1. Introduction
Kinswell Property Ltd (“Kinswell”, “we”, “us” or “our”) respects your privacy and is committed to handling personal information responsibly.
This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, contact us, enquire about our services or interact with us in connection with residential lettings and property management.
Kinswell Property Ltd is registered in England and Wales under company number 17202333.
Registered office: Piccadilly Business Centre, Unit C, Aldow Enterprise Park, Blackett Street, Manchester, United Kingdom, M12 6AE.
Email: info@kinswell.co.uk.
ICO registration number: ZC210088.
For the website processing described in this notice, Kinswell Property Ltd is the data controller. Data protection roles in other property-related arrangements are assessed separately where necessary.
2. Information we may collect
Depending on your interactions and the service requested, we may collect:
- Your name and contact details
- Information submitted through website enquiry forms
- Property addresses and property-related information
- Viewing and availability preferences
- Correspondence and records of communications
- Information necessary to respond to landlord and tenant enquiries
- Technical and website usage information collected through the systems and technologies described in our Cookie Policy
- Additional tenancy application, referencing or management information where separately notified and necessary
We aim to collect information that is relevant and necessary for a defined purpose.
Please do not submit sensitive personal information through general website enquiry forms unless specifically requested through an appropriate secure process.
3. How we use personal information
We may use personal information to:
- Respond to enquiries
- Discuss and arrange letting and management services
- Contact prospective tenants about specific property enquiries
- Arrange property viewings
- Administer relevant landlord or tenancy-related communications
- Maintain business records
- Address complaints and service queries
- Operate, maintain and secure the website
- Comply with relevant legal obligations
- Send marketing communications where permitted by applicable law
4. Legal bases
Depending on the particular processing activity, we may rely on:
Contract: where processing is necessary to enter into or perform a contract.
Legitimate interests: where processing is necessary for appropriate business operations, service communications, administration or security, subject to the required assessment and individual rights.
Legal obligation: where processing is necessary to meet applicable statutory duties.
Consent: where we request and rely on valid consent, including for certain marketing or website technologies.
| Purpose | Information | Lawful basis |
|---|---|---|
| Responding to a website enquiry | Name, contact details, enquiry content | Legitimate interests (responding to people who contact us), or steps taken at your request before entering into a contract |
| Arranging a viewing | Name, contact details, property, availability | Steps taken at your request before entering into a contract |
| Providing letting and management services | Landlord and tenant details, property and tenancy records | Contract; legal obligation (for example Right to Rent checks and record keeping) |
| Tenant referencing | Information you provide in a referencing application | Steps taken at your request before entering into a contract; you will be given separate information by the referencing provider |
| Handling complaints | Complaint details and correspondence | Legitimate interests; legal obligation under our redress scheme membership |
| Website security and operation | Technical data such as IP address in server logs | Legitimate interests (keeping the website secure and working) |
We do not ask for special category information (such as health information) through this website.
5. Who may receive information
We may share information where necessary and appropriate with relevant service providers or parties involved in an authorised service, such as:
- Website hosting and technical support providers
- Providers of website services such as enquiry-form delivery and web fonts
- Email and communication service providers
- Customer relationship management and property administration software providers
- Referencing and tenancy service providers
- Landlords and tenants where necessary for the relevant relationship
- Professional advisers
- Appropriate maintenance or specialist service providers
- Regulatory bodies and public authorities where required by law
Information is shared only on an appropriate legal basis and under the relevant contractual arrangements. Service providers acting on our behalf process personal information only on our instructions and are required to keep it secure.
If you would like more information about the organisations we share personal information with, please contact info@kinswell.co.uk.
6. International transfers
Some service providers may process personal data outside the United Kingdom.
Where personal information is transferred internationally, we assess and use applicable lawful transfer mechanisms and safeguards as required.
Some of our service providers, such as website hosting, enquiry-form delivery and web font providers, are based in or may process data in the United States. Where this happens we rely on the UK–US data bridge (the UK Extension to the EU–US Data Privacy Framework) where the provider is certified under it, or otherwise on the UK International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses.
7. How long we retain information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including applicable legal, accounting, contractual, regulatory or legitimate operational requirements.
Different record categories may have different retention periods.
| Record | How long we keep it |
|---|---|
| Website enquiries that do not lead to a service | 12 months from the last contact |
| Landlord, tenant and tenancy records | 6 years after the tenancy or agreement ends |
| Complaints | 6 years after the complaint is closed |
Records may be kept longer where the law requires it or where they are needed for a legal claim.
8. Security
We take appropriate organisational and technical measures designed to protect the personal information we process.
No method of internet transmission or electronic storage can be guaranteed to be entirely free from risk.
9. Your rights
Depending on the circumstances and applicable legislation, you may have rights to:
- Access your personal information
- Request correction of inaccurate information
- Request erasure
- Request restriction of certain processing
- Object to certain processing
- Request data portability where applicable
- Withdraw consent where processing relies on consent
These rights are subject to relevant legal conditions and exemptions.
To exercise a right, contact info@kinswell.co.uk.
You may also raise a concern with the Information Commissioner's Office at ico.org.uk (opens in a new tab).
10. Marketing
We do not currently send marketing emails or newsletters. If we do in future, we will handle them in accordance with the applicable data protection and electronic marketing rules.
Where consent is required, we seek it separately and provide a way to withdraw it.
Submitting a general enquiry does not amount to consent to unrelated marketing.
11. Cookies
Our website may use cookies and related technologies. For information on their purposes, your choices and how to manage preferences, see our Cookie Policy.
12. Updates
We may update this Privacy Policy when our services, website technologies or legal obligations change. The publication date is updated when material amendments are made.