Privacy Policy

This policy explains how KIWAMI Property Services and Management Ltd collects, uses and protects personal information when you contact us, request a quote, report a repair, enquire about a property, or use our services. It applies to this website and to the way we work with landlords, tenants and other customers.

1. Who we are

KIWAMI Property Services and Management Ltd is a company registered in England and Wales, company number 17425774. Our registered office is 3rd Floor, St George's House, 6 St George's Way, Leicester LE1 1QZ. We are the data controller for the personal information described in this policy, and we are registered with the Information Commissioner's Office under registration number ZC235859. You can contact us about anything in this policy by email at contact@kiwamipropertyservices.co.uk, by post at the address above, or by phone on 07884 535274.

2. What information we collect

What we collect depends on how you contact us and what you ask us to do.

• Through the forms on this website: your name, phone number, email address, the property address and postcode, and what you tell us about the work you need. Some forms also ask for your role, the type of property, how urgent the job is, access arrangements and your preferred contact method, and let you upload photographs.
• By phone, email or WhatsApp: a record of the conversation and any details you give us.
• Where we manage a property or arrange a tenancy: identity documents and Right to Rent evidence, references and credit or affordability checks, bank details for rent and payments, tenancy agreements, inventories, and records of repairs and inspections.
• Automatically: basic technical information such as your IP address and browser type, through the systems that host and protect this website.

3. How we use your information

We use your information to answer your enquiry, prepare quotes, carry out and record work, manage tenancies and properties, take payment, and keep in touch about jobs in progress. Our lawful basis for this is that the processing is necessary to enter into or perform a contract with you. We also rely on our legitimate interests in running and improving the business, keeping records of work carried out, preventing fraud and defending legal claims, and where we do, we process only what is necessary. Some processing is required by law, including Right to Rent checks, tenancy deposit protection, anti money laundering and sanctions checks where they apply, and health and safety and tax record keeping. If we send you marketing that is not about work already underway, we do so only where you have agreed, and you can withdraw that agreement at any time.

4. Who we share it with

We share your information with the contractors and tradespeople who carry out work at your property, and only what they need to do the job. Where we act as letting or managing agent, we also share with landlords or tenants as appropriate, referencing and credit check providers, the tenancy deposit scheme that protects the deposit, utility providers and the local authority where that is required, and our accountants and professional advisers. Our website and business systems are provided by suppliers who process data on our behalf, including our website host, our email provider, the spam protection on our forms and the mapping service used on property pages. These suppliers act on our instructions and are not permitted to use your information for their own purposes. We will disclose information where the law requires it, for example to HMRC, the police, a local authority or a court. We never sell your personal information.

5. Transfers outside the UK

Some of our suppliers store or process data outside the United Kingdom. Where that happens, we rely on the safeguards permitted by UK data protection law, such as the UK International Data Transfer Agreement or an approved adequacy decision, so that your information keeps an equivalent level of protection.

6. How long we keep it

We keep enquiries, and quotes that do not lead to work, for 12 months after the last contact, then delete or anonymise them, unless there is a specific reason to keep them longer. Records of completed work, invoices and related correspondence are kept for six years after the end of the financial year they relate to, to meet tax and contract requirements. Tenancy records are kept for six years after the tenancy ends. Complaint records are kept for six years after the complaint is closed, with a review if a dispute or legal matter remains open. Photographs sent with a repair report are kept with the job record. When a retention period ends, we delete the information or anonymise it.

7. Cookies

This website uses cookies and similar technology, including cookies that are strictly necessary for the site and its forms to work. Our Cookie Policy explains what they do and how to control them.

8. Your rights

You have the right to ask for a copy of the information we hold about you, to have inaccurate information corrected, to ask us to delete it, to object to or restrict how we use it, to receive it in a portable format where it was provided by you, and to withdraw consent where we relied on it. To use any of these rights, contact us using the details above. We will respond within one month. If your request is complex we may extend that, and we will tell you if we do. There is no charge unless a request is clearly unfounded or excessive.

9. Contacting us and complaints

For any privacy question, or to make a complaint about how we have handled your personal information, contact us at contact@kiwamipropertyservices.co.uk, by phone on 07884 535274, or by post to the registered office address above. We will acknowledge your complaint and respond within 30 days. If you are still not satisfied, you can complain to the Information Commissioner's Office at ico.org.uk, by phone on 0303 123 1113, or by post to Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

10. Changes to this policy

We review this policy regularly and will publish any updates on this page with a new date at the top.