Please find below our GDPR Privacy Policy which explains about your personal data. This is incorporated into our terms of dealing with you, it is necessary for our dealings with you and does not require any additional consent. If however you are not happy with our policy, you do have the choice of not dealing with us. If you wish to deal with us but have an objection to any part of our policy, please contact us to discuss it.

KEY ONE PROPERTY LTD

Privacy Notice General Data Protection Regulation (GDPR)

What

This privacy notices covers Key One Property Ltd (Key One). We are committed to protecting your personal information. In this notice, references to ‘we’, ‘us’ or ‘our’ mean Key One. This notice explains how we collect and use the personal information about you.

Who

We are Key One Property Ltd a company providing estate agency, property lettings, management and maintenance services, regulated by The Property Ombudsman and The Information Commissioner. Key One is a data controller under data protection legislation and all contact details are shown at the end of this notice. As an agent, we act in our administration through our limited company and, as relevant, our directors, employees and agents.

Information

We gather and collect your information via the following means: in person, on paper/in writing, by phone and text, electronically including by email, electronic applications including third party web-based applications and internet portals which you may enter your data into.

Your data is stored securely as follows: in paper files, on electtronic files, on our agency data-bases, on third party data bases and any applications which you may enter your data into.  

We collect, store, process and disclose data as follows which varies depending on the type of customer you are:

