Privacy Policy

1. Who We Are

Key 4 Home Ltd (“Key 4 Home”, “we”, “us”, “our”) is a property letting company registered in England and Wales.

Company Registration Number: 15565890
Registered Address: 64 Mafeking Road, Brighton, BN2 4EL, East Sussex, United Kingdom
Email: info@key4home.co.uk
Telephone: 07388 807000
Website: www.key4home.co.uk

We are the data controller for personal information collected through this website. This means we decide how and why your personal data is used.

2. What This Policy Covers

This Privacy Policy explains what personal data we collect when you use our website or contact us, why we collect it, how we use it, who we share it with, how long we keep it, and your rights under UK data protection law — including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

3. What Personal Data We Collect

We may collect the following categories of personal data:

Category	Examples	How collected
Contact details	Name, email address, telephone number	Contact form, direct email or phone enquiry
Enquiry content	Message text, property interests, tenancy requirements	Contact form or direct communication
Technical data	IP address, browser type, device type, pages visited, time and date of visit	Automatically via website cookies and server logs
Landlord / tenant data	Property addresses, tenancy details, identification documents	Provided directly during service engagement

We do not knowingly collect personal data from children under the age of 16. Our services are intended for adults.

4. How and Why We Use Your Data (Legal Bases)

We only use your personal data where we have a lawful basis to do so under UK GDPR:

Purpose	Legal basis
Responding to enquiries submitted via the contact form or by email/phone	Legitimate interests (Article 6(1)(f)) — responding to genuine property enquiries
Providing letting and property management services to tenants and landlords	Performance of a contract (Article 6(1)(b))
Complying with legal obligations (e.g. Right to Rent checks, tax records)	Legal obligation (Article 6(1)(c))
Sending service updates or relevant property information where you have consented	Consent (Article 6(1)(a)) — you may withdraw at any time
Improving our website and monitoring technical performance	Legitimate interests (Article 6(1)(f)) — maintaining a safe and functional website

5. Cookies

Our website may use cookies — small text files stored on your device — to help us understand how visitors use the site and to keep it running correctly.

• Essential cookies: Required for the website to function (e.g. session management). These cannot be disabled.
• Analytics cookies: Used to understand how visitors interact with the site (e.g. pages visited, time spent). We use this data in aggregate and anonymised form.

You can control or disable cookies through your browser settings. Disabling cookies may affect the functionality of some parts of the site. Where required by law, we will ask for your consent before placing non-essential cookies.

6. Who We Share Your Data With

We do not sell, rent, or trade your personal data. We may share it only in the following circumstances:

• Service providers: Third-party suppliers who help us operate our business (e.g. email hosting, website hosting), bound by confidentiality obligations and data processing agreements.
• Legal or regulatory requirements: Where required by law, court order, or government authority (e.g. HMRC, local councils for licensing purposes).
• Professional advisers: Solicitors, accountants, or insurers, where necessary.
• Property transactions: With landlords, tenants, or other relevant parties to fulfil a letting or property management agreement.

All third parties are required to handle your data securely and in accordance with applicable data protection law.

7. International Transfers

We store and process your data primarily within the United Kingdom. If any data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR Chapter V (e.g. adequacy decisions or Standard Contractual Clauses).

8. How Long We Keep Your Data

Data type	Retention period
Contact form enquiries (no service commenced)	Up to 12 months from last contact
Tenancy and landlord records	6 years after the tenancy ends (to comply with legal obligations)
Financial and accounting records	6 years (as required by HMRC)
Website technical logs	Up to 12 months

After these periods, your data is securely deleted or anonymised.

9. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of access — to request a copy of the personal data we hold about you.
• Right to rectification — to ask us to correct inaccurate or incomplete data.
• Right to erasure — to request deletion of your data where there is no lawful reason for us to continue holding it.
• Right to restrict processing — to ask us to pause use of your data in certain circumstances.
• Right to data portability — to receive your data in a structured, machine-readable format where processing is based on consent or contract.
• Right to object — to object to processing based on legitimate interests.
• Right to withdraw consent — where we process your data based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
• Right not to be subject to automated decision-making — we do not use automated decision-making or profiling that produces legal or similarly significant effects.

To exercise any of these rights, please contact us using the details in Section 10. We will respond within one calendar month. We will not charge a fee for reasonable requests.

10. How to Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

11. Right to Complain

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the UK data protection supervisory authority:

We would, however, appreciate the opportunity to address your concerns before you contact the ICO.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we do, we will update the “Effective Date” at the top of this page. We encourage you to review this page periodically. Continued use of our website after any changes constitutes acceptance of the updated policy.