Privacy Policy

Effective date: 11 October 2025

Introduction

This privacy policy explains how Kent Coastal Property Ltd collects, uses, shares, and protects personal data. It applies to our website and any related online services that link to this privacy policy. Our aim is to handle personal data with care and to be clear about what we do.

We are committed to protecting your privacy and to being transparent about our data practices throughout the life cycle of your personal data. That begins with the design of our services and continues through secure storage and timely deletion.

Who We Are

Kent Coastal Property Ltd is the data controller for personal data described in this policy.

Registered office: 178b High Street, Margate, Kent, England, CT9 1JZ

Company number: 15642781

How To Contact Us

You can contact us about this privacy policy by post at the address above. You can also contact our Data Protection Officer by addressing correspondence to the Data Protection Officer at the same postal address. If you use our website contact form, please state that your enquiry relates to privacy.

Scope

This policy covers personal data that we process in connection with our services. That includes property management, investment, development, and lettings. Some services may provide extra notices. In that case those notices apply as well.

Key Terms

Personal data means any information that identifies an individual or makes an individual identifiable. Processing means any operation performed on personal data. UK GDPR refers to the United Kingdom General Data Protection Regulation. The Data Protection Act 2018 is the United Kingdom law that supplements the UK GDPR.

The Personal Data We Collect

Identity and contact data. Name. Address. Email. Telephone number. Proof of identity. Proof of address.
Property and transaction data. Property preferences. Tenancy records. Landlord records. Offers. Negotiations. Instructions. Contracts. Invoices. Payments. Deposit details. Repairs and maintenance records.
Financial data. Bank details that you provide for payments. Records linked to rent collection. Records linked to deposit returns. Limited card details if you choose to pay by card through a third party provider.
Compliance data. Right to rent checks. Right to work checks for applicants to roles. Anti money laundering checks. Results of sanction screening where required by law.
Communications data. Emails. Messages. Call recordings where we record calls for quality, training, or compliance. Notes of interactions with you.
Technical and usage data. IP address. Device identifiers. Browser type. Pages visited. Time and date of visits. Referring pages. Cookie identifiers and similar technologies. Preference settings.
Marketing and preferences data. Your marketing choices. Records of consent. Records of opt out.
Recruitment data. CV. Cover letter. Qualifications. Employment history. Interview notes. Right to work evidence. Criminal record information where lawful and relevant to the role.

We do not seek special category data. If you choose to provide information about health for accessibility needs we will use it only for that purpose.

We do not knowingly collect children’s data in the course of our services. If you believe a child has provided personal data, please contact us so that we can delete it.

How We Collect Personal Data

Direct interactions. You provide data when you call us, email us, send documents, complete forms, sign contracts, or use our website.
Automatic collection. We collect technical and usage data through cookies and similar technologies when you visit our website.
Third party sources. Property portals. Identity verification and anti money laundering providers. Credit reference agencies for tenant or guarantor checks. Utility switch providers. Maintenance contractors. Referring agents. Professional advisers. Public sources such as Companies House and the Land Registry. Social media platforms when you interact with our content. Payment service providers when you pay through them.

Lawful Bases For Processing

We process personal data when one or more lawful bases apply.

Consent. For example where you sign up to receive marketing. You can withdraw consent at any time.
Contract. To enter into a contract or to perform a contract with you. For example a tenancy agreement or a management agreement.
Legal obligation. To meet duties under law. For example anti money laundering checks. Right to rent checks. Tax and accounting duties.
Legitimate interests. To run and improve our business in a way that you would expect and that does not override your rights and freedoms. For example customer service, service improvement, network security, and the promotion of our services.

How We Use Personal Data

To register and verify customers, landlords, tenants, guarantors, suppliers, and investors.
To deliver our services. That includes property marketing, viewings, applications, referencing, tenancy set up, deposit handling, rent collection, repairs and maintenance, inspections, renewals, and check out.
To manage property investment and development activities. That includes opportunity assessment, due diligence, and transactional support.
To meet legal and regulatory duties. That includes identity checks, anti money laundering checks, right to rent checks, and record keeping.
To manage accounts and payments. That includes invoices, receipts, refunds, and debt recovery.
To provide customer support and to respond to enquiries and complaints.
To operate, secure, and improve our website and systems.
To carry out analytics that help us understand service use and improve user experience.
To send service messages. That includes updates to terms and notices about changes to services.
To send marketing where you allow it. You can opt out at any time.
To recruit for roles where you apply for a position with us.

Profiling And Automated Decision Making

We do not use solely automated decision making that has legal or similar significant effects on you. We may use limited profiling to tailor property recommendations or marketing where you have chosen to receive it. You can object to profiling used for marketing at any time.

Sharing Your Personal Data

We share personal data with trusted parties when needed for the purposes set out above.

Professional advisers. Solicitors. Accountants. Auditors. Insurers.
Service providers. IT hosting. Cloud storage. Email and telephony. Website analytics. Customer relationship tools. E signature providers. Document management. Call recording systems.
Referencing and anti money laundering providers. Identity verification services. Credit reference agencies where checks are lawful and relevant.
Property portals and marketing channels where you have asked us to market a property.
Maintenance and trade contractors for property repairs and compliance visits.
Inventory clerks. Energy assessors. Surveyors. Valuers.
Tenancy deposit schemes or deposit replacement providers.
Utility switch and utility registration providers where you ask us to assist with changes.
Other agents where we work under a sub agency arrangement or where joint marketing applies.
Parties to a transaction. Buyers. Sellers. Landlords. Tenants. Guarantors.
Public bodies where required by law. HM Revenue and Customs. Law enforcement. Courts. The Information Commissioner’s Office. The Land Registry. Local authorities.
Social media and advertising platforms to show adverts to existing contacts where the platform allows privacy safe matching. You can opt out of marketing at any time.
Business change. If we consider a sale, merger, or restructuring we may share data with professional advisers and potential buyers subject to confidentiality duties.