Client type	What Data is Collected, Stored and Processed	How Data Disclosed (only where necessary and proportionate)
Client: Property Vendor	Your name, address, telephone numbers and email address, details about the property you are selling, financial and status details required for the performance of the contract and regulations such as Anti-Money Laundering.	Where required for the performance of the contract. Where required by law. Where you make a review or leave comments or feedback on any publicly accessible forum, we may disclose proportionate personal information in replying to such review/comments.
Client: Property Landlord	Your name, address, telephone numbers and email address, details about the property you are letting, financial and status details required for the performance of the contract and regulations/company procedures such as Anti-Money Laundering.	Where required for the performance of the contract. Where required by law. Where you make a review or leave comments or feedback on any publicly accessible forum, we may disclose proportionate personal information in replying to such review/comments.
Prospective Clients	Your name, address, telephone numbers and email address, details about the property you are interested in selling/letting, financial and status details required for the performance of the contract and regulations such as Anti-Money Laundering.	Where required for your enquiry or interest in our services. Where required by law. Where you make a review or leave comments or feedback on any publicly accessible forum, we may disclose proportionate personal information in replying to such review/comments.
For Sale Property Viewer	Your name, address, telephone numbers and email address.	To the vendor of the property. To approved and authorised agents of the company for the purposes of conducting viewings and for conducting any pre-viewing security or verification checks. To other agents who comply with GDPR where you fail to make a viewing appointment without a valid reason or excuse and notification for the purposes of mutual business protection. Where you supply us with information that is deliberately or recklessly false, or you make an untrue statement about us, we may disclose all of your personal information in the public domain for the prevention of crime, or revenue protection and maintaining our good reputation. Where you make a review or leave comments or feedback on any publicly accessible forum, we may disclose proportionate personal information in replying to such review/comments.
Rental Viewer	Your name, address, telephone numbers and email address.	To the landlord of the property. To approved and authorised agents of the company for the purposes of conducting viewings and for conducting any pre-viewing security or verification checks. To other agents who comply with GDPR where you fail to make a viewing appointment without a valid reason or excuse and notification for the purposes of mutual business protection. Where you supply us with information that is deliberately or recklessly false, or you make an untrue statement about us, we may disclose all of your personal information in the public domain for the prevention of crime, or revenue protection and maintaining our good reputation. Where you make a review or leave comments or feedback on any publicly accessible forum, we may disclose proportionate personal information in replying to such review/comments.
Prospective Buyer	In addition to “For Sale Property Viewer” above: information about your buying status and finances to check the validity of any offer and to comply with any regulations such as Anti-Money Laundering.	To any solicitor involved in the conveyancing. To any financial advisor or accountant involved in the conveyancing. To HMRC or the SCA or any other body as required by law. Limited data to the vendor of the related property, however we will only disclose what is necessary, i.e. this usually will mean a summarised/sanitised version. Limited data (as per (4)) to any lender or surveyor or other person or body involved in the purchase such as contractors instructed to obtain reports or estimates. The details of any offer that you make including the amount and method of finance but not normally your personal details. Where we receive an allegation of false offers we may disclose limited personal details to a solicitor to demonstrate that you are a genuine bidder. Where you make a review or leave comments or feedback in a publicly accesible forums we may disclose proportionate personal data in replying to reviews/comments.
Prospective Tenants (including prospective guarantors)	In addition to “Rental Viewer” above: information relating to your current and previous addresses, associations, occupations, employments, sources of income, tenancies, performance of contracts, financial data including bank details, financial and credit status and any other reasonable data required in order that we can validate both your identity and fitness as a prospective tenant and for the mutual revenue protection of this company, our clients, contractors, and other agents and landlords.	To any sub-contractors or agents we may appoint to conduct this work on our behalf. To the landlord of the property (normally this will be a summarised version but we may disclose full details where requested). Limited information as required to any other agent, landlord or other person or body for the purposes of the verifications adjacent (to left). In the case of a rental auction or offer system we will may disclose your offer publicly but not your personal details. To any prospective insurer of the tenancy. To any prospective guarantor for the tenant and vice-versa. Where you supply us with information that is deliberately or recklessly false, or you make an untrue statement about us, we may disclose all of your personal information in the public domain for the prevention of crime, or revenue protection and maintaining our good reputation. Where you make a review or leave comments or feedback on any publicly accessible forum, we may disclose proportionate personal information in replying to such review/comments.
Tenants (and guarantors)	In addition to “Prospective Tenants” above, any information required for the performance of the agency-client contract and/or the tenancy agreement, including details regarding rental payment and arrears, compliance, co-operation, behaviour, property condition etc.	To the landlord of the property. To any agents or sub-contractors we may appoint to work on our behalf. To any public body for the purposes of housing benefit or similar allowances, grants, benefits or payments. To any guarantor (and vice-versa). To any law enforcement agency or public body for the purposes of crime prevention and detection, law enforcement and public revenue protection. To any insurer of the property or tenancy. To any agent or landlord requesting a reference from us. Where you supply us with information that is deliberately or recklessly false, or you make an untrue statement about us, we may disclose all of your personal information in the public domain for the prevention of crime, or revenue protection and maintaining our good reputation. Where you make a review or leave comments or feedback on any publicly accessible forum, we may disclose proportionate personal information in replying to such review/comments. To any credit or reference agencies or any bodies involved in business protection. To an approved deposit protection provider and any associated entities for the purposes of deposit protection, administration and dispute resolution.
Short Term Guests	Your name, address, telephone numbers and email address, details of your booking, reservation and payment, details about your performance under the terms and conditions of your stay and general behaviour.	To the landlord of the property. To any agents or sub-contractors we may appoint to work on our behalf. To any agents for the purposes of booking administration (including overseas entities). To any law enforcement agency or public body for the purposes of crime prevention and detection, law enforcement and public revenue protection and any other functions. To any insurer of the property. To any other accommodation provider requesting information about your performance of the terms and conditions, where applicable, this includes public forums. Where you supply us with information that is deliberately or recklessly false, or you make an untrue statement about us, or you commit a criminal offence, we may disclose all of your personal information in the public domain. Where you make a review or leave comments or feedback on any publicly accessible forum, we may disclose proportionate personal information in replying to such review/comments. To any credit or reference agencies or any bodies involved in business protection.

 

Using your Data

We will use your data, in addition to that which is mentioned above, to maintain relevant contact, including, but not limited to: sending you information about products or services that you have enquired about; to products and services, to maintain the accuracy of your information and communicate with you for any other reasons related to your requirements, share with other regulatory authorities and any other party when sharing of information is required by law.

Payment Card Data

Where you submit payment card data details to us these will only ever be stored on electronic basis which meet the Payment Card Industry Data Security Standard (PCI DSS). In addition we may store card details on a manual basis for periods of up to three months after either your transaction with us, or the completion of the service, whichever is the longer.

Use of Whatsapp

If you communicate with us using Whatsapp, you agree to the terms and conditons of Whatsapp here: https://www.whatsapp.com/legal/?lang=en .

