Last updated: 27 May 2026

 

Introduction

Lynch Property Services Ltd ("LPS", "we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, share, and protect your personal information when you interact with us, whether through our website, our online booking system, by phone, email, SMS, WhatsApp, other messaging or social media platforms, online forms, or in person.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR, as amended by the Data (Use and Access) Act 2025), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003 (PECR). We are the data controller responsible for your personal information.

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Company details

Registered name: Lynch Property Services Ltd Company number: 09150924 (registered in England and Wales) Registered office: 86–90 Paul Street, London EC2A 4NE VAT number: 144 9850 84 ICO registration: ZB819546 Privacy contact: privacy@lynchpropertyservices.co.uk

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1. Information we collect

We collect different types of personal information depending on how you interact with us.

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Clients (estate agents, letting agents, landlords, and tenants booking our services)

• Name, business name, and job title where applicable

• Contact details including email, phone, and address

• Property addresses where we deliver services

• Booking details, service preferences, and access arrangements

• Billing and payment information (processed by our payment provider; we do not store full card details)

• Correspondence and notes from our interactions with you

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Tenants (where contacted to arrange property access)

• Name and contact details

• Property occupancy information relevant to the service

• Access arrangements and availability

Tenant data is typically provided to us indirectly by the agent or landlord who has instructed us. See Section 2 for how we handle indirect data.

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Website visitors

Strictly necessary cookies provided by our hosting platform that allow our website to function, such as session, security, and load-balancing cookies. Where we also use analytics or advertising cookies in future, these will only be set with your consent via our cookie banner. Full details are in our Cookie Policy.

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Prospects, enquirers, and marketing contacts

• Business or personal contact details

• Quote enquiry details and property information

• Marketing engagement data (whether you have opened our emails, clicked our links, and similar)

• Marketing preferences and consent records

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Job applicants and contractors

We process personal information about job applicants and contractors under separate privacy notices, which are provided directly to those individuals at the point they engage with us. These notices are available on request from privacy@lynchpropertyservices.co.uk.

Information that is required to deliver our services

Where we collect information to deliver a service to you, providing that information is a requirement of our contract. The information we typically need to deliver a service includes your full name, contact number, email address, billing address, and the service address.

If you choose not to provide the information we need, we may not be able to deliver the service. Where we have agreed to deliver a service without all the required information, you remain liable for the agreed fees if we are unable to complete the service due to information being missing. For example, if we are unable to access a property because we cannot reach you.

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2. How we collect information

• Directly from you, when you make a booking, request a quote, contact us by phone, email, or messaging, fill in a form on our website, or create an account in our online booking system.

• From third parties, most commonly from letting agents who instruct us on behalf of their landlord clients, or from landlords who provide tenant contact details so we can arrange property access.

• Automatically, when you use our website or booking system, certain technical information is collected through strictly necessary cookies (and, with your consent, analytics or advertising cookies). See our Cookie Policy.

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Where we receive your personal data from a third party (typically an agent or landlord), we will provide privacy information to you within a reasonable period and no later than one month of receipt, or at the time of our first communication with you, whichever is earlier, unless an exemption applies (for example, where you already have this information).

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3. Why we use your information and our lawful basis

Under UK GDPR, we must have a lawful basis for processing your personal data. The lawful basis we rely on for each purpose is set out below.

• Delivering the property services you have booked with us — Contract

• Processing tenant data to deliver the property services instructed by our agent or landlord clients — Legitimate interests (our interest in delivering the services we have been instructed to provide; tenants have a reasonable expectation that our services will involve us processing their contact details and occupancy information)

• Invoicing, taking payments, and managing accounts — Contract and Legal obligation

• Keeping financial records (tax, VAT, HMRC) — Legal obligation

• Following up on quote enquiries, including abandoned quote sequences — Legitimate interests (our interest in converting enquiries to bookings and offering relevant service updates)

• Marketing communications to existing and past clients about similar services (soft opt-in under PECR) — Legitimate interests (our interest in maintaining commercial relationships with past clients and offering services they would reasonably expect)

• Marketing communications to new prospects and non-clients (newsletters, B2B outreach, advertising) — Consent (for individual subscribers, including sole traders) or Legitimate interests (for corporate contacts at business clients)