International Transfers

Some suppliers may store or process data outside the United Kingdom. Where that happens we use appropriate safeguards. These may include the International Data Transfer Addendum to the standard contractual clauses issued by the Information Commissioner’s Office. We also assess the laws of the destination country and apply extra measures where needed.

How We Protect Personal Data

We apply technical and organisational measures that match the risks. Access to systems is limited to people who need it for their role. We use encryption in transit where appropriate. We keep logs and monitor for unusual activity. We train our staff on privacy and security. We test and review controls on a regular basis.

Data Retention

We keep personal data only for as long as needed for the purposes set out in this policy. We also keep data where required by law and to resolve disputes and enforce agreements.

Core client and transaction records. Usually up to ten years after the end of the relationship. This supports legal, tax, and regulatory duties.
Tenancy and deposit records. Usually up to seven years after the end of the tenancy.
Call recordings. Usually six months unless needed for a complaint, investigation, or claim.
Recruitment records. Six months after a decision. With your permission we may keep details for up to eighteen months for future roles.

We may anonymise data so that it can no longer identify you. We may keep anonymised data for analysis without time limit.

Your Privacy Rights

You have rights under the UK GDPR and the Data Protection Act 2018. These include:

Access. You can ask for a copy of your personal data and for information about how we process it.
Rectification. You can ask us to correct inaccurate or incomplete data.
Erasure. You can ask us to delete your data in set situations.
Restriction. You can ask us to limit processing in set situations.
Portability. You can ask us to provide your data in a structured common format or to send it to another controller where lawful.
Object. You can object to processing based on legitimate interests and you can object to direct marketing at any time.
Rights related to automated decisions. You can ask for human review where decisions are made solely by automated means and have legal or similar significant effects.
Withdraw consent. Where we rely on consent you can withdraw it at any time. This will not affect past processing carried out with consent.

To exercise your rights please contact us using the details in the section titled How To Contact Us. We may need to confirm your identity before we act on a request. We do not charge a fee unless a request is unfounded, repetitive, or excessive.

Complaints

You can raise any concern with us using the contact details above. You also have the right to complain to the Information Commissioner’s Office.

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Visit the ICO website to find current contact methods.

Cookies And Similar Technologies

We use cookies and similar technologies to make our website work, to measure performance, and to improve user experience. Cookies are small files placed on your device. Some are necessary for core functions. Others help us understand how the site is used.

Types Of Cookies We Use

Strictly necessary cookies. Needed for core site features such as page navigation and access to secure areas. These cookies cannot be switched off through our interface. You can block them in your browser but some parts of the site will not work.
Performance cookies. Help us understand visits and traffic sources so that we can measure and improve performance.
Functionality cookies. Remember choices you make to provide enhanced features.
Targeting cookies. May be set by us or by our partners to build a profile of your interests and show relevant adverts. You can opt out of our marketing at any time.

How To Manage Cookies

You can adjust cookie settings in your browser. You can delete cookies at any time. You can also use industry tools to manage interest based advertising. If you block cookies some features may not work.

Marketing

We may send you marketing about our services if you ask for it or if you are an existing customer and have not opted out. We may personalise marketing to make it more relevant. You can opt out at any time by using the unsubscribe link in the message or by contacting us.

We do not share your data with other companies for their direct marketing without your opt in consent.

Anti Money Laundering

We follow the Proceeds of Crime Act 2002, the Money Laundering Regulations 2017, the Bribery Act 2010, and the Terrorism Act 2000. We carry out identity checks and due diligence where required. We keep records as the law requires. We report suspicious activity to the National Crime Agency where we have a legal duty to do so. If we cannot complete checks we may be unable to provide services.

Security Incidents

We assess and respond to suspected personal data breaches. Where the law requires it we notify the Information Commissioner’s Office. Where there is a high risk to you we will also tell you without undue delay.

Social Media

If you interact with us on social media the platform will process your personal data under its own terms. We may see your profile information and messages that you choose to send. We will use that information to respond to you and to manage our presence on the platform.

Links To Other Sites

Our website may link to other websites. Those websites have their own privacy policies. We are not responsible for their content or their data practices.

Changes To This Policy

We may update this policy from time to time. We will post the new version on this page and change the effective date at the top. We encourage you to check this page when you use our website.

Limitation Of Liability

You are responsible for how you use our website and for any decisions you make based on its content. To the fullest extent permitted by law we exclude all conditions and warranties that may apply to the website or its content. We do not exclude liability for death or personal injury caused by our negligence. We do not exclude liability for fraud or for any other liability that cannot be excluded by law. Subject to that we are not liable for loss or damage that arises in connection with your use of the website or your inability to use it or reliance on any content on it. We do not promise that the website will always be available or free from errors. If any part of this section is found to be unlawful the remaining parts will continue in force.

Company Details

Kent Coastal Property Ltd

Registered office: 178b High Street, Margate, Kent, England, CT9 1JZ

Company number: 15642781