Privacy Policy

Kee2Kee is operated by KOVENT ESTATES LTD, company number 14950721, registered in England and Wales. The business is led by Golu Singh Gaba, Director. Our head office is Unit 15, First Floor, 65 The Broadway, Southall, UB1 1JY and our registered office is Unit 15, 65 Himalaya Shopping Centre, The Broadway, Southall, UB1 1JY.

1. Scope of this Privacy Policy

This Policy explains how we handle personal information when you:

• visit kee2kee.com;
• join a renter, flat-sharer or landlord launch list;
• create or use a Kee2Kee account once the app or platform is available;
• search, save, swipe on or enquire about property;
• create a renter or flat-sharer profile;
• advertise, manage or respond to interest in a property;
• send messages or contact support; or
• otherwise interact with Kee2Kee.

This Policy concerns information relating to an identifiable living person. Information about a property may not itself be personal information, but it can become personal information where it identifies or is linked to an individual.

2. Who is responsible for your information?

For most processing described in this Policy, KOVENT ESTATES LTD is the data controller. This means we decide why and how the personal information is used.

When you choose to send an enquiry or information to an independent landlord, estate agent, letting agent, referencing provider or other third party, that recipient may become an independent controller of the information it receives and should provide its own privacy information.

3. Personal information we may collect

The information depends on the feature you use. It may include:

• Identity and contact data: name, email address, telephone number and account identifiers.
• Launch-list data: whether you are a renter/flat-sharer or landlord, and an optional preferred/property area or postcode.
• Account and profile data: login details, profile photograph if you choose to add one, rental preferences, budget, preferred areas and information you choose to include in your profile.
• Property-search activity: searches, filters, saved properties, swipes, enquiries, matches and related preferences.
• Landlord and listing data: contact details, authority to advertise where required, property listings, photographs, descriptions, availability and enquiry activity.
• Communications: messages sent through the Platform, support enquiries, complaints, reports and feedback.
• Technical and usage data: IP address, device/browser information, log information, security events and interactions with the website or app.
• Transaction or service information: if paid products are introduced, information connected with the purchase, although payment-card information may be handled directly by a specialist payment provider rather than Kee2Kee.

4. Where we obtain information

We may receive personal information:

• directly from you;
• from your activity on Kee2Kee;
• from a landlord, agent or other user where that is necessary to facilitate an enquiry or manage a genuine property interaction;
• from service providers that help us secure, host or operate the Platform; and
• from publicly available or lawful third-party sources where necessary for fraud prevention, property-listing checks, legal compliance or another disclosed purpose.

5. Why we use personal information

We may use personal information to:

• operate the website, waitlist, app and landlord platform;
• create and maintain user accounts;
• remember search and property preferences;
• show relevant property, room or flat-sharing opportunities;
• send or facilitate enquiries, matches and messages you request;
• help landlords manage listings and relevant interest;
• provide customer support and respond to complaints;
• protect users, prevent fraud and secure the Platform;
• understand performance and improve Kee2Kee;
• send launch or marketing communications where permitted; and
• meet legal, regulatory, accounting or law-enforcement requirements.

6. Our lawful bases

UK data protection law requires us to have a valid reason for using personal information. Depending on the activity, we may rely on:

Where we rely on legitimate interests, we consider the purpose, necessity and potential impact on individuals. Where we rely on consent, you can withdraw it at any time for future processing based on that consent.

7. Property enquiries, swipes and matches

When you choose to show interest in a listing, Kee2Kee may use the information you have selected for your reusable renter profile to generate or send an enquiry to the relevant landlord or authorised advertiser.

We may retain a record of the enquiry or interaction to provide the service, show your activity, help with support and security, and improve Platform performance.

Once information is provided to an independent landlord, agent or other advertiser, that recipient is responsible for its own use of the information as an independent controller where applicable.

8. Landlords and property advertisers

If you register as a landlord or advertiser, we may use your details to operate your account, contact you about listings or enquiries, protect against fraudulent advertising, check authority to market where appropriate and administer future business products.

Business information that does not identify an individual is not personal information. However, names, direct contact details and information relating to sole traders, individual landlords or identifiable employees can be personal information.

9. Identity, financial and other sensitive documents

The general Kee2Kee search experience and launch list are not designed to require passports, bank statements or other formal rental documents merely to browse.

If a later rental stage or future feature requires identity, affordability, right-to-rent, referencing or similar information, we will explain what is required, why, who receives it and any relevant additional privacy information before that processing takes place.

We do not ask users to place special category data or criminal-offence information in general profiles or public listings. If a future feature genuinely requires such information, we will identify the applicable legal condition and provide further privacy information.

10. Launch updates and direct marketing

When you submit a Kee2Kee launch-list form, you are asking us to notify you when the relevant Kee2Kee app or service becomes live. We use the email address you provide for that requested launch notification.

