Privacy policy

About us

We are KoaT Properties Ltd (“KoaT Properties”). We are registered in England and Wales, company number 11942437.

This policy explains how and why we use personal data that you give us or that we collect about you. Personal data means any information that relates to an identifiable person: in this case, you. When we say “we”, “us” and “our”, we mean KoaT Properties.

We may collect information from you when you visit our website, do business with us, contact us by phone, email or post, or receive a communication from us about the services we provide you.

KoaT Properties is a data controller under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We may update this policy from time to time to reflect changes in the law or in how we handle data; the date above shows when it last changed.

What personal data we collect

Depending on the services you apply for and receive, we may collect some or all of the following:

• Your full name and contact details, such as phone number, email address, home address and postal address. Your date of birth, gender, and information about your preferences.
• Payment information, such as bank account details and bank statements.
• Photo identification, such as a passport, driving licence or identity card, and proof of address, such as a utility bill.

When you use our contact form, we collect the details you enter: your name, email address, phone number (if given), property address (if you are a tenant), your message, and whether you want property updates. We also record the date, time and IP address of the submission to help us prevent abuse.

Like all websites, our web server keeps short-term technical logs (IP address, browser type and the pages requested) to keep the site secure and working.

How we use your personal data

We must have a lawful basis for using your personal data. The bases we rely on are:

1. Contract: it is needed to provide our services to you, including communicating with you and responding to your emails, calls and enquiries.
2. Consent: you have agreed to a specific use, such as receiving property updates by email.
3. Legitimate interests: it is needed for our legitimate business interests, such as keeping our website and systems secure.
4. Legal obligation: it is needed to comply with the law, for example Right to Rent checks.

Where your data is stored

Emails to our @koatproperties.com addresses are stored on our own mail server, which runs on a server rented from Hostinger in a data centre in Germany. Germany is in the European Economic Area, which UK law recognises as giving an adequate level of data protection.

Messages sent through our contact form are delivered to our Microsoft Outlook.com mailbox. Microsoft may store this data in the UK, the EEA or the United States, and protects transfers outside the UK with the safeguards that UK data protection law requires.

How we share your personal data

The privacy of your personal information is very important to us. We use the personal information we hold only to deal with your enquiry and to provide our services to you. We will not share your details with partners or any other third party without your express consent.

We may need to share your data with third parties to meet a legal or regulatory obligation. This may include exchanging information with other companies and organisations to detect financial and other crime, prevent fraud, or verify identity.

If any of your personal data is transferred outside the UK and the EEA, we will take appropriate steps to keep it secure and private, as data protection law requires.

How long we keep your personal data

We keep your personal information only as long as necessary for the reason we collected it:

• for as long as we provide services to you
• for as long as we have a business need for the data
• for any retention period required by law, regulation or guidance

After this, we dispose of your personal data securely.

Your rights

You have the following rights under data protection law. They do not apply in every situation. Contact us through our contact form to find out more or to use any of them.

1. The right to be informed about how we collect and use your personal data. This policy should tell you what you need; contact us if you would like more information.
2. The right of access: you can ask for a copy of the personal information we hold about you at any time.
3. The right to object to us processing your personal data.
4. The right to restrict how we process your personal data.
5. The right to erasure (the “right to be forgotten”). This is not absolute, but lets you ask us to delete your data where there is no good reason for us to keep using it.
6. The right to rectification: to have inaccurate or incomplete data corrected or completed.
7. The right to data portability: to obtain and reuse a copy of your data for your own purposes across different services.
8. Rights relating to automated decision-making. We do not make decisions about you solely by automated means.

You also have the right to complain to the Information Commissioner’s Office (ico.org.uk), which regulates the use of personal data in the UK.

Marketing

We send property updates only if you ask for them. You can unsubscribe at any time by contacting us.

Contact us

For more information about your personal data, to use any of your rights (including making a subject access request), or to make a complaint, send us a message through our contact form and choose “Something else”. We will reply to the email address you give.