Privacy policy

Who we are

Landlord Services NW is a compliance consultancy for private landlords and leaseholders, based in Liverpool and run by Damion Robinson. The controller of the personal data described in this policy is Landlord Services NW Ltd, company number 17472734, registered office 50 Picton Road, Wavertree, Liverpool L15 4LH. We’re registered with the Information Commission, which replaced the Information Commissioner’s Office on 30 September 2026. Our registration number is ZC264570. You can contact us about it at info@landlordservicesnw.co.uk.

What we collect

When you use the enquiry form or email us we collect your name, email address, phone number, the property address and whatever you tell us about the problem, plus any documents you attach. Those documents often contain other people’s details, for example a tenant’s name in a council notice. When you engage us we also hold the correspondence, documents and payment records for the job.

The website uses Koko Analytics, which counts visits without cookies and without sending data to a third party. We don’t use advertising trackers.

The website assistant

The Ask a question box on this site is automated. What you type into it, with the last few messages of the conversation and the page you’re on, is sent to a relay server operated for us by Act Now Energy Ltd, which is under common ownership with Landlord Services NW, and passed to Anthropic, the company whose Claude model writes the reply. Anthropic processes it on our behalf in the United States under its data processing terms, and the transfer is covered by the UK International Data Transfer Addendum. The assistant doesn’t ask for personal details and you shouldn’t enter any. If you want us to look at your situation, use the enquiry form or email us instead.

Why we use it

To answer your enquiry and assess whether we can help, which is our legitimate interest and, once you engage us, to perform the contract. To deal with councils, freeholders, tribunals and other bodies on your behalf as part of that work. To keep the records the law and our professional bodies require. To send you an invoice and record payment.

We don’t sell data and we don’t send marketing unless you’ve asked for it.

Email updates

If you tick the box on one of our forms, or sign up through the link at the foot of this site, we’ll email you occasional updates on landlord rules and offers. We do this with your consent. You can withdraw it at any time with the unsubscribe link in every email or by emailing us, and we keep your details on the list until you do.

The list is held for us by Mailchimp, a service of Intuit Inc. Its servers are in the United States. Mailchimp is certified under the UK Extension to the EU-US Data Privacy Framework and its data processing terms include standard contractual clauses. It holds your name, your email address, how you joined the list and the services you asked us about.

The tick box on our forms covers Act Now Energy Ltd as well, which is under common ownership with Landlord Services NW. If you tick it we pass your name, email address and the services you asked about to Act Now Energy so it can send its own updates. Each company keeps its own list and you can leave either one without leaving the other.

Who sees it

The people and organisations a job requires, such as the council enforcement officer, the freeholder or managing agent, the First-tier Tribunal or a court, and a solicitor if we refer you to one. Where a notice needs works surveyed or priced and you choose to use Act Now Energy Ltd, which is under common ownership with Landlord Services NW, we’ll pass the property details and the agreed scope to them with your agreement. Our email, file storage and job management providers process data on our behalf under their own terms.

How long we keep it

Enquiries that don’t become jobs are deleted after 12 months. Job files are kept for six years after the job closes, because that’s the period in which a claim about the work could be brought, and then deleted.

Your rights

Under UK GDPR and the Data Protection Act 2018 you can ask for a copy of your data, ask us to correct or delete it, object to or restrict its use, and ask for it in a portable form. Email us and we’ll respond within one month. If you’re not happy with how we’ve handled your data, you have the right to complain to us first. Email info@landlordservicesnw.co.uk with Data protection complaint in the subject line, or write to us at the address above. We acknowledge data protection complaints within five working days, inside the 30 days the law allows, and tell you the outcome without undue delay. You can also complain to the Information Commission at ico.org.uk.

Security

Data is held on password protected, encrypted systems with access limited to the people working on your job. Email is not a secure channel, so if you’d rather send sensitive documents another way, ask.