• Advertising on third-party platforms (such as search engines and social media), including custom or matched audiences where we share contact details with the platform — Consent

• Improving our services and understanding our clients — Legitimate interests (our interest in operating and improving our business)

• Responding to legal claims and disputes — Legitimate interests (our interest in defending or pursuing legal claims) and Legal obligation where applicable

• Complying with regulatory requirements (e.g. landlord compliance regulations, deposit dispute evidence) — Legal obligation

• Using AI-assisted tools to support service delivery and operational tasks — Legitimate interests (our interest in operating our business efficiently)

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4. Marketing communications

We may send you marketing communications about our services through the following channels:

• Email, including newsletters, service updates, abandoned-quote follow-ups, and promotional offers

• SMS and WhatsApp

• Direct mail (post)

• Digital advertising on search engines, social media platforms, and similar, which may include advertising delivered to you based on your interests or previous interactions with us

• B2B outreach to business contacts

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Our lawful basis for marketing

We rely on different lawful bases depending on how we obtained your contact details:

• Explicit consent, for new prospects who actively opt in to our marketing via our website, online booking system, or another opt-in form.

• Soft opt-in under PECR Regulation 22(3), for clients whose contact details we collected during a sale or negotiation for our services, who were given a simple opportunity to refuse marketing at the time, and to whom we market only about similar services.

• Legitimate interests, for relevant B2B contacts where you are an employee of a business client and the marketing relates to services directly relevant to your role. We have undertaken a Legitimate Interests Assessment and balanced our interests against your reasonable expectations of privacy.

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Where we hold contact details from before we ran marketing communications, we have invited those contacts to opt in to our marketing list separately. We only send marketing communications to historic clients who have actively given fresh consent in response to that invitation.

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Advertising platforms and matched audiences

Where we run advertising on platforms such as Google, Meta (Facebook and Instagram), or LinkedIn, we may use those platforms' tools to deliver our advertising to relevant audiences. This can include uploading a hashed (encrypted) version of your email address or other contact details to the platform so that the platform can show you our adverts, exclude you from adverts (suppression), or build similar audiences.

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We only do this with your consent, and you can withdraw consent at any time by emailing privacy@lynchpropertyservices.co.uk.

 

How to opt out

You can opt out of marketing at any time by:

• Clicking the unsubscribe link in any marketing email, or visiting our preferences page (linked in every marketing email)

• Replying STOP to any marketing SMS or WhatsApp message

• Emailing privacy@lynchpropertyservices.co.uk

 

We offer granular opt-out where possible, meaning you can choose to stop email marketing while continuing to receive SMS or WhatsApp (or vice versa). You can also opt out of all marketing at once.

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We honour opt-out requests across all marketing channels by default, not only the channel through which the request was made. Opting out of marketing will not stop us from sending you transactional messages such as booking confirmations, invoices, or service updates, where these are necessary to deliver a service you have booked.

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5. Who we share your information with

We share personal information with the following categories of recipients:

• Service providers, including booking and job management systems, inventory reporting platforms, accounting software, payment processors, email and marketing platforms, productivity and storage tools, website hosting, and AI-assisted tools that support our service delivery and operations.

• Contractors who deliver services on our behalf, including cleaning teams, inventory clerks, and other trades, where access to your information is necessary to deliver the service.

• Professional advisors, such as accountants and legal advisors.

• Regulatory bodies and authorities, including HMRC, the ICO, and other regulators where we are legally required to do so.

• Letting agents or landlords, where we have been instructed by a third party on your behalf and need to report back on the service delivered.

• Advertising platforms, where you have consented to advertising that involves sharing contact details (see Section 4).

• Successors in business, in the event of a business sale, merger, or restructure.

 

Each service provider acts as a data processor under our written instructions, and we have data processing agreements in place with them as required by Article 28 of the UK GDPR.

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We do not sell your personal information to third parties.

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6. International transfers

Some of our service providers are based outside the United Kingdom, including in the United States. Where this is the case, we rely on appropriate safeguards such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or an adequacy decision, and we assess these against the UK standard of protection not materially lower than the UK GDPR.

