Privacy Policy

1

Who we are

KMP Living is a trading name operated by a group of associated property companies, each of which is a separate legal entity registered in England and Wales (for example, KMP (Surrey Quays) Ltd). The data controller responsible for your personal data is the specific company that owns your property. You can find the name of your data controller on your tenancy agreement, or by contacting us at complaints@kmp.living.

Each entity within the KMP Living group is independently registered with the Information Commissioner's Office (ICO) as a data controller.

This privacy policy applies to personal data collected and processed in connection with your tenancy and your use of the kmp.living website.

2

Data we collect

We collect personal data that you provide to us directly when you contact us by telephone, email, WhatsApp, or SMS. This may include:

• Identity data — your full name and, where relevant, the names of other occupants at your property.
• Contact data — your email address, telephone number, and property address.
• Tenancy data — information relating to your tenancy agreement, including lease terms, rent account details, and correspondence history.
• Maintenance data — details of repair and maintenance requests you submit, including any photographs or videos you provide to describe an issue.
• Financial data — rent payment records and arrears information.
• Communication records — records of all communications between you and KMP Living across all channels, including call recordings where applicable.

The kmp.living website does not use cookies, tracking technologies, or collect any personal data directly through the website itself. No forms are hosted on this website. All personal data is collected through our communication channels as described above.

3

How we use your data

We use your personal data for the following purposes:

• Tenancy management — to administer your tenancy agreement, process rent payments, and maintain accurate records of your occupancy.
• Repairs and maintenance — to receive, triage, and resolve maintenance requests, including coordinating access with approved contractors.
• Legal and regulatory compliance — to comply with our obligations under the Landlord and Tenant Act, the Renters' Rights Act, and other applicable legislation, including the maintenance of mandatory safety certificates and compliance records.
• Communication — to respond to your enquiries, provide updates on open maintenance requests, and issue notices required under your tenancy agreement.
• Dispute resolution — to manage complaints and, where necessary, to prepare documentation in connection with legal proceedings or deposit disputes.
• Safety and emergency response — to respond to reported emergencies or urgent safety issues at your property.

4

Legal basis for processing

We process your personal data on the following legal bases under the UK General Data Protection Regulation (UK GDPR):

• Contract performance — the majority of our processing is necessary for the performance of your tenancy agreement, or to take steps at your request prior to entering into one.
• Legal obligation — certain processing is required to comply with our legal obligations as a landlord, including the maintenance of safety records and the issuing of statutory notices.
• Legitimate interests — we may process data where it is in our legitimate interests to do so, provided those interests are not overridden by your rights. This includes maintaining records of communications for quality assurance and the resolution of disputes.

5

Third parties

We use a third-party service provider to manage and process communications made through our contact channels, including telephone, email, WhatsApp, and SMS. This provider acts as a data processor on our behalf and is contractually bound to process your data only in accordance with our instructions and in compliance with UK GDPR.

We may also share your personal data with the following categories of third parties where necessary:

• Approved contractors — to facilitate access to your property for the purpose of carrying out repairs or maintenance.
• Professional advisers — including solicitors, surveyors, and accountants, where required in connection with your tenancy.
• Regulatory bodies and courts — where we are legally required to disclose information, or where disclosure is necessary to protect our legal rights.
• Deposit protection schemes — where your tenancy deposit is protected in accordance with statutory requirements.

We do not sell, rent, or otherwise transfer your personal data to third parties for marketing purposes.

6

Data retention

We retain your personal data for as long as is necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, regulatory, or reporting requirements.

As a general principle, tenancy records are retained for a minimum of six years following the end of your tenancy. This reflects standard limitation periods under the Limitation Act 1980 and our obligations under applicable landlord and tenant legislation. Certain records, such as gas safety certificates and electrical installation condition reports, may be retained for longer periods in accordance with specific regulatory requirements.

Communication records, including call recordings, email, and messaging history, are retained for a period of six years from the date of the communication, or for the duration of any active dispute or legal proceedings, whichever is longer.

7

Your rights

Under the UK GDPR, you have the following rights in relation to your personal data:

To exercise any of these rights, please contact us using the details below. We will respond to all valid requests within one calendar month. In certain circumstances, this period may be extended by a further two months, in which case we will notify you accordingly.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been processed unlawfully. The ICO can be contacted at ico.org.uk or by calling 0303 123 1113.

8

Contact us

If you have any questions about this privacy policy, wish to exercise your data rights, or would like to know which legal entity acts as the data controller for your tenancy, please contact us in writing at the address below. All data-related enquiries are reviewed by the KMP Living management team.