Privacy Policy

This Privacy Policy explains how KEY4U LTD collects, uses and protects personal information when you visit our website or contact us in relation to our property management, property oversight and related services.

KEY4U LTD is a company registered in England and Wales under company number 15091815.

Registered office:

For the purposes of this Privacy Policy, "we", "us" and "our" refer to KEY4U LTD.

1. Who this Privacy Policy applies to

This Privacy Policy applies to visitors of our website and to individuals who contact us by email, telephone or other agreed communication channels.

It may apply to private clients, owners' representatives, family office representatives, property managers, contractors, service providers and other persons who communicate with us in relation to a property enquiry or potential engagement.

2. Information we may collect

We may collect and process the following categories of personal information:

a) contact details, such as your name, email address, telephone number and preferred language of communication;

b) professional or representative details, such as your role, position, company, family office or relationship to the property owner;

c) property-related enquiry information, such as the country and city where the property is located, the type of property, the nature of the requested services, current maintenance arrangements, presence of staff, tenants, contractors or property management companies;

d) communication records, including emails, messages, call notes and information provided during preliminary discussions;

e) documents or confirmations of authority, where it is necessary to verify that a person contacting us is authorised to act in relation to a property or on behalf of the property owner;

f) technical website information, such as IP address, browser type, device information, approximate location, pages visited and website usage data, where such information is collected by the website or hosting provider.

We do not intentionally collect special category personal data through the website.

3. How we collect information

We may collect personal information when:

a) you contact us by email or telephone;

b) you send us information about a property or a potential service request;

c) you communicate with us as a client, representative, contractor or service provider;

d) we receive information from your authorised representative, family office, assistant, property manager, contractor or other person involved in the enquiry;

e) you visit our website and technical information is collected automatically by hosting, security or analytics tools.

The website does not currently include a contact form. Initial enquiries are made by email or telephone.

4. Why we use your personal information

We may use personal information for the following purposes:

a) to receive, review and respond to enquiries;

b) to understand the nature of a property, its location, current requirements and the expected scope of our involvement;

c) to communicate with you or your authorised representative;

d) to assess whether we may be able to provide services;

e) to arrange preliminary consultations, remote assessments, meetings or initial property inspections;

f) to verify authority to act in relation to a property where appropriate;

g) to prepare proposals, engagement terms, agreements or other pre-contractual documents;

h) to manage client relationships and provide agreed services;

i) to keep internal records of communications and decisions;

j) to protect our legal rights, prevent misuse of the website and maintain website security;

k) to comply with applicable legal, regulatory, accounting or tax obligations.

5. Lawful basis for processing

Depending on the circumstances, we may process personal information on one or more of the following lawful bases:

a) pre-contractual steps and contract performance — where processing is necessary to respond to an enquiry, prepare a proposal, enter into an agreement or provide agreed services;

b) legitimate interests — where processing is necessary for our legitimate business interests, including managing enquiries, communicating with clients and representatives, verifying authority, maintaining records, protecting our business and improving our website;

c) legal obligation — where processing is necessary to comply with legal, regulatory, accounting or tax requirements;

d) consent — where we specifically ask for your consent, for example for certain types of non-essential cookies, analytics or marketing communications, if such tools are used.

6. Sharing of information

We may share personal information where reasonably necessary with:

a) our directors, employees, consultants or representatives;

b) professional advisers, including lawyers, accountants, tax advisers or insurers;

c) service providers supporting our website, email, IT systems, hosting, security or document management;

d) contractors, property managers, technical specialists or other service providers where this is necessary for the review of a property enquiry or provision of services;

e) authorised representatives of the client or property owner;

f) public authorities, regulators, courts or law enforcement bodies where required by law or necessary to protect our legal rights.

We do not sell personal information.

7. International transfers

Because property enquiries and services may relate to properties located in different countries, personal information may be processed or shared outside the United Kingdom where necessary for the relevant enquiry, proposed engagement or provision of services.

Where required, we will take reasonable steps to ensure that appropriate safeguards are in place for international transfers of personal information.

8. How long we keep information

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected.

In general:

a) enquiry and communication records may be kept for as long as necessary to manage the enquiry and for a reasonable period afterwards;

b) client and contractual records may be kept for the duration of the client relationship and for a reasonable period afterwards for legal, accounting, tax and record-keeping purposes;

c) information relating to unsuccessful enquiries may be deleted or anonymised when it is no longer required;

d) technical website data may be retained for shorter periods depending on the relevant hosting, security or analytics tools.

If we do not have a fixed retention period, we determine the retention period by reference to the nature of the information, the purpose for which it was collected, legal limitation periods, regulatory requirements and our legitimate business needs.

9. Security

We take reasonable organisational and technical measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

However, no method of transmission over the internet or electronic storage is completely secure. For this reason, we cannot guarantee absolute security of information transmitted electronically.

10. Cookies and website analytics

Our website may use strictly necessary technical tools required for the website to operate, maintain security and provide basic functionality.

If we use analytics, performance, marketing or other non-essential cookies or similar technologies, we will provide appropriate information and, where required, request your consent before such technologies are used.

You may be able to control cookies through your browser settings. Disabling certain cookies may affect the functionality of the website.

11. Your rights

Depending on applicable law and your location, you may have rights in relation to your personal information, including the right to:

a) request access to your personal information;

b) request correction of inaccurate or incomplete information;

c) request deletion of your personal information;

d) object to certain types of processing;

e) request restriction of processing;

f) request transfer of your information;

g) withdraw consent where processing is based on consent;

h) lodge a complaint with a data protection authority.

To exercise your rights, please contact us using the details below.

12. Contact details

If you have any questions about this Privacy Policy or how we process personal information, please contact us:

13. Complaints

If you are in the United Kingdom, you have the right to lodge a complaint with the UK Information Commissioner's Office.

We would appreciate the opportunity to address your concerns first, so please contact us before submitting a complaint to a supervisory authority.

14. Links to other websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices, content or security of third-party websites. We recommend that you read the privacy policy of any third-party website you visit.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

The updated version will be posted on this website with a revised "Last updated" date. Continued use of the website after the updated Privacy Policy is posted means that you have read the updated version.