Privacy Notice — Landlord Lead Data
SJB Property Group Ltd
Document Control
| Field | Detail |
|---|---|
| Version | 1.0 |
| Date | 2026-03-31 |
| Next review | 2027-03-31 |
Who we are
| Field | Detail |
|---|---|
| Data controller | SJB Property Group Ltd |
| Contact email | sam@sjbproperty.com |
| Website | sjbpropertygroup.com/landlord-privacy-policy |
| ICO registration | Current (reference on file) |
SJB Property Group is a property investment and management company based in Greater Manchester, specialising in Buy-to-Let (BTL) management and Rent-to-Rent (R2R) guaranteed rent for House in Multiple Occupation (HMO) properties.
What data we collect
We process the following categories of personal data about landlords of rental properties in Greater Manchester:
- Full name or company name
- Entity type (Ltd, LLP, sole trader, individual)
- Company number (if applicable)
- Property address(es)
- Energy Performance Certificate (EPC) rating and certificate data
- HMO licence information (if applicable)
- Email address (if found via Companies House or data enrichment)
- Phone number (if found via data enrichment)
- Mailing address (registered office address or property address)
We do not collect sensitive personal data (UK GDPR Article 9 special categories), nor do we collect data about tenants, finances, health, or criminal records.
Sources of data (Article 14 requirement)
Your data was not collected directly from you. Under Article 14 of the UK GDPR, we are required to tell you where we obtained it.
We obtain landlord data from the following publicly available sources:
- EPC Register — government database of Energy Performance Certificates (opendatacommunities.org)
- Companies House — public register of UK companies and directors (companieshouse.gov.uk)
- Land Registry CCOD — Corporate and Commercial Ownership Dataset, listing corporate property ownership (gov.uk)
- Council HMO licensing registers — public registers of Houses in Multiple Occupation licences maintained by local authorities (local authority websites or Freedom of Information requests)
- OpenRent — public property listing platform (openrent.com)
All sources are publicly accessible government registers or public property listing platforms.
Why we process your data (lawful basis)
| Field | Detail |
|---|---|
| Lawful basis | Legitimate interests — UK GDPR Article 6(1)(f) |
| Purpose | Direct marketing of property management services to landlords of rental properties in Greater Manchester |
| Full assessment | See our Legitimate Interest Assessment document |
We have carried out a Legitimate Interest Assessment (LIA) following the ICO's three-part test, which concluded that our interest in contacting landlords about property management services outweighs the minimal privacy impact, given that the data is sourced from public registers and robust opt-out mechanisms are in place.
Who we share data with
We do not share your personal data with third parties. Your data is stored in a local database and used solely for SJB Property Group's direct marketing activities.
We do not sell, rent, or trade personal data.
How long we keep your data
We retain landlord lead data for 12 months from the date of collection. After 12 months, we review each record:
- No engagement or response — the data is deleted
- Active business relationship or ongoing communication — data is retained for the duration of that relationship plus 6 years (for legal and tax retention requirements)
- Opt-out received — the suppression record (name and reason only) is retained permanently to prevent re-contacting you
See our Data Retention Policy for full details.
Your rights
Under UK GDPR, you have the right to:
- Access your personal data (Subject Access Request)
- Rectification of inaccurate data
- Erasure of your data ("right to be forgotten")
- Object to processing based on legitimate interests
- Restriction of processing
- Data portability (receive your data in a structured format)
To exercise any of these rights, contact us at: sam@sjbproperty.com
We will respond to your request within one calendar month, as required by UK GDPR.
How to opt out
You can opt out of receiving marketing communications from us at any time:
- Email: Reply "STOP" to any marketing email from us
- Post: Return any direct mail with "opt out" written on the envelope
- Email us: Send an email to sam@sjbproperty.com with the subject line "Opt Out"
- Phone: Tell us during any phone call that you wish to opt out
Opt-outs are applied universally across all channels (email, post, phone, LinkedIn). Once you opt out, you will not be contacted via any channel.
Complaints
If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner's Office (ICO):
- Website: ico.org.uk
- Phone: 0303 123 1113
- Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Privacy Notice version 1.0 — 2026-03-31
Next review: 2027-03-31