Privacy Policy

This Privacy Policy sets out how Landmark processes personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy applies across the Landmark business and confirms the GDPR governance framework and controls in place. 

• Landmark ensures that individuals are informed at the point where their personal data is collected, or as soon as reasonably practicable thereafter, about how and why their data will be processed. Individuals are provided with access to this Landmark Privacy Policy, which explains:  

• The purposes and lawful bases for processing under UK GDPR  

• How long personal data will be retained 

• Who personal data may be shared with 

• The rights available to individuals under UK GDPR. 

• This policy is made available through appropriate channels and is written in clear and accessible language.

• Landmark collects and processes personal data only where there is a valid lawful basis under Article 6 of the UK GDPR and where the processing is necessary to:  

• Deliver business operations and services 

• Meet contractual obligations 

• Comply with legal or regulatory requirements 

• Protect vital interests. 

• Personal data collected will be 

• Adequate, relevant, and limited to what is necessary for the stated purpose (data minimisation) 

• Not excessive, speculative, or collected on a “just in case” basis 

• Subject to periodic review to ensure ongoing relevance and accuracy. 

• Excessive, irrelevant, or unjustified personal data will not be collected or retained.

The cookies we use originate from Google or Google Analytics for the purpose of storing your Google preferences, tracking and targeting and helping us to count how many people visit our site.

Data Retention 

Landmark maintains defined retention periods for all categories of personal data in line with the UK GDPR storage limitation principle.  

• Retention periods: 

• Are based on legal, regulatory, contractual, and business requirements 

• Are documented within Landmark’s Data Retention Schedule 

• Ensure that personal data is not kept for longer than is necessary for the purposes for which it was collected. 

• At the end of the applicable retention period, personal data will be securely deleted, anonymised, or destroyed in accordance with Landmark’s information security and records management policies, unless continued retention is required by law. 

Governance, Accountability, and Compliance 

Landmark takes its accountability obligations under UK GDPR seriously and has implemented appropriate technical and organisational measures to demonstrate compliance.  

• This includes: 

• Appointment of a Data Protection Officer (DPO) 

• Staff training and awareness on data protection responsibilities 

• Ongoing monitoring, internal audits, and policy reviews 

• Clear reporting and escalation procedures for data protection concerns. 

• Compliance with this Privacy Policy is mandatory for all Landmark employees, contractors, and third parties acting on Landmark’s behalf. Failure to comply may result in disciplinary action and, where appropriate, regulatory or legal consequences. 

Purpose Limitation and Changes to Processing 

Personal data is processed only for specified, explicit, and legitimate purposes that have been communicated to individuals at the time of collection.  

• Where Landmark proposes to process personal data for a new or materially different purpose: 

• The proposed change must be notified to the Data Protection Officer (DPO) in advance 

• The lawful basis for the new processing activity will be reviewed and documented 

• A Data Protection Impact Assessment (DPIA) will be completed where required 

• Individuals will be informed of the change and, where required by UK GDPR, renewed consent will be obtained before processing begins. 

• No new processing activity may commence without appropriate approval and compliance checks.

We use information held about you in the following ways:

• To ensure that content from our site is presented in the most effective manner for you and for your computer.
• To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
• To carry out our obligations arising from any contracts entered into between you and us and to enable us to provide you with the best service possible.
• To allow you to participate in interactive features of our service, when you choose to do so.
• Where applicable, to provide access to privileged and/or restricted areas of our site and to provide you with additional information relevant to you.
• To notify you about changes to our service, and to monitor and improve our site.

We may also use your data, or permit selected third parties to use your data, to provide you with information about goods and services which may be of interest to you and we or they may contact you about these by email, post or telephone.

If you are an existing customer, we will only contact you by electronic means (e–mail or SMS) with information about goods and services similar to those which were the subject of a previous enquiry made to you.

If you are a new customer, and where we permit selected third parties to use your data, we, or they, will contact you by electronic means only if you have consented to this.

If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please tick the relevant box situated on the form on which we collect your data or email us at info@landmarksystems.co.uk.

We may agree to third party advertising being placed on our site. The advertisements that appear will be delivered to you, on our behalf, by our web advertising partners. Information about your visits to our site, such as the number of times you have viewed an advertisement (but NOT your name, address or other personal details) is used to serve such third party advertisements.

If you access other sites using the links provided, the operators of these sites may collect information from you which will be used by them in accordance with their privacy policy, which may differ from ours.

We may disclose your personal information to third parties on the following basis:

• If it is necessary to do so in order to adequately provide the services to you;
• In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
• If Landmark Systems Limited is, or substantially all of its assets are, acquired by a third party, in which case personal data held by it about its customers may be one of the transferred assets.
• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use or terms and conditions of business and other agreements; or to protect the rights, property, or safety of Landmark Systems Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

This site uses Google Analytics (GA) to track user interactions. We use this data to determine the number of people using our site, to better understand how they find and use our website and to see their journey through the website.

Although GA records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you. GA also records your internet connections IP address which could be used to personally identify you but Google does not grant us access to this. We consider Google to be a third party data processor (see section 7).

GA makes use of cookies, details of which can be found on Google’s developer guides. Our website uses the analytics.js implementation of GA.

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at 6 Swan Court, Station Road, Pulborough, West Sussex, RH20 1RL or at info@landmarksystems.co.uk

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee to meet our costs in providing you with details of the information we hold about you.

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e–mail, but you should also regularly check this page for any changes.

In the UK, we operate and are registered, in accordance with the applicable data protection legislation.

You always have the right to opt–out of subscribing to our site, and to receive emails and newsletters from us. If you wish to opt–out, please send an email requesting to unsubscribe to info@landmarksystems.co.uk.

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to 6 Swan Court, Station Road, Pulborough, West Sussex, RH20 1RL or at info@landmarksystems.co.uk.

Open 5 days a week Mon – Fri.
9.00am to 5.30pm.

6 Swan Court
Station Road
Pulborough
West Sussex
RH20 1RL

Tel : 01798 877100
Fax : 01798 875392

info@landmarksystems.co.uk