LOPES & CO PRIVACY NOTICE​

​Last updated: 3rd September 2026

 

About this notice

​This notice explains how we collect, use, store and share personal data, and what rights you have over that data.

It applies to everyone whose personal data we handle, including visitors to our website, people we accommodate, property owners and landlords we work with, contractors and suppliers, and anyone who contacts us.

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Who we are

​Lopes & Co Accommodation Solutions Ltd ("we", "us", "our").

Registered in England and Wales, company number 16602767
Registered office: 61 Bridge Street, Kington, HR5 3DJ

Registered with the Information Commissioner's Office, registration number ZC033907

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We are the "data controller" for the personal data described in this notice, which means we decide why and how it is used. In some situations, where we manage a property on behalf of its owner, we may act as a "data processor" on that owner's instructions. Where that is the case, the owner's own privacy notice will also apply.

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How to contact us about your data:
Email: info@lopescosolutions.co.uk — please mark your message "Data protection"
Post: 61 Bridge Street, Kington, HR5 3DJ

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The personal data we collect​​​

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If you visit our website

Our website is built and hosted on Wix. When you visit, Wix places cookies and collects technical information including your IP address, device type, browser and the pages you view. Some of this is necessary for the site to work and to keep it secure. Where you agree, we also use analytics information to understand how the site is being used so we can improve it.

Wix processes this information on our behalf. Wix also processes some information for its own purposes as a controller, which is explained in Wix's own privacy policy at wix.com.

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If you contact us

Whether you use a form on our website, email us, or telephone us, we will hold:

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• Your name, email address, telephone number and organisation.

• The content of your enquiry and any correspondence with us.

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If we accommodate you

• Your name, date of birth and contact details.

• The name and contact details of your emergency contact or next of kin.

• The names, dates of birth and ages of anyone staying with you, including children and dependants.

• Your referral details from the local authority that placed you.

• Occupancy agreements, our terms of occupancy, inventories, and records of your occupancy.

• Records of maintenance and repair requests you raise, and our responses.

• Correspondence with you, your local authority, or your support worker.

• Records of any incidents, complaints, damage, anti-social behaviour or breach of agreement.

• Records of any damage, loss or breach of our terms of occupancy.

• Photographs of the property condition, which may occasionally include personal belongings.

• CCTV footage of communal areas at properties where CCTV is in operation.

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We may also handle more sensitive information about you, described under Sensitive personal data below.

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If you are an emergency contact or next of kin

​Where someone we accommodate gives us your details as their emergency contact, we hold your name, telephone number and email address. We use these only to contact you in an emergency relating to that person. We ask them to let you know they have given us your details.

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Children

Where a household placed with us includes children or dependants, we hold their names, dates of birth and ages, and the same occupancy records we hold for the household as a whole. We hold this information because the local authority provides it when making a placement, and because we need to know who is staying at a property.

 

We do not use children's information for any purpose other than providing and managing the accommodation and keeping people safe. Where a safeguarding concern arises, we may share information with the local authority, the police or other agencies.

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Information about children is treated as sensitive, and is subject to the same protections and retention periods set out in this notice. A parent or guardian may exercise the rights set out below on a child's behalf.

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If you are a property owner, landlord or partner

• Your name, contact details and correspondence with us.

• Property details, ownership and title information.

• Bank details for payments.

• Compliance documentation such as gas safety certificates, electrical reports and insurance.

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If you are a contractor, supplier or work with us

• Your name, contact details and business details.

• Insurance, qualification, certification and right-to-work documentation.

• Bank details, invoices and payment records.

• Records of work carried out and access arrangements.

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Sensitive personal data​

Some of the information we hold about people we accommodate is what the law calls "special category data" and "criminal offence data". This requires extra protection, and we handle it accordingly.

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Where a local authority refers or places someone with us, the information they send us may include:

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• Health information, including physical health, mental health, disability and mobility needs.

• Information about substance dependency, where relevant to a placement.

• Information about vulnerability, support needs and safeguarding concerns.

• Information about criminal convictions, alleged offences, or risks recorded by the referring authority.

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We use this information only to provide accommodation safely, to protect the person concerned, to protect others living at or visiting the property, and to protect our staff and contractors.