You data will be treated otherwise in accordance with our privacy policy however some data may be retained by Whatsapp and we not be able to control this or have this data deleted. If you use Whatsapp you agree to this amendment and Whatsapp terms and conditions. If you do not, please do not use Whatsapp and use an alternative means of communication. 

Disclosure of data to third parties for marketing

We will not disclose any of personal data to any third parties for the purposes of marketing, except where you have expressly given permission for us to do so, or you have requested or expressed an interest in services performed by any of our sub-contractors or associated business partners, or are in need of those services, and in such cases we will disclose your contact data and proportionate and appropriate details to allow for the providing or assessing of such services.

The legal basis of processing your data

The legal bases of processing your data are: ‘contract’, as defined by Article 6 of the General Data Protection Regulations where processing is necessary for the performance of a contract to which the data subject is party. ‘legal obligation’, where processing is necessary for compliance with a legal obligation for example compliance with anti-money laundering legislation and accounting practices. ‘legitimate interest’, where processing is required for maintaining contacts with customers and to enable conflict of interest checks or to hold data to the other parties to contracts with a client (such as residential tenants).

Who will have access to the information

We share your information within Key One Property Ltd. We may also share your information with limited third parties (as detailed above) and data processors who may need to access your information for performing the purposes specified above. We may sometimes outsource some of the services set out above to reputable third parties, including for the purpose of holding, processing and ensuring the security of your data. We have data protection compliant agreements in place with all such service providers, so they would only use your information according to our instructions. We take reasonable organisational and technical measures to protect your information against unauthorised access, modification or misuse. We use services provided by reputable and expert security providers and your information is accessed by employees, agents and third party partners on a needs-only basis.

How long will we keep your information

In the absence of any legal requirements, your personal data will be retained for as long as necessary for the purpose of processing as listed above. This means your data will be deleted if you withdraw consent (and we agree) to processing or the data is no longer required or inaccurate. If you decide to cancel any services, we will hold your information for a period which is deemed reasonable. As a general rule, we may keep your data for six years in line with tax requirements, or up to ten years in line with other statutory requirements. We may, on occasion, keep data for longer if there is a genuine necessity to do so. Where you request, and we agree to delete your data, you agree to absolving us of any liability whatsoever for any claim or complaint that you either have made or may make in the future, and further in requesting that we delete your data, you are stating that you have no complaint or claim whatsoever on Key One, their directors, employees, agents or any persons or entities associated with the company whatsoever. This is an absolute condition as it will be impossible for us to resolve any compliant after we have deleted your data. If you stop having any dealings with us (e.g. you cease to remain a client or tenant) all of this still applies.

 

How to keep us updated with any changes to your information

Please remember to keep us updated on the personal data we hold on you if it is inaccurate or incomplete. All requests to update your personal data must be sent in writing to Key One and third parties will be informed, where possible. Failing to keep us updated with your personal data and contact details may lead to removal of your requirements from our database and you missing out on products or services.

Your rights

You have the right to: 1) To keep us updated. 2) Request a copy of the personal information we hold about you. We require you to prove your identity with two pieces of approved identification. Please submit your request in writing to contact details shown at the end of this notice. We will respond as soon as possible but no later than within one month, of receipt of your written request and confirmed ID. Please provide as much information as possible about the nature of your contact with us to help us locate your records. This request is free of charge unless the request is manifestly unfounded or excessive. 3) Have any inaccuracies in your data corrected. If you would like to update the details we hold about you, please contact us on the details set out at the end of this notice. 4) Request that we delete your personal data so it is erased from our records. 5) Object to certain types of processing such as direct marketing. 6) Object to automated processing, including profiling.

Enquiries and Complaints

Please contact us if you have any enquiries arising from this privacy notice. Where possible, please raise all enquires in writing. If you are unhappy with our work or something that we have done or failed to do, please inform us in writing. We will acknowledge receipt of all complaints and will endeavour to investigate the complaint as soon as reasonably practicable. All complaints should be sent to:

The Director, Key One Property Ltd, 115 Cregagh Road, Belfast, BT6 0LA, tel 02890456162 office@key-one.co.uk

You may also complain directly to the Information Commissioner’s Office if you are concerned with how we are handling your personal information. Their contact details are shown below:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Tel: 0303 123 1113 or 01625 545745 Website: www.ico.gov.uk

Review of Key One Privacy Notice

This Notice was last reviewed in June 2022. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us.