Privacy Policy

Last updated: 10 October 2026

1. Who we are

Larchfield Asset Management Limited (“Larchfield”, “we”, “us”) is a residential block and estate management company. We are registered in England and Wales (company number 14727232) and our registered office is First Floor Office, 29-30 Fleet Street, Torquay, TQ1 1BB.

We are the controller of the personal data described in this notice and are registered with the Information Commissioner’s Office (ICO) under registration number ZB552241.

Louise Sims, Director, is responsible for data protection within Larchfield. You can contact her by email at lsims@larchfieldam.co.uk, by telephone on 01803 308482, or by post at the registered office address above.

2. Who this notice applies to

This notice explains how we collect and use personal data about:

• leaseholders, homeowners, landlords, tenants and other residents at developments we manage;
• directors and officers of the residential management companies, Right to Manage companies and freeholders we act for;
• people who enquire about our services, including through this website;
• contractors, suppliers and their staff; and
• visitors to this website.

3. The personal data we collect

Depending on your relationship with us, we may collect:

• identity and contact details, such as your name, postal address, email address and telephone number;
• property details, such as the property you own or occupy, your lease, title or tenancy, and any correspondence address;
• financial information, such as service charge and ground rent accounts, payment history, arrears and bank details used for payments or refunds;
• records of our communications with you, including emails, letters, telephone notes and maintenance reports;
• information about company officers held for statutory and Companies House purposes, where we provide company secretarial services; and
• technical information about your use of this website, as described in section 11.

We may also hold limited information about health or vulnerability where you, or someone acting for you, tells us, for example so that we can take it into account in fire safety or access arrangements. We will only use this where necessary and with appropriate safeguards.

4. Where we get your data from

We collect most personal data directly from you, online or on paper. We may also receive it from:

• the freeholder, residential management company or Right to Manage company we act for, or a previous managing agent;
• your solicitor, if you are buying a property at a development we manage (we will then write to you to confirm your details);
• a homeowner or leaseholder who lets their property, who will provide their tenant’s details so that we can contact the tenant where needed;
• HM Land Registry and Companies House; and
• contractors and other residents, for example when reporting an issue.

If we do not hold correct contact details for you, we and the freeholder or management company may be unable to contact you with important information about your property or to collect service charges and other sums due under your lease.

5. How we use your data and our lawful bases

• Managing the development and providing the services we are instructed to provide, including collecting service charges, arranging repairs, insurance and maintenance, consulting leaseholders, and handling enquiries and complaints. We rely on the performance of a contract (with you, or with the freeholder or management company we act for), our legitimate interests and those of our clients in managing the development properly, and compliance with legal obligations.
• Meeting our legal and regulatory obligations, including under landlord and tenant legislation, building safety and fire safety law, company law, anti-money laundering rules and tax law, and the requirements of RICS and The Property Ombudsman. We rely on legal obligation and legitimate interests.
• Providing company secretarial services, including maintaining statutory registers and preparing Companies House filings. We rely on the performance of a contract and legal obligation.
• Responding to enquiries made through our website or otherwise. We rely on our legitimate interests in responding to you and, where relevant, taking steps at your request before entering into a contract.
• Recovering money owed and dealing with disputes. We rely on our legitimate interests and those of our clients.

We will never sell your personal data or pass it to third parties for their marketing. We do not use your personal data for automated decision-making.

6. Who we share your data with

We share personal data only where necessary to manage the development and our relationship with you, or where required by law. This may include:

• the freeholder, residential management company, Right to Manage company or board of directors we act for;
• contractors, suppliers and utility companies providing services at the development;
• insurers and insurance brokers for the development;
• our property management software, online portal, IT and email providers, and other service providers who process data on our behalf under contract;
• accountants, auditors, surveyors and solicitors;
• fraud prevention agencies, debt collection agents, and courts or tribunals where necessary;
• Companies House, HMRC and other regulators or public bodies where we are required to;
• RICS and The Property Ombudsman, where needed for regulatory or complaint purposes; and
• a prospective buyer of our business, under a duty of confidentiality, if there is a change of ownership.

7. International transfers

Some members of our team work remotely from South Africa. They are employed by SA Konexion (Pty) Ltd, a South African company, and access personal data on our systems so that they can carry out their work for us. South Africa is not covered by UK “adequacy” regulations, so UK data protection law requires additional safeguards for this data. These team members are bound by confidentiality obligations, work within our own systems and security controls, and are subject to South Africa’s data protection law (the Protection of Personal Information Act 2013). We are also putting in place the ICO’s International Data Transfer Agreement with their employer. You can contact us for more information about these safeguards.

Some of our service providers may also store or process data outside the UK. Where they do, we make sure the transfer is covered by UK adequacy regulations or appropriate safeguards.

8. How long we keep your data

We keep personal data only for as long as we need it for the purposes described above, including to meet legal, accounting and regulatory requirements and to deal with any claims. In general:

• service charge, accounting and financial records are kept for at least six years after the end of the financial year to which they relate, and longer where they may be needed in connection with claims under a lease;
• records relating to your property, lease and correspondence are kept while we manage the development and for six years after you cease to own or occupy the property or we cease to manage the development, whichever is earlier;
• where records are needed for longer, for example building safety, health and safety or major works records, or records relating to a claim or dispute, we keep them for as long as they remain relevant; and
• website enquiries that do not lead to us acting for you are kept for up to 12 months.

When we stop managing a development, we transfer the records relating to it to the incoming managing agent, freeholder or management company. From the date of handover, they are responsible for that information, and any requests about it should be made to them. We keep only the limited records we need for our own legal, accounting and regulatory purposes or to deal with any claims, and we remain responsible for those records until they are securely destroyed.

9. How we keep your data secure

We have internal policies and controls to protect personal data against loss, accidental destruction, misuse or disclosure, and to make sure it is only accessed by staff in the proper performance of their duties. Electronic information is held in password-protected systems. Paper documents are scanned and securely destroyed, unless we need to keep the original, in which case it is stored securely.

Third parties who process personal data on our behalf do so only on our written instructions, are under a duty of confidentiality and must have appropriate security measures in place.

If a personal data breach occurs that is likely to pose a risk to individuals’ rights and freedoms, we will report it to the ICO within 72 hours of becoming aware of it. If it is likely to result in a high risk, we will also tell the people affected without undue delay.

10. Your rights

You have the right to:

• ask for a copy of the personal data we hold about you (a subject access request);
• ask us to correct personal data you believe is inaccurate or incomplete;
• ask us to erase your personal data, in certain circumstances;
• ask us to restrict how we use your personal data, in certain circumstances;
• object to our use of your personal data where we rely on legitimate interests; and
• ask us to transfer personal data you have given us to another organisation, or to you, in certain circumstances.

Where we rely on your consent, you can withdraw it at any time. There is normally no charge for making a request. We will usually respond within one month, although this may be extended in some circumstances, in which case we will let you know. To make a request, please contact Louise Sims using the details in section 1. Please also let us know promptly if your contact details change.

11. Cookies

Our website uses cookies. Strictly necessary cookies are used to make the website work. Optional cookies are only set if you select “Accept” on our cookie banner, and you can change your choice at any time using the Cookie settings link.

12. Complaints

If you are unhappy with how we have handled your personal data, please contact us first so that we can try to put things right. You also have the right to complain to the Information Commissioner’s Office: website ico.org.uk, telephone 0303 123 1113, or by post to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

13. Changes to this notice

We keep this notice under regular review. The latest version will always be available on this page.