info@keyinproperties.co.uk | Call Us On 01274584457

LOGO Property Specialist

A professional service with a difference

1. Introduction

Key In Properties is a controller for the personal information that it collects and uses about you. We will treat your personal information as confidential and in accordance with applicable data protection legislation and your personal information will only be shared with others in accordance with this Privacy Notice.

2. What is personal information

Personal information is any information that tells us something about you. This could include information such as name, contact details, date of birth, bank account details or any information about your needs or circumstances which would allow us to identify you.

Some personal information is classified as "special" data under data protection legislation. This includes information relating to health, racial or ethnic origin, religious beliefs or political opinions and sexual orientation. This information is more sensitive, and we need to have further justifications for collecting, storing and using this type of personal information.

There are also additional restrictions on the circumstances in which we are permitted to collect and use criminal conviction data.

Any references to personal information in this privacy notice will include personal data, and where relevant, special categories of personal data.

3. What personal information do we collect?

We will collect your full name and contact details (such as phone number, email address and postal address) from you whenever you engage with us.

In addition, if we are providing a service to you, or on your behalf, where we are required to do so by law, we will collect information relating to your identity, which will be at least one form of photographic identification (such as a passport, a driving licence or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill).

We will also confirm whether you have any relatives or close connections working at Key In Properties so that we can consider potential conflict of interests and if identified how to manage these, in accordance with our statutory and regulatory obligations.

Depending on the service that we provide to you (or on your behalf) we may also collect additional personal information as detailed below: Buy, Let, and Rent

If you are letting a property through us;

  • We will collect a contact telephone number, email address and home address to get in touch with you about organising viewings and updating you on any offers received or rental applications for your property
  • .
  • Where you are not the legal owner of the property we will request details from you as to your ability to sell or let the property such as a Power of Attorney, Guardianship Order or Grant of Probate.
  • We will collect your bank account details to arrange payment of rent due to you

If you wish to rent a property we are listing;

  • Specific access requirements so that we can find a property that is suitable for your needs
  • We will request documents to confirm your identity (passport or driving licence), an employer reference to confirm your income and employment status, an existing landlord reference and copies of bank statements. With your personal information we will run a credit check to determine your credit history.
  • If you are a tenant renting under the 'Right to Rent' scheme we will collect details of your Biometric residence card, your immigration status document and/or your birth certificate to carry out our required checks under this scheme

PROPERTY MANAGEMENT

We collect personal information required to source a property for you and, where we engage with you to manage property on your behalf we will ask for additional emergency contact information in case we need to get in touch with you outside of working hours or in the event there is a matter requiring your urgent attention.

4. How we use your personal information

What is the legal basis of our data processing?

Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. We rely on the following legal bases to use your information;

  • For employment-related purposes
  • Where we need information to perform the contract we have entered with you
  • Where we need to comply with a legal obligation
  • Where the processing is necessary for us to carry out activities for which it is in Key In Properties legitimate interests (or those of a third party) to do so and provided that your interests and fundamental rights do not override those interests, including:
    • Processing that is necessary for us to promote our business, brands and products and measure the reach and effectiveness of our campaigns. this will include sending you marketing information from time to time after you have engaged us to provide services or received services from us either which may be similar and of interest to you or where you have expressly indicated that you would like to receive such information. You have the right to opt out of receiving this information at any time.
    • Processing that is necessary to improve our knowledge of the Lettings and management sector this will include undertaking market analysis and research so that we better understand trends in the property sector and provide better knowledge along with more tailored and relevant services for our customers in the future.
    • Processing necessary for us to operate the administrative and technical aspects of our business efficiently and effectively this will include: verifying the accuracy of information that we hold about you and create a better understanding of you as a customer; processing for administrative efficiency purposes such as where we outsource certain administrative functions to third parties who are specialise in such services; processing for network and information security purposes i.e. in order for us to take steps to protect your information against loss, damage, theft or unauthorised access or to comply with a request from you in connection with the exercise of any of your rights outlined below.

In more limited circumstances we may also rely on the following legal bases:

  • Where we need to protect your interests (or someone else's interests); and/or
  • Where it is needed in the public interest or for official purposes

We may process special categories of personal information and criminal conviction information in the following limited circumstances:

  • With your explicit consent, in which case we will explain the purpose for which the information will be used at the point where we ask for your consent.

HOW WE USE YOUR PERSONAL INFORMATION

For specific information on how your personal information will be used for the services you have requested from us, please select from any of the options below;

BUY, SELL, LET, RENT

  • We use your personal information for the purposes of fulfilling our obligations to you to let or sell your property or, if you are a buyer or tenant, for the purposes of arranging a contract for sale or a lease for you. Where requested we may pass your personal information to solicitors, financial advisors or chartered surveyors.
  • If you are purchasing a property we are acting as agents for the sale of or selling a property through us we will share your personal information with your appointed solicitors and the solicitors acting for the other side of the deal as is necessary to facilitate the sale or purchase.
  • If you are renting a property we are acting as letting agents of, we will share your personal data with third party referencing agencies for the purposes of the prevention and detection of crime, fraud and/or money laundering and checking your suitability to rent that property.

PROPERTY MANAGEMENT

  • Where we are managing property on your behalf we may need to pass your personal information from time to time on to third party contractors whom we have engaged to carry out maintenance on your properties.
  • Use your information in the same or similar way as set out in this privacy notice.
  • We will share personal information with our regulators, governmental or quasi-governmental organisations, law enforcement authorities and with courts, tribunals and arbitrators as may be required from time to time to comply with our regulatory and legal obligations;
  • Consent can be declined at any time.

What happens if you do not provide information that we request?

We need some of your personal information to perform the services you have requested from us. For example:

We also need some information so that we can comply with our legal obligations. For example, we may need identity documents from you to meet our obligations to prevent fraud and money laundering.

If you do not provide the information required for these purposes, we will not be able to perform our contract with you and may not be able to provide services to you or continue to provide certain services to you. We will explain when this is the case at the point where we collect information from you.

5. How we keep your information secure

The security of information is very important to us and we have measures in place which are designed to prevent unauthorised access to your personal information including but not limited to:

  • Our client files are stored on our secure client management systems. Access is restricted on our client systems to those within the business who are required to have access to your information for legitimate business purposes.
  • Hard copy documentation is stored in locked cabinets.

All data is hosted in data centres which have systems and protections in place to protect against both unauthorised access, and other external factors that could cause damage to, your personal data. There are strict access requirements in place and access is restricted to those necessary.

We ensure access to personal information is restricted to Key In Properties employees and workers or other persons working within Key In Properties on a need to know basis. Training is provided to Key In Properties employees and workers who need access to personal information.

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