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Data Protection Policy/Privacy Notice

General Data Protection Regulations - (GDPR) (Regulation (EU) 2016/679)


Confidentiality of your personal information

Privacy Notice

We collect and use personal information you provide to us in compliance with the General Data Protection Regulations 2018. All information is treated as private and confidential.

How We Use Your Information

As a Landlord:

Your information is used solely to manage or find tenants for your property/properties as outlined in our Management Agreement. This includes tasks such as handling tenant issues, deposits, rent, property management, maintenance, administration, and ensuring compliance with legal and regulatory obligations.

As a Tenant:

Your information is used exclusively to carry out the tasks your landlord has engaged us to perform as their Managing Agent. This includes managing your deposit, rent, property administration, maintenance, issues related to your tenancy, and compliance with legal and regulatory obligations.

As a Guarantor:

Your information is used to fulfil the role of guarantor as per the landlord’s instructions. This includes administration, rent collection, property management, tenant-related matters, and legal compliance.

As a Permitted Occupier:

Your information is used to manage your role as a permitted occupier of the property. This includes administration, property management, and addressing issues related to your occupation, along with compliance with legal and regulatory requirements.

As a Relevant Person:

Your information is used to manage your connection to the property, tenancy, or tenant. This includes administration and ensuring compliance with legal and regulatory obligations.

Sharing Your Information

We may disclose your personal information in the following circumstances:

a. When legally required to do so.

b. To manage your business, tenancy, or guarantor obligations.

c. To third-party contractors or service providers.

d. To landlords or tenants if you are a guarantor.

e. With your written consent or at your request.

Data Retention

Your data is actively used while we manage a property, your tenancy, or your guarantor obligations. When our relationship ends, we will continue to use your data for any outstanding legal or contractual obligations, such as returning deposits. After this, your information will be retained only as long as required by law or regulations, for example, to provide historical records to authorities like HMRC, the ICO, or an ombudsman.

We ensure your data is not retained longer than necessary.

Consent and Your Rights

Before you become a landlord, tenant, guarantor, permitted occupier, or relevant person with Kind Rent Limited, we will obtain your informed consent to collect, process, and use your data. You also have the right to withdraw your consent at any time. To do so, please email us at privacy@kindrent.co.uk, and include "Withdraw Consent" in the subject line. We will process your request within 7 working days and confirm when your data has been updated or deleted, where applicable.

Annual Review of Privacy Notice

This privacy notice is reviewed annually to ensure it remains accurate and compliant with legal and regulatory requirements. The latest version will always be available on our website or upon request.

Complaints

If you have concerns about how your personal data is handled, you may:

For matters related to this policy and your data, please email us with the reference "Data Protection" at privacy@kindrent.co.uk.