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Our lawful basis

Where we process special category data, we rely on Article 9(2)(g) of the UK GDPR, substantial public interest, together with the safeguarding of children and of individuals at risk condition in Part 2 of Schedule 1 to the Data Protection Act 2018. We also rely on Article 9(2)(f), legal claims, where information is needed to establish, exercise or defend a legal claim. Where we process criminal offence data, we rely on the same conditions in Schedule 1.

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Our safeguards

We keep this information separate from our general records and restrict access to it. Contractors, cleaners and maintenance providers are given only the property address and details of the work required. They are not given occupier names, health information, vulnerability information or offence information. We hold an Appropriate Policy Document setting out how we comply with the data protection principles for this information, and our policies for retaining and erasing it. A copy is available on request.

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How long we keep it​

We keep this information only for as long as it is relevant to the placement and to any subsequent dispute or claim. It is subject to shorter retention periods than our general records, and is reviewed and deleted when it is no longer needed.

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Where we get your data from​

Most of the information we hold comes directly from you. We also receive personal data from:

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• Local authorities, when they refer or place someone in accommodation.

• People we accommodate, who give us the details of their emergency contact or next of kin, and of children and dependants staying with them.

• Property owners and landlords whose properties we manage or lease.

• Support workers, social services and other agencies involved in a placement.

• Contractors and cleaners reporting on the condition of a property.

• Publicly available sources such as Companies House and the Land Registry.

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Why we use your data, and our lawful basis​

• Providing and managing accommodation, and administering our terms of occupancy. — Performance of a contract.

• Repairs, maintenance and property management. — Contract, and legitimate interests in maintaining our properties​.

• Health and safety, gas and electrical compliance, fire safety. — Legal obligation.

• Contacting your next of kin in an emergency. — Legitimate interests in protecting the health and safety of people in our accommodation, and vital interests in an emergency.

• Invoicing local authorities for placements. — Legitimate interests in operating our business and recovering sums owed.

• Accounting, tax and statutory record keeping. — Legal obligation.

• Responding to enquiries and correspondence. — Legitimate interests in responding to people who contact us.

• Handling complaints, disputes and legal claims. — Legitimate interests in defending our position, and legal obligation.

• Safeguarding concerns, including concerns relating to children — Legal obligation, and substantial public interest under Article 9(2)(g), as described under Sensitive personal data above.

• ​Marketing our services to businesses and property owners. — Legitimate interests, or your consent where required.

• Preventing and investigating fraud, damage or anti-social behaviour, including through CCTV. — Legitimate interests in protecting our property, our staff and people living in our accommodation.

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Where we rely on legitimate interests, we have considered whether our interests are outweighed by your rights, and you can ask us for details of that assessment.​​

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Where we rely on your consent, you can withdraw it at any time by contacting us. Withdrawing consent does not affect anything we did before you withdrew it.

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Who we share your data with​

We share personal data only where we need to. Recipients may include:​

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• Local authorities and housing teams, in connection with placements.

• Property owners and landlords whose properties we manage or lease.

• Contractors, maintenance providers and cleaners who need access to carry out work, limited to the property address and the work required.

• Utility providers and council tax departments, to open and close accounts.

• Our accountant, bookkeeper and professional advisers.

• Our banking and accounting providers.

• Our IT and software providers, including Wix and Microsoft, who host our website, email and documents.

• Our insurers and, where necessary, legal advisers.

• The police, emergency services, children's services or other agencies, where there is a safeguarding concern or a legal obligation to do so.

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We do not sell your personal data, and we do not share it for anyone else's marketing.

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Where your data is held​

Our systems are provided by Wix and Microsoft. Our email, documents and files are stored in Microsoft's United Kingdom data region. Where these providers transfer data outside the UK, they do so under their own approved transfer arrangements, which include the UK Addendum to the EU Standard Contractual Clauses.

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Our business is operated from the United Kingdom and our data is stored in the United Kingdom as described above. Our systems are sometimes accessed from within the European Economic Area, which is covered by UK adequacy regulations.

You can ask us for more detail about the arrangements that apply.

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How long we keep your data​

We keep personal data only as long as we need it. Our standard periods are:

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• Occupancy records, agreements and correspondence — 6 years after the placement ends.

• Special category and criminal offence data received from referrals — 12 months after the placement ends, unless needed for a live dispute or claim.

