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Privacy Policy

​Legacy Property Services

Effective Date: 22 July 2026

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Legacy Property Services (“we”, “us”, “our”) is committed to protecting the privacy and personal information of all individuals and organisations who use, commission, or interact with our services.

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We provide property-related services to a wide range of clients, including private individuals, landlords, tenants, probate representatives, Court of Protection clients, professional organisations, and corporate bodies.

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This Privacy Policy explains how we collect, use, store, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable UK privacy legislation.

1. Who We Are

Legacy Property Services provides property management, property maintenance, inspections, reporting, and related property services.

We may act on behalf of:

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  • Private clients

  • Landlords and tenants

  • Executors and administrators of estates

  • Probate professionals and representatives

  • Court of Protection clients and their appointed representatives

  • Deputies, attorneys, and authorised decision-makers

  • Organisations and corporate clients

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For the purposes of data protection law, Legacy Property Services acts as a data controller for the personal information we collect and process in providing our services.

2. Information We Collect

The information we collect depends on the nature of our relationship with you.

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Private Clients

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We may collect:

  • Name and contact details

  • Address and property information

  • Service requirements

  • Communication records

  • Payment and invoicing information

  • Property access arrangements

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Tenants and Landlords

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We may collect:

  • Names and contact details

  • Tenancy information

  • Property details

  • Maintenance requests

  • Inspection reports

  • Communication records

  • Payment-related information where required

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Probate Clients and Estate Representatives

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Where we provide services relating to probate properties or deceased estates, we may collect:

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  • Details of executors, administrators, beneficiaries, and representatives

  • Contact information

  • Information relating to the estate property

  • Property condition reports

  • Valuation or maintenance information

  • Instructions provided by authorised representatives

  • Correspondence with solicitors, probate professionals, and estate advisers

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We only process probate-related information where necessary to provide services or where instructed by an authorised person.

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Court of Protection (COP) Clients

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Where we provide services involving Court of Protection clients, we may process:

  • Details of the protected person

  • Details of deputies, attorneys, or authorised representatives

  • Property information

  • Service instructions

  • Communication records

  • Financial or administrative information necessary to provide services

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We take particular care when handling information relating to individuals who may require additional support or representation.

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Organisations and Corporate Clients

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Where we work with organisations, we may collect:

  • Business contact details

  • Names and roles of representatives

  • Service agreements

  • Property information

  • Communication records

  • Contract and project information

3. How We Use Your Information

We use personal information to:

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  • Deliver property services

  • Manage client instructions and agreements

  • Communicate with clients and authorised representatives

  • Carry out inspections, maintenance, and property-related work

  • Prepare reports and updates

  • Support probate and estate administration activities

  • Support Court of Protection-related property matters

  • Liaise with solicitors, deputies, attorneys, organisations, and professional advisers

  • Process payments and invoices

  • Maintain business records

  • Meet legal and regulatory obligations

  • Improve our services

4. Lawful Basis for Processing

We process personal information under one or more of the following lawful bases:

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Contractual necessity

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Where processing is required to provide agreed services.

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Legal obligation

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Where we are required to comply with legal duties or regulatory requirements.

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Legitimate interests

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Where processing is necessary for the effective operation of our business and delivery of professional services.

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Consent

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Where you have provided consent for specific processing activities.

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Vital interests

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Where processing is necessary to protect an individual’s interests in exceptional circumstances.

5. Sharing Information

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

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  • Solicitors and probate professionals

  • Court-appointed deputies or attorneys

  • Local authorities and public bodies

  • Landlords and property owners

  • Contractors and maintenance providers

  • Accountants and professional advisers

  • Technology and service providers

  • Regulators or authorities where legally required

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We only share information necessary for the purpose of providing our services and require appropriate safeguards to protect personal data.

We do not sell personal information.

6. Protecting Sensitive Information

Some clients, including probate and Court of Protection clients, may involve sensitive circumstances.

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We take additional care to ensure:

  • Information is only accessed by authorised persons

  • Client instructions are verified

  • Records are stored securely

  • Information is only used for legitimate purposes

  • Confidentiality is maintained throughout our services

7. Data Retention

We retain information only for as long as necessary to:

  • Provide services

  • Maintain accurate records

  • Meet legal, accounting, and regulatory obligations

  • Resolve disputes or enquiries

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When information is no longer required, it will be securely deleted or anonymised.

8. Your Rights

Under UK data protection law, you have rights including:

  • Accessing your personal information

  • Requesting corrections

  • Requesting deletion where appropriate

  • Restricting processing

  • Objecting to certain uses

  • Requesting transfer of your information where applicable

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Requests should be made using the contact details below.

9. Confidentiality and Professional Relationships

Legacy Property Services recognises the importance of confidentiality when working with:

  • Vulnerable individuals

  • Bereaved families

  • Probate representatives

  • Court-appointed decision makers

  • Professional organisations

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We aim to handle all information respectfully, securely, and professionally.

10. Contact Us

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

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Legacy Property Services
Email: info@legacylps.co.uk
Address: Riverview, Buckfastleigh, TQ11 0NF

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If you believe your data has not been handled correctly, you have the right to raise a concern with the UK Information Commissioner’s Office (ICO).

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Legacy Property Services
Professional property services delivered with care, confidentiality, and respect.

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