The General Data Protection Regulations (GDPR) Privacy Notice

Last reviewed: 23 February 2026

Next scheduled review: February 2027

This Privacy Notice is reviewed annually.

Introduction

KeyMann Residential Lettings Ltd (“we”, “our”, “us”) collects and processes personal data relating to landlords, tenants, applicants, contractors and other clients in order to manage property and business relationships effectively. We are committed to processing personal data lawfully, fairly and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection legislation in force as at 2026.

As managing agent, we are instructed by landlords to undertake their respective obligations. It is for this purpose, and on behalf of such landlords, that we collect and process personal data. If you are a landlord or tenant, we process your personal data on a day-to-day basis in connection with the management of the property and the performance of our contractual duties.

What Information We Collect

We collect and process personal data that is necessary to provide our services. This includes your full name, address, email address and telephone number, together with financial information relating to rent, deposits, payments due, payments received, arrears and other contractual sums. Where required for legal compliance, including anti-money laundering obligations, we may also collect identification documentation. In addition, we retain records of correspondence and communications between you and our office.

How We Collect Your Information

Personal data may be collected when you complete property management instruction forms, tenancy application forms or make enquiries through our website contact page. We also receive information via email enquiries, including through property portals such as Zoopla and On The Market, as well as through telephone conversations and written correspondence. Further personal data is obtained during the course of providing property management services.

Lawful Basis for Processing

We process personal data under one or more lawful bases set out in the UK GDPR. Most commonly, processing is necessary for the performance of a contract in order to fulfil our obligations under tenancy agreements and management contracts. We also process data where necessary to comply with legal obligations, including tax and anti-money laundering legislation. In certain circumstances, processing is carried out in pursuit of our legitimate interests, such as managing properties effectively, maintaining accurate records, recovering debts and protecting our legal position, provided that these interests do not override your fundamental rights. Where required, we will seek your consent before processing your data.

Why We Process Personal Data

Processing personal data enables us to prepare and issue rent demands, arrange and manage repairs and services, maintain accurate and up-to-date records, and administer tenancy agreements and management contracts. It also allows us to control and record monies due, owed or received, comply with health and safety obligations and other legal requirements, obtain professional advice where necessary, and respond to complaints or legal claims. Additionally, we process personal data to prevent fraud and to meet our obligations under anti-money laundering legislation.

Who Has Access to Your Data

Your personal data may be shared internally with authorised employees of KeyMann Residential Lettings Ltd for the purpose of day-to-day property management. As part of our management responsibilities, relevant information may also be shared with the landlord and company directors.

We may share limited personal data, such as your name and contact details, with contractors where necessary to arrange repairs or maintenance. In emergency situations, including fire, flooding or significant leaks, contact details may be shared without prior written consent where it is necessary to protect life or property.

Where legally required, we may provide financial and related personal data to HM Revenue & Customs and other relevant authorities to comply with taxation and anti-money laundering legislation. We may also share information with professional advisers, including solicitors, accountants and debt collection agencies where applicable.

In all circumstances, any third party receiving personal data is subject to appropriate confidentiality and data protection obligations. We do not sell personal data to third parties and we do not transfer personal data outside the United Kingdom or the European Economic Area unless appropriate safeguards are in place.

Data Security

We take the security of personal data seriously and have implemented appropriate technical and organisational measures to safeguard it. Personal data is stored on secure encrypted servers and on password-protected company systems with tiered levels of access control. Access to data is restricted to employees who require it in the proper performance of their duties. Where third parties process personal data on our behalf, they do so under contractual obligations to maintain confidentiality and implement appropriate security measures.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal and regulatory obligations. Financial records relating to rent and property management are retained for six years after the end of the relevant financial year in accordance with statutory requirements. Management records are retained for the duration of our appointment and thereafter in line with our legal retention obligations. Personal contact details that are no longer required are securely deleted.

Your Rights

Under the UK GDPR, you have the right to request access to your personal data and to obtain a copy of the information we hold about you. You have the right to request correction of inaccurate or incomplete data and, in certain circumstances, to request the erasure of your data. You may also request that we restrict the processing of your data or object to processing where we rely on legitimate interests as our lawful basis. Where processing is based on consent, you have the right to withdraw that consent at any time.

If you wish to exercise any of your rights, please contact us using the details below. You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data protection rights have been breached.

Contact Us

If you have any questions about this Privacy Notice or about how we handle your personal data, please contact us by email at info@keymann.co.uk

or write to KeyMann Residential Lettings Ltd at our registered office address.

 This Privacy Notice was last reviewed on 23 February 2026 and is reviewed annually to ensure continued compliance with current data protection legislation.