You can request a copy of the safeguards in place by emailing privacy@lynchpropertyservices.co.uk.

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7. How long we keep your information

We keep your personal information only for as long as necessary for the purposes set out in this policy. Our standard retention periods are set out below.

• Client records and work history — While you remain a client, and for a reasonable period after our last engagement where there is a realistic prospect of further business. We review records after 7 years of no contact and either retain (with a documented reason) or delete.

• Inventory reports — Minimum 6 years from completion. We may retain longer where there is an ongoing or potential dispute, or other legitimate business need.

• Financial records — 6 years after end of financial year (HMRC requirement).

• Booking and job records — 6 years.

• Marketing contacts (no engagement) — 2 years from last interaction.

• Enquiries and quotes (no booking) — 2 years.

• Job applicants (unsuccessful) — 12 months after the recruitment decision, to allow us to consider you for future opportunities. We will delete sooner on request.

• Website analytics (if and when enabled) — As configured in the relevant tool, typically up to 26 months.

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We may keep records longer than the standard period where there is an ongoing legitimate business need, a current or potential legal claim or dispute, or a regulatory or contractual reason to do so.

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8. How we protect your information

We take the security of your personal information seriously. We implement appropriate technical and organisational measures to protect against unauthorised access, loss, misuse, or alteration. These include:

• Access controls and least-privilege permissions on the systems where personal data is held

• Encryption in transit for our main platforms

• Regular review of our service providers' security practices

• Data protection obligations in our contracts with contractors who handle data on our behalf

• A defined process for managing any data security incidents

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No method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, but we work to protect your information using measures appropriate to the risks involved.

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9. Your rights

Under UK GDPR, you have the following rights in relation to your personal information:

• Right of access, to request a copy of the personal information we hold about you.

• Right to rectification, to ask us to correct any inaccurate or incomplete information.

• Right to erasure, to ask us to delete your personal information in certain circumstances.

• Right to restrict processing, to ask us to limit how we use your information.

• Right to data portability, to receive your information in a structured, commonly used, machine-readable format.

• Right to object, to object to our processing of your information, including for direct marketing. You can object to direct marketing at any time and we will stop without question.

• Right to withdraw consent, where we rely on consent to process your information, you can withdraw that consent at any time.

• Right not to be subject to automated decision-making (see below).

• Right to complain, both directly to us about how we handle your personal data (see Section 13), and to the Information Commissioner's Office (ICO).

 

Automated decision-making and AI-assisted tools

We use AI-assisted tools to help us deliver and manage our services, including drafting communications, organising operational data, and summarising reports. These tools act as our processors and do not make solely automated decisions about you that produce legal effects or similarly significant effects within the meaning of Article 22 of the UK GDPR. Any decisions affecting you (such as booking acceptance, service delivery, or pricing) are made or reviewed by a person.

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Making a rights request

To exercise any of these rights, please email privacy@lynchpropertyservices.co.uk. We will respond within one month. We may need to verify your identity before responding to a rights request, and where we do, the one-month response period begins once we have the information needed to verify you. Our response will involve reasonable and proportionate searches of our records.

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10. Cookies

Our website uses cookies and similar technologies. Some are strictly necessary for the site to function. Others, including analytics and advertising trackers (where we use them), require your consent before they are set. You can review and change your cookie preferences at any time via our cookie banner, or by visiting our Cookie Policy.

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11. Third-party links

Our website and communications may contain links to third-party websites. We are not responsible for the privacy practices of those websites. We encourage you to read their privacy policies before sharing any personal information.

 

12. Changes to this policy

We review this policy regularly and may update it from time to time. The "Last updated" date at the top of this policy shows when it was last changed. Where changes are significant, we will let you know directly, including by email where we hold a current email address for you.

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13. Contact us

For any questions about this policy or how we handle your information, including to exercise any of your rights, please contact us:

Lynch Property Services Ltd 86–90 Paul Street, London EC2A 4NE Email: privacy@lynchpropertyservices.co.uk Phone: 020 3667 2636

Information Commissioner's Office (ICO)

If you are unhappy with how we have handled your personal information, you have the right to complain to the ICO:

Website: ico.org.uk Phone: 0303 123 1113 Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF