Privacy notice

This notice explains what personal information Land Police collects, why, who sees it, how long we keep it and the choices you have.

Who is responsible

LAND POLICE, LLC (“Land Police”, “we”), 101 Peninsular Highway, York Village, Freetown, Sierra Leone. Phone +232 72 832 321. Email legalteam@landpolice.com.

Questions or requests about your personal information go to legalteam@landpolice.com.

The law

Sierra Leone's Constitution protects privacy, and the Cyber Security and Crime Act 2021 and our contracts protect the information we hold. Sierra Leone does not yet have a comprehensive data protection law: the Data Protection and Right of Access to Information Bill is before Parliament. Until it becomes law we follow internationally recognised data protection principles, and we will update this notice to meet the new law when it is in force.

What we collect

Account details: name, email, phone (if you give it), organisation and role.
Verification details for professional users and escrow parties: licence or appointment details, identity documents, proof of address and, for escrow, source-of-funds information.
Payments: what you bought, amounts, references and receipts. Card details are handled by Stripe; we never see or store full card numbers. For mobile money we see the sending number, amount and transaction ID in the payment message.
Land information: documents you upload (deeds, survey plans, allocation letters), parcels you add, reports you run and transactions you take part in.
Security records: sign-ins, failed sign-in attempts, the device and IP address used, and every administrative action, kept in an audit log.
Messages you send us, including complaints.

Certificate searches need no account and we don't ask who you are. We do not knowingly collect information about children; accounts are for adults only.

Why we use it

To provide the services you ask for: reports, certificates, subscriptions, escrow, marketplace and registry tools (to perform our contract with you).
To verify professional users and the parties to land transactions, and to prevent land fraud, forgery and double sales (our legitimate interest in a trustworthy register, and yours).
To meet legal duties, including anti-money-laundering checks, record-keeping and accounting, and responding to lawful requests from courts and authorities.
To keep accurate land records, because a land register must be complete.
To send service messages (receipts, security alerts, renewal reminders, changes to these policies).
News and offers by email only if you opt in (My account → Privacy & your data). It is off unless you switch it on, and every such email has an unsubscribe link that works in one click, without signing in. We act on it at once.

Automated tools read documents and payment messages and suggest risk scores. They support staff decisions: a person reviews anything that affects your rights, such as refusing verification, suspending an account or withdrawing a certificate, and you can ask for that review.

Who can see it

You can see and download your own information at any time.
Verified professional users see only the records their role allows. The public register shows parcel and certificate information, never your account details.
Land Police staff see your details only when they need them for their work, and every administrative action is logged.
Service providers who process information for us under contract: Supabase (database, sign-in and file storage), Netlify (website hosting), Stripe (card payments), Cloudflare (security check), Anthropic (automated reading of documents and payment messages), OpenStreetMap (map images), Esri (satellite map images, only when you choose them), our banks and mobile money operators (payments), and Resend (account emails such as sign-up confirmations and password resets). They may only use it to provide their service to us.
The other party to your transaction, to the extent needed (for example, a buyer sees the verified seller's name on the escrow).
Courts, the police, the Financial Intelligence Agency and regulators, when the law requires it.

We never sell your information or use it for advertising.

Where it is stored

Our main database is in the United States, and other service providers' servers are also outside Sierra Leone, mainly in the United States and Europe. We choose providers with strong security, contracts that protect your information, and encryption in transit and at rest.

How we protect it

Encrypted connections (HTTPS) and encrypted storage.
Database rules that limit every record to the people allowed to see it; passwords stored only as one-way hashes.
Short-lived sign-in tokens, automatic sign-out after 30 minutes without activity, sign-out of all devices, limits on repeated wrong passwords, and a bot check on sign-in.
Immediate suspension controls, staff access on a need-to-know basis, and an audit log of administrative actions.
Regular backups, and a test every quarter that restores a backup into a separate, temporary system to prove the records come back complete. The temporary copy is destroyed as soon as the test ends.

If something goes wrong

If a security incident is likely to put your information at risk, we tell you without undue delay, and in any case within 72 hours of confirming it, with what happened, what information was involved, what we are doing and what you can do. We also inform the authorities where the law requires.

How long we keep it

How long we keep information
Information	How long
Account details	While your account is open. On deletion we remove your name and email and block sign-in.
Identity and source-of-funds checks for escrow	5 years after the transaction ends (anti-money-laundering law)
Payments, receipts and invoices	7 years (tax and accounting records)
Land records: titles, transfers, surveys, certificates	Permanently, because the register must be complete; after account deletion they no longer point to you
Uploaded documents not attached to a land record	Deleted with your account, or after 2 years
Files whose upload was never completed	7 days
Unpaid orders	Closed after 30 days; kept as a record for 7 years with payments
Security and audit logs	3 years, because land disputes can surface years later
Complaints	3 years after closing
Backup copies of the database	Up to 30 days, replaced on a rolling basis. Information you have deleted leaves the backups within that time.

Your rights

See and download your information: My account → Privacy & your data, or email legalteam@landpolice.com.
Correct anything that is wrong.
Delete your account. We confirm within 30 days. Some records must be kept, as shown above.
Object to a use based on our legitimate interests, or withdraw consent to optional emails.
Ask for a person to review any decision made with automated tools.

We answer requests within 30 days and don't charge for them. We may ask you to confirm your identity first. If you are unhappy with our answer, see complaints.

Changes

We tell you by email and in the platform before any significant change to this notice. The version and date are shown below.

Version 1.3 · in force from 11 November 2026