Legal information

Privacy policy

Effective 29 August 2026

1. Who we are

Lochburn Holdings Limited is the controller of personal information covered by this policy.

Lochburn Holdings Limited is registered in Scotland under company number SC899201. Our registered office is 48 West George Street, Glasgow, G2 1BP.

For privacy enquiries, contact us at info@lochburnholdings.co.uk.

2. Information we collect

Depending on how you interact with us, we may collect:

• your name, job title and organisation;
• your date of birth, postal address, address history, email address and telephone number, where relevant;
• information contained in enquiries and correspondence;
• identity-verification information and copies of identification documents where reasonably required;
• application, affordability, credit-reference, employment, landlord-reference and guarantor information where relevant to a proposed letting;
• lease, tenancy, rent, deposit, payment, maintenance, property-access, complaint, dispute and insurance information;
• information required to manage properties, tenants, occupiers, emergency contacts, suppliers and professional services;
• payment, transaction and accounting information; and
• limited technical information recorded for website security and reliable operation, such as IP address, browser type and server logs.

Please do not send sensitive personal information unless it is necessary for the matter concerned.

Where information comes from

We may obtain personal information:

• directly from you, including through email, telephone conversations, meetings, applications and contractual documents;
• from a joint tenant, occupier, guarantor, emergency contact or authorised representative;
• from letting agents, property managers, previous landlords, employers and referees;
• from solicitors, accountants, surveyors, insurers, lenders and other professional advisers;
• from identity-verification, credit-reference and fraud-prevention providers, where used; and
• from public sources such as Companies House, Registers of Scotland, court records and other official registers.

3. How and why we use information

We may use personal information to:

• respond to enquiries and communicate with you;
• take steps before entering into a contract and administer contracts, leases and business relationships;
• manage commercial properties and associated services;
• maintain financial, tax, insurance and company records;
• establish, exercise or defend legal rights;
• meet legal and regulatory obligations; and
• protect our website, systems, properties and business from misuse or security threats.

4. Our lawful bases

We process personal information only where we have a lawful basis. Depending on the circumstances, we rely on:

• Contract: where processing is necessary to enter into or perform a contract with you.
• Legitimate interests: to operate and protect our business, manage properties and professional relationships, respond to business enquiries and maintain appropriate records, where those interests are not overridden by your rights.
• Legal obligation: where we must comply with tax, accounting, company, property, safety or other legal requirements.
• Consent: where we specifically ask for consent. You may withdraw it at any time.

Information required from you

Certain information may be required to verify identity, consider an application, enter into or administer a lease or tenancy, manage rent and property obligations, or comply with law. Where requested information is necessary for one of these purposes and is not provided, we may be unable to assess an application, grant or administer a lease or tenancy, or provide the relevant service.

Automated decision-making

Lochburn Holdings Limited does not make decisions producing legal or similarly significant effects solely by automated means. If this changes, we will provide the additional information required by data-protection law before using such a process.

5. Who we share information with

Where necessary and proportionate, we may share information with:

• our website, email, IT and secure storage providers;
• accountants, solicitors, surveyors, insurers, lenders and other professional advisers;
• property managers, contractors, utilities and other suppliers;
• payment providers and financial institutions;
• public authorities, regulators, courts or law-enforcement bodies where required; and
• a prospective purchaser, lender or adviser in connection with a legitimate corporate or property transaction.

We do not sell personal information.

6. International transfers

Some service providers may process information outside the United Kingdom. Where this occurs, we require an appropriate legal safeguard, such as UK adequacy regulations or approved contractual protections, unless another lawful exception applies.

7. How long we keep information

We retain personal information only for as long as reasonably necessary for the relevant purpose, including legal, accounting, insurance and reporting requirements.

• General enquiries that do not lead to a business relationship are normally retained for no more than 24 months after the last meaningful contact.
• Contractual, property, financial and transaction records are normally retained for at least six years after the relevant relationship or accounting period ends, and longer where needed for an ongoing lease, claim, legal obligation or legitimate business requirement.
• Technical security logs are retained only for a proportionate period required for security, investigation and service reliability.

8. Your rights

Subject to applicable conditions and exemptions, you may have the right to:

• request access to your personal information;
• ask us to correct inaccurate or incomplete information;
• request deletion or restriction of processing;
• object to processing based on legitimate interests;
• receive certain information in a portable format; and
• withdraw consent where consent is the lawful basis.

To exercise a right, email info@lochburnholdings.co.uk. We may need to verify your identity.

9. Complaints

Please contact us first if you have a concern so that we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office, the UK data-protection regulator, through ico.org.uk or by telephone on 0303 123 1113.

10. Website technology and cookies

This website does not use advertising cookies, behavioural tracking or analytics cookies. Our hosting provider may use strictly necessary technology and process limited server-log information to deliver and secure the website. Strictly necessary technology does not require consent under the usual cookie-consent rules.

If we introduce analytics, embedded media, advertising or other non-essential technology, we will update this policy and obtain consent where required.

11. Security

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse or alteration. No internet or email system can, however, be guaranteed completely secure.

12. Changes to this policy

We may update this policy when our activities, service providers or legal obligations change. The effective date shown above identifies the current version.