Privacy Notice

For Clients of Kaizen Property Services

Effective date: 1 October 2025

Version: 1.0

Next review: 1 October 2026

1. Who We Are

This Privacy Notice explains how we collect and use your personal data when you interact with us as a client, supplier, or prospective client.

Kaizen Property Services (referred to as "we", "us", or "our") is a property management and short-let services provider operating across Hertfordshire and North London.

We are committed to protecting the privacy and security of your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this notice, please contact us at: info@kaizenrent.co.uk

2. Who This Notice Applies To

This Privacy Notice applies to:

Individual clients, landlords, and tenants using our property management or lettings services
Representatives or contact persons of client businesses
Prospective clients or enquirers contacting us about our services
Suppliers and professional partners with whom we collaborate

It does not apply to our employees or job applicants, who are covered under a separate Staff Privacy Notice.

3. Our Role in Data Protection

Kaizen Property Services acts as a Data Controller when we collect and process your personal data.

This means we are responsible for deciding how we use and store your data to manage our relationship with you and comply with legal obligations.

In some cases, we may use third-party Data Processors who handle data on our behalf under written agreements that ensure secure handling.

4. What Personal Data We Collect

Depending on our relationship with you, we may collect and process the following information:

A. Identification and Contact Information

Full name, title, date of birth
Address, email address, phone numbers
Proof of identity (e.g. passport, driving licence, utility bill)

B. Property & Tenancy Information

Property addresses and ownership details
Tenancy agreements, rental history, maintenance records
Property photographs and inspection reports

C. Financial Information

Bank account details for accommodation payments or management fees
Transaction records and payment history
Tax and accounting information (as required by HMRC regulations)

D. Legal and Regulatory Information

Contracts and agreements
Correspondence relating to disputes or claims
Information required for anti-money laundering (AML) and right-to-rent checks

E. Communication Records

Emails, letters, and phone call notes between you and us
Customer service records, complaints, and feedback

F. Website & Marketing Data

IP address, browser type, and activity on our website (via cookies or analytics)
Marketing preferences and responses to our communications

We will always ensure that the personal data we collect is adequate, relevant, and limited to what is necessary for the purposes described below.

5. Why We Process Your Data

We will only use your personal data when the law allows us to. Our main purposes and lawful bases for processing:

Purpose	Lawful Basis
To provide and manage our property management, lettings, and maintenance services	Contractual necessity – Art. 6(1)(b)
To verify your identity and carry out AML/right-to-rent checks	Legal obligation – Art. 6(1)(c)
To communicate with you about our services or enquiries	Contractual necessity / Legitimate interest – Art. 6(1)(b) & (f)
To manage client accounts, invoices, and payments	Contractual necessity – Art. 6(1)(b)
To comply with legal, tax, and regulatory reporting obligations	Legal obligation – Art. 6(1)(c)
To protect our legal rights and resolve disputes	Legitimate interest – Art. 6(1)(f)
To send relevant marketing communications (only where consented)	Consent – Art. 6(1)(a)
To improve our website and services	Legitimate interest – Art. 6(1)(f)

We do not rely on automated decision-making or profiling that would produce legal or significant effects for you.

6. Sharing Your Data

We may share your personal data with carefully selected third parties when necessary, including:

Professional advisers (solicitors, accountants, letting agents)
Maintenance contractors, cleaners, inventory clerks, and service providers
Utility providers, local councils, and government authorities
IT and software service providers (e.g. property management systems, cloud storage)
Banks and payment processors
Regulatory bodies such as HMRC or the Information Commissioner's Office (ICO)

Whenever we share data with third parties, we ensure they are contractually bound to handle your information securely and only for authorised purposes.

7. International Data Transfers

If any personal data is transferred outside the UK (for example, where a cloud service provider stores data overseas), we ensure that appropriate safeguards are in place — such as UK adequacy regulations or International Data Transfer Agreements — to guarantee your data remains protected.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting obligations.

In general:

Client and property records: 6 years after the end of the business relationship
Financial and tax records: 6 years (in line with HMRC requirements)
Marketing records: until you withdraw consent or unsubscribe

Once retention periods expire, we will securely delete or anonymise your data.

9. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right to be informed about how we use your data
Right of access to your personal data (subject access request)
Right to rectification of inaccurate or incomplete data
Right to erasure ("right to be forgotten")
Right to restrict processing in certain circumstances
Right to data portability (to transfer your data to another provider)
Right to object to processing based on legitimate interests or direct marketing
Right not to be subject to automated decision-making

To exercise any of these rights, please contact us at info@kaizenrent.co.uk.

We will respond within one month as required by law.

10. Withdrawing Consent

Where we rely on your consent to process data (for example, for marketing), you can withdraw your consent at any time by:

Clicking the "unsubscribe" link in any email communication, or
Contacting us directly at info@kaizenrent.co.uk

Withdrawal of consent does not affect the lawfulness of processing before it was withdrawn.

11. Data Security

We use a combination of technical and organisational measures to protect your personal data, including:

Secure servers, firewalls, and encrypted storage
Role-based access controls
Regular data backups and monitoring
Staff training and confidentiality obligations

All staff and contractors handling personal data are trained in data protection best practices.

12. Complaints

If you are unhappy with how we handle your data, please contact us first so we can try to resolve your concern.

If you remain dissatisfied, you can lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

📞 +44 (0)303 123 1113

ico.org.uk/make-a-complaint

13. Updates to This Notice

We may update this Privacy Notice from time to time to reflect changes in our operations, legal requirements, or best practices.

The latest version will always be published on our website.

Last updated: 1 October 2025