If you no longer want to receive the requested launch notification, you can contact info@koventestates.com and ask us to remove you from the launch list.

We may keep a minimal record where necessary to make sure we respect a request to be removed from the launch list.

Operational messages that are necessary to provide a requested service, secure an account or confirm an action are not necessarily direct marketing.

11. Cookies, logs and similar technologies

The current Coming Soon site does not intentionally deploy Kee2Kee advertising cookies. Our hosting infrastructure may nevertheless process technical information such as IP addresses and request logs in order to host and secure the site.

If we add non-essential analytics, advertising cookies, tracking pixels or similar technologies, we will update our privacy/cookie information and obtain consent where required before those technologies are used.

12. Who we may share personal information with

Where necessary and lawful, we may share information with:

• landlords, agents or other authorised property advertisers when you choose to make an enquiry or otherwise request that interaction;
• hosting, cloud, email, communications, security and technical service providers;
• future referencing, identity, payment or other specialist providers only where the relevant feature is activated and properly disclosed;
• professional advisers such as solicitors, accountants or insurers;
• regulators, courts, law-enforcement bodies or public authorities where required or lawfully requested; and
• a purchaser, investor or successor organisation if our business or relevant assets are sold or reorganised, subject to appropriate confidentiality and data-protection safeguards.

We do not sell launch-list personal information to advertisers.

13. Netlify and other service providers

The current website is intended to be hosted on Netlify. The renter and landlord waitlist forms use Netlify Forms, so form-submission information is processed and stored through Netlify’s infrastructure on our behalf.

Netlify provides controls for viewing, exporting and deleting form submissions. We should actively manage and delete submissions when they are no longer required for the purpose for which they were collected.

Other service providers may be added as Kee2Kee develops. Where a supplier processes personal information for us, we expect appropriate contractual and security arrangements to be in place.

14. International data transfers

Some technology providers may process personal information outside the United Kingdom. Where UK data-protection rules require safeguards for an international transfer, we will use an appropriate legal mechanism or rely on an applicable adequacy arrangement.

Further information about relevant transfer safeguards can be requested from us where applicable.

15. How long we keep information

We do not keep personal information for longer than we reasonably need it. The retention period depends on the purpose, the type of data, whether an account remains active, legal or regulatory requirements, fraud/security needs, complaints or disputes, and whether you have withdrawn consent.

Launch-list data is reviewed as the launch campaign progresses and should be deleted, anonymised or reduced when it is no longer needed for launch communications. Where you unsubscribe, we may retain a minimal suppression record so that we do not send marketing contrary to your request.

Property, account and enquiry records used after launch may need different retention periods depending on the service and legal context. We will maintain an internal retention approach and update this Policy where a specific period is important for users to know.

16. How we protect information

We use and expect our providers to use proportionate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

No internet service can guarantee absolute security. You should protect your login credentials and contact us promptly if you believe your account or information has been compromised.

17. Recommendations, ranking and profiling

Kee2Kee may use search preferences, location choices, saved properties, swipes or other Platform activity to rank or recommend listings and make discovery more relevant.

We do not currently intend to use these recommendations to make a decision solely by automated means that produces legal or similarly significant effects on an individual. A match score or recommendation does not decide whether a tenancy will be offered.

If our use of automated decision-making materially changes, we will update this Policy and provide any additional information or rights required by law.

18. Your data-protection rights

Depending on the circumstances and the lawful basis we rely on, your rights can include:

• the right to be informed about how your information is used;
• the right of access to your personal information;
• the right to have inaccurate information corrected;
• the right to request erasure in certain circumstances;
• the right to request restriction of processing;
• the right to data portability in certain circumstances;
• the right to object to certain processing, including direct marketing; and
• rights relating to qualifying solely automated decisions and profiling.

To exercise a right, contact info@koventestates.com. We may need reasonable information to confirm your identity and locate the relevant records. These rights are subject to legal conditions and exemptions.

19. Children

Kee2Kee’s rental and landlord services are intended for adults aged 18 or over. We do not knowingly invite children to create rental or landlord accounts or join the launch list. If we become aware that personal information has been submitted by a child inappropriately, we will take reasonable steps to address it.

20. Questions and complaints

Please contact us first if you have a privacy question or concern:

KOVENT ESTATES LTD
Attn: Golu Singh Gaba, Director
Head Office: Unit 15, First Floor, 65 The Broadway, Southall, UB1 1JY
Email: info@koventestates.com
Telephone: +44 (0)7513 141890

You also have the right to complain to the UK Information Commissioner’s Office (ICO) about the way your personal information has been handled. Information about raising a data-protection complaint is available from the ICO.

21. Changes to this Privacy Policy

We may update this Policy as Kee2Kee develops, when suppliers or features change, or when legal requirements change. The latest version will be published on the website with an updated date.

Where a change is important and we have an appropriate way to contact you, we may also bring it to your attention directly.