collect and process the following types of personal data:

Identity Data

• Name, title, date of birth

Contact Data

• Address, email address, telephone number

Financial & Tax Data

• Bank details
• Income and expense records
• Property rental information
• Tax reference numbers (e.g., UTR, NI number where required)

Transaction Data

• Details of services provided and payments made

Technical Data

• IP address
• Browser type and version
• Device information
• Website usage data via cookies

Marketing & Communication Data

• Your preferences in receiving communications from us

3. How We Collect Your Data

We collect data when you:

• Enquire about our services
• Become a client
• Fill in forms on our website
• Communicate with us by email, phone, or online
• Use our website (via cookies and analytics)

4. How We Use Your Data (Lawful Basis)

We only process your personal data where we have a lawful basis:

Purpose                                                                 Lawful Basis 

Providing accounting and MTD services           Performance of a contract

Submitting tax information to HMRC                Legal obligation

Managing our client relationships                     Legitimate interests

Responding to enquiries                                     Legitimate interests

Sending marketing communications                Consent (where required)

Improving our website and services                  Legitimate interests

5. Who We Share Your Data With

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

• HMRC and other regulatory authorities
• Accounting and tax software providers
• IT and website hosting providers
• Professional advisers (e.g., legal or compliance)

All third parties are required to respect the security of your data and process it lawfully.

We do not sell your personal data.

6. International Transfers

If any of our service providers are located outside the UK, we ensure appropriate safeguards are in place, such as UK-approved standard contractual clauses.

7. How We Store and Protect Your Data

We use appropriate technical and organisational measures to protect your data, including:

• Secure systems and password protection
• Encrypted data storage where appropriate
• Restricted access to personal data

8. Data Retention

We only keep your personal data as long as necessary:

• Client tax and financial records are typically retained for 6 years in line with legal and HMRC requirements.
• Enquiry data that does not result in a client relationship is retained only as long as necessary for business purposes.

9. Your Data Protection Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate data
• Request erasure (“right to be forgotten”)
• Restrict processing
• Object to processing
• Data portability
• Withdraw consent at any time (where processing is based on consent)

To exercise your rights, contact us using the details above.

10. Cookies

Our website may use cookies to improve user experience and analyse website traffic. You can control cookies through your browser settings.

11. Complaints

If you are not satisfied with how we handle your data, you have the right to complain to the Information Commissioner’s Office (ICO):
www.ico.org.uk

12. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.