Privacy policy

mylandreport.co.uk is operated by Peter W Jones Limited, the controller responsible for the personal information described in this notice under the UK GDPR and Data Protection Act 2018, as amended.

Privacy contact: hello@mylandreport.co.uk.

Postal contact: Business correspondence address to be confirmed before launch.

• Customer and project records: name, email address, account identifier, project name and reference, and related correspondence where provided. The development service currently uses a test account.
• Land information: location search terms, drawn boundaries, coordinates, parcel measurements and the location you ask us to research. These can be personal information when linked to an identifiable person.
• Research and reports: source material, report PDFs, maps, supporting files, recommendations and processing status, including error and retry records.
• Technical information: requests to the service and diagnostic logs. Hosting and map providers may also receive IP addresses, browser information and request times when handling connections.

Research may include names, addresses or property associations from public maps, planning records, heritage records, archives and other published sources. Individual sources are identified in the report where used. Please avoid putting unrelated personal details, sensitive information or information about children in project names or searches.

The following lawful bases are proposed for the customer service and must be confirmed before launch:

• Providing a requested service — contract: creating projects, researching the submitted land, delivering reports and handling service queries when you are the customer.
• Operating and protecting the service — legitimate interests: troubleshooting, preventing misuse, managing business customer contacts and addressing disputes. These interests must be balanced against individuals’ rights.
• Relevant public-source research — legitimate interests: preparing land evidence for customers where information about other living people is necessary and proportionate. Public availability alone does not justify use; relevance and the impact on those people must be assessed.
• Required records and disclosures — legal obligation: complying with applicable accounting requirements and lawful regulatory requests.

A location and boundary are needed to research a parcel; without them the report cannot be prepared. Viewing this policy does not require a report request. Agreeing to this policy is not treated as consent to unrelated uses of your information.

Project details are stored by the website and sent to the private OpenClaw report service to carry out research and create deliverables. That workflow can use external research and AI services; a private server does not mean that all processing stays on that server. The production provider list and their handling of report inputs must be confirmed before launch.

Location search sends your search text through our server to OpenStreetMap’s Nominatim service. Ordnance Survey supplies the configured base map through our server. A fallback map, such as OpenFreeMap, can be loaded directly by your browser, allowing its provider to receive your IP address and map requests. Map and research requests reveal the area of land being viewed or investigated.

Hosting, storage and technical support suppliers may process information needed to operate the service. Reports are delivered to the requesting customer and can contain relevant information about third parties. Advisers or authorities may receive information where needed for a legal obligation or a justified legal claim.

Supplier locations and remote access arrangements have not yet been verified. We cannot currently promise UK-only processing. Before launch, this section must identify any restricted international transfers, the applicable adequacy regulations or other lawful safeguards, and how you can obtain details or a copy of those safeguards.

UK GDPR does not set one standard retention period for all customer records. Retention should reflect why each record is needed, including report access, resolving queries, proportionate evidence for legal claims and any statutory requirements.

• Accounting and tax records, where collected: normally six years from the end of the last company financial year they relate to, with longer retention where legally required. This does not automatically apply to every report or account record.
• Customer accounts, projects, research and reports: the retention schedule is awaiting confirmation, taking account of the agreed service period and justified support or claims needs.
• Diagnostic logs, temporary files and backups: separate expiry and deletion arrangements must be confirmed for the website, report server and suppliers before launch.

The development service does not currently enforce automatic expiry of projects and reports. This draft is not a promise of automatic deletion. A deletion process, including handling backup copies and any justified legal hold, must accompany the final schedule.

The current website application has no advertising or analytics integration and does not intentionally set tracking cookies. Map resources and ordinary browser caching are used to display the service. Third-party map behaviour and the final hosting and sign-in setup must be checked before launch, and this notice updated to describe any cookies or similar storage they use, including their purposes and lifetimes.

Automated tools assemble land evidence, produce maps and draft report content and recommendations. They can make mistakes. The service produces information for users to assess; it does not itself grant planning permission, determine ownership or decide a person’s legal rights or eligibility for a service.

The development setup uses a test identity and is not suitable for public customer access. Production authentication, access controls, supplier arrangements, secure storage and incident procedures must be verified before live personal data is accepted.

Depending on the processing and applicable exceptions, you may request access to your personal information, correction, deletion, restriction or a portable copy. These rights also apply to people mentioned in research who are not customers. If consent is used for a future optional feature, you can withdraw it without affecting earlier lawful use.

Requests can be made verbally or in writing to Peter W Jones Limited; no special wording is required. You can email hello@mylandreport.co.uk. We may need proportionate information to verify your identity. Requests are normally free and handled within one month; any lawful extension or refusal must be explained. Deletion may be limited where records are needed for a legal obligation or legal claim.

You can raise a data protection concern with Peter W Jones Limited using the privacy contact above. The complaints procedure must be in place before launch. You also have the right to complain to the UK Information Commissioner’s Office (ICO).

Make a complaint to the ICO · ICO contact details

This page will be updated as mylandreport.co.uk develops and its data handling arrangements are finalised. The date above identifies the latest revision. Material changes affecting customers will need to be brought to their attention through an appropriate service channel.