Key Collective Privacy Policy
At Key Collective, we are dedicated to the protection and responsible handling of your personal data, in accordance with the General Data Protection Regulation (GDPR). This commitment extends to all instances where you share your information with us, whether it's through making enquiries, interacting with us via phone, social media, our website, or during any other form of engagement with our services.
Who we are and contact details
Legal entity: Key Collective Ltd (KC Ltd)
Registered Address: 86-90 Paul Street, London, England, EC2A 4NE:
For the purposes of the UK General Data Protection Regulation (EU) 2016/679 and the UK Data Protection Act 2018 (collectively referred to as the “Data Protection Laws”), Key Collective as data controller when processing information about you in the course of your tenancy, or potential investment as an investor or landlord.
This Privacy Notice describes what personal information we collect, how we use it, who we share it with and how you can access, delete, correct, change, and limit our use of it.
THE PERSONAL INFORMATION WE COLLECT, WHY WE COLLECT IT AND OUR LEGAL OBLIGATIONS OF PROCESSING IT
In order to rent a property at Key Collective, you are required to provide personal information that may identify you or relate to you as an individual. If you provide us with information about other individuals (e.g. family members), you confirm that you have informed them accordingly and have obtained from that person any consents necessary for the use and disclosure of that person’s personal information as described in this Privacy Notice.
We collect the following categories of information:
Contact Details: Includes name, address, email, date of birth, picture, gender, social media, and emergency contacts.
Identification Data: Covers taxpayer ID, passport, identity/student card, and resident ID.
Financial Records: Encompasses bank/credit card details, rent specifics, and rental history.
Demographics: Includes nationality, citizenship, and marital status as permitted by law.
Health Information: Covers any health-related accommodations or restrictions.
Additional Data: Consists of details about other occupants, tenant correspondence, survey feedback, and CCTV footage.
Data Collection, Usage and Your Right’s
Our Privacy Policy outlines the collection, usage, and processing of your personal information, emphasizing transparency and compliance with applicable data protection laws. We gather personal data directly from you or from reputable sources, such as public databases and credit agencies. The information collected includes contact details, personal identifiers, financial records, demographic data, health information, and miscellaneous details related to your tenancy.
For pre-lease activities, we process your data for credit and eligibility checks and the signing of leases, ensuring our legitimate interest in accepting tenants and protecting our investment. During your tenancy, we utilize your information to manage lease agreements, collect rent, arrange maintenance, conduct tenant satisfaction surveys, and monitor social media interactions, all based on our legitimate interest to maintain tenant relationships and property management. Additionally, for property evaluation and partnership viability under the Guaranteed Rent Scheme, we assess property owners and renters, including their creditworthiness and property suitability.
Data Sharing and Legal Obligations
We may disclose your personal information to third parties for specific purposes, such as service providers supporting our serviced accommodation operations, property management partners, and legal obligations. These disclosures facilitate essential services like online platform hosting, payment processing, property maintenance, compliance with financial and legal requirements, and professional advisory services. Moreover, we may share your data to comply with applicable laws, respond to government authorities, enforce terms and conditions, or protect the rights, property, or safety of our stakeholders.
Your Rights
Under data protection laws, you possess various rights concerning your personal data, including the right to object, access, correct inaccuracies, opt-out of direct marketing, restrict processing, data portability, withdraw consent, request erasure, and challenge automated decision-making processes.
Right of Access: Known as a data subject access request, this right allows you to obtain confirmation of whether your personal data is being processed and, if so, access to that data and related information.
Right to Correction: This right empowers you to rectify any inaccuracies or incomplete aspects of your personal data, ensuring the information we hold about you remains accurate and up-to-date.
Right to Opt-Out of Direct Marketing: You have the authority to request that we cease sending you direct marketing materials or communications, giving you control over how we engage with you for promotional purposes.
Right to Data Restriction: This right enables you to limit the processing of your personal data under certain conditions, such as contesting the accuracy of the data or when the processing is unlawful, offering you added control over your information.
Right to Data Portability: You can request to receive your personal data in a structured, commonly used, and machine-readable format or transmit it directly to another controller, facilitating the seamless transfer of your information.
Right to Withdraw Consent: If we rely on your consent for processing your personal data, you have the right to withdraw that consent at any time, allowing you to revoke permission previously granted for specific activities.
Right to Erasure: Also known as the 'right to be forgotten,' this right entitles you to request the deletion of your personal data under certain circumstances, erasing your information from our records and systems.
Rights in Relation to Automated Decision-Making: You have rights concerning automated decision-making processes, including the right to challenge decisions made solely based on automated processing, providing safeguards and transparency in decision-making mechanisms.
RETENTION
We will retain your personal information for the period we reasonably believe is required to fulfil the purposes outlined in this Privacy Notice. We would usually expect this to be up to 6 years after your tenancy/ affiliation at Key Collective ends, unless a longer retention period is required or permitted by law.
The criteria used to determine our retention periods include:
The length of time we have an ongoing relationship with you and provide the services to you.
Whether there is a legal obligation to which we are subject (for example, certain laws require us to keep records of your transactions for a certain period of time before we can delete them).
Whether retention is advisable considering our legal position (such as, for statutes of limitations, litigation or regulatory investigations).
PROFILING AND AUTOMATIC DECISION-MAKING
In certain circumstances and subject to applicable law, we may use automatic decision-making to evaluate your credit against our required criteria. Credit-checking is a mandatory step in our application review process.
In certain circumstances and subject to applicable law, we will use automated means to conduct sanctions and PEP (Politically Exposed Person) screenings and in some cases for background checks. This processing is in accordance with our legal obligations and legitimate interests and has meaningful human intervention before making final decisions that may impact your application.
Sanctions screening involves comparing applicants against public lists maintained by the UK government and central government bodies. We do this through a secure online service. For common names, the system will sometimes return a result known as a “false positive.” A human analyst will then use additional data you provided, such as your address, to make a final decision about the match.
UPDATES TO THIS PRIVACY NOTICE
Any changes we make to this Privacy Notice will become effective upon posting. If we change our Privacy Policy, we will advise users of those changes through a general description at the top of this Privacy Policy and may also post these details to other places we deem appropriate. If we are legally permitted to do so, we may also email you.
CONTACT INFORMATION
If you have any questions about this Privacy Notice please contact Key Collective at contact@keycollective.com or at 07496555195.