• Emergency contact and next of kin details — Deleted when the placement ends, unless needed for a live dispute or claim.

• Records relating to a dispute, complaint or claim — 6 years after the matter is concluded.

• Financial and accounting records — 6 years after the end of the financial year they relate to.

• Health and safety and compliance certificates — 6 years, or for the life of the property record where longer.

• Enquiries that do not lead to a placement or contract — 12 months.

• Contractor and supplier records — 6 years after the relationship ends.

• Marketing contacts — Until you ask us to stop, reviewed every 2 years.

• Website enquiry forms and email correspondence — 2 years, unless they form part of a record above.

• CCTV footage — 30 days, unless needed for an ongoing investigation, complaint or claim.

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Where we no longer need personal data, we delete it securely or anonymise it.

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Cookies and our website​

Cookies are small files placed on your device when you visit a website.

Our website is hosted on Wix. Wix sets cookies that are strictly necessary for the site to function, including for security and to remember your preferences during a visit. These cannot be switched off.

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We may also use analytics cookies, which help us understand how visitors find and use our site. These are only set if you agree.

You can accept or decline non-essential cookies using the banner shown when you first visit, and you can change your choice at any time by clearing your browser cookies and revisiting the site. Most browsers also let you block or delete cookies through their settings. Blocking strictly necessary cookies may stop parts of our website working properly.

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For more detail on the cookies Wix sets, see Wix's cookie information at support.wix.com.

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CCTV

CCTV operates in the communal areas at some of the properties we manage. Where it does, signs are displayed at the property telling you that CCTV is in operation and how to contact us. It is never used inside any flat or in any private area.

 

We use CCTV to prevent and detect crime, to protect the property and our residents, and to help us investigate incidents, damage or anti-social behaviour. Our lawful basis is legitimate interests in protecting our property and the safety of people living at and visiting the building.

Footage is kept for 30 days and then automatically overwritten, unless it is needed for an ongoing investigation, complaint or legal claim, in which case it is kept until that matter is concluded.

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We do not routinely share footage with anyone. We may share specific footage with the police or another agency where they make a proper request in connection with an investigation, or where we are required to by law. We only provide the specific footage requested, and we record what was shared and why.

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If CCTV operates at the property where you are staying, you have the right to ask for a copy of footage of yourself. Please email info@lopescosolutions.co.uk marked "Data protection", telling us the date, approximate time and location so we can find it. We may need to obscure other people who appear in the footage.

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Your rights​

You have the following rights over the personal data we hold about you:

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• Access — ask for a copy of your personal data.

• Rectification — ask us to correct data that is inaccurate or incomplete.

• Erasure — ask us to delete your data, in certain circumstances.

• Restriction — ask us to limit how we use your data while a concern is resolved.

• Objection — object to our use of your data where we rely on legitimate interests, and object to direct marketing at any time.

• Portability — ask us to transfer certain data to you or another organisation.

• Withdraw consent — where we rely on your consent.

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These rights also apply to children. A parent or guardian may exercise them on a child's behalf.

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Some of these rights are not absolute. For example, we may not be able to delete data we are required to keep for tax, legal or contractual reasons. If we cannot do what you have asked, we will explain why.

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How to make a request: email info@lopescosolutions.co.uk, marked "Data protection", or write to us at 61 Bridge Street, Kington, HR5 3DJ. You do not need to use any particular form of words.

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We will respond within one month. If your request is complex, or you have made several requests, we may extend this by up to two further months, and we will tell you within the first month if we need to. There is no charge, unless a request is manifestly unfounded or excessive.

We may need to verify your identity before we respond.

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How we protect your data​

We take security seriously. Our measures include encrypted devices, multi-factor authentication on our accounts, controlled access so that people only see the data they need, secure and encrypted backups, and keeping our systems up to date.

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If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will report it to the Information Commissioner's Office within 72 hours of becoming aware of it, and we will tell you directly where the risk to you is high.

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Complaints​

If you are unhappy with how we have handled your personal data, please contact us first so we can try to put it right.

You also have the right to complain to the Information Commissioner's Office:

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Website: ico.org.uk
Helpline: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

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Changes to this notice

We may update this notice from time to time. The date at the top shows when it was last changed. Where changes are significant, we will tell people it affects directly.