GDPR Privacy Policy

1. Introduction

K Johns Properties Limited, located at 120 Springhill, Kingswood, Bristol, BS15 1XW, is committed to ensuring the security and privacy of personal data in accordance with the General Data Protection Regulation (GDPR) (EU) 2016/679 and applicable UK data protection laws.
As a Data Controller, we are registered with the Information Commissioner's Office (ICO) under registration number ZB725784. This document outlines how we collect, process, store, and share personal data. If you have any questions regarding this policy, you can contact us at kjohnspropertiesltd@gmail.com.

2. What Data We Collect

We collect personal data relevant to our operations as a property management and letting agency. This includes:

  • Prospective Tenants and Guarantors:
    • Full Name
    • Email Address
    • Date of Birth
    • Current and Previous Addresses
    • Relationship to Other Prospective Tenants
    • Employment Status
    • University or College (if applicable)
  • Tenants:
    • Contact Details (Name, Email, Phone Number)
    • Date of Birth
    • Marital Status
    • National Insurance Number
    • Nationality
    • Next of Kin Information
    • Property Address, Tenancy Term, Rent, Deposit, and Utility Responsibilities
  • Guarantors:
    • Contact Details (Name, Email, Phone Number)
    • Date of Birth
    • National Insurance Number
    • Nationality
    • Relationship to Tenant
  • Financial Information:
    • Bank Account Details (for rent payments and refunds)
    • Employment and Income Verification (payroll numbers, salary details, accountant details)
    • Welfare Benefit Information (if applicable)
  • Tenant Screening and Verification:
    • Credit Checks (via third-party referencing agencies)
    • Right to Rent Checks (passport, visa, or residency documents)
    • Employment References
    • Previous Landlord References

3. How We Use Your Data

We process personal data for the following purposes:

  • To assess tenant applications and conduct tenant screening checks.
  • To create and manage tenancy agreements and landlord-tenant relationships.
  • To collect rent and deposits and handle financial transactions.
  • To ensure legal compliance with UK property laws.
  • To contact tenants regarding important tenancy-related matters.
  • To provide landlords with property management services.
  • To comply with legal and regulatory obligations.

4. Legal Basis for Processing Personal Data

We process personal data based on the following legal grounds:

  • Performance of a Contract: To manage tenancy agreements.
  • Legal Obligation: To comply with landlord and tenant laws, Right to Rent checks, and anti-money laundering regulations.
  • Legitimate Interest: To ensure the financial and operational integrity of the tenancy process.
  • Consent: Where required, we will obtain explicit consent (e.g., for credit and referencing checks).

5. Data Sharing

We treat your information as confidential and do not sell or distribute it. However, we may share your data with:

  • Landlords (for tenancy arrangements and compliance checks).
  • Referencing Agencies (for credit and background checks).
  • Utility and Service Providers (to set up utilities and services for tenants).
  • Government and Legal Authorities (where legally required, e.g., Right to Rent checks, tax authorities, or law enforcement).
  • DocuSign or Digital Signature Providers (for contract signing purposes).

6. International Data Transfers

All personal data is stored and processed within the UK and EEA. We do not transfer personal data outside these regions.

7. Data Security Measures

We implement security measures to protect personal data, including:

  • Encrypted Storage of digital files.
  • Restricted Access to personal data on a need-to-know basis.
  • Secure Communication Channels for sharing sensitive data.
  • Regular Audits to ensure compliance with GDPR and data security best practices.

8. Data Retention Policy

We retain personal data only as long as necessary for:

  • Compliance with legal obligations.
  • The duration of tenancy agreements and related legal requirements.
  • Accounting and tax records (for up to 7 years).
  • Property management purposes (for up to 6 years post-tenancy).

Once data is no longer required, it is securely deleted or anonymized.

9. Your Rights Under GDPR

You have the following rights regarding your personal data:

  • Right to Access: Request a copy of your data.
  • Right to Rectification: Request corrections to inaccurate data.
  • Right to Erasure: Request deletion of your data (subject to legal obligations).
  • Right to Object: Object to processing based on legitimate interests.
  • Right to Data Portability: Request data transfer in a commonly used format.
  • Right to Withdraw Consent: Withdraw consent for processing where applicable.

If you wish to exercise any of these rights, contact kjohnspropertiesltd@gmail.com.

10. Complaints and Contact Information

If you have concerns regarding our use of your personal data, please contact us at:

  • K Johns Properties Limited Email: kjohnspropertiesltd@gmail.com

If you are not satisfied with our response, you have the right to complain to the Information

Commissioner's Office (ICO): ICO Contact Information:

  • Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
  • Telephone: 0303 123 1113
  • Website: www.ico.org.uk

11. Updates to This Privacy Policy

We reserve the right to update this policy to comply with legal and operational changes. Any updates will be communicated via email or posted on our website.

Date of Last Update: 31/01/2025

For inquiries, contact us at kjohnspropertiesltd@gmail.com or call 07525687588.