Privacy Notice

Last updated: September 2026

At Knight Property Management, we need to handle personal information as part of letting and managing residential property. We take that responsibility seriously, but we also believe privacy information should be understandable without needing a law degree to get through it.

This notice explains what information we may collect about you, why we use it, who we may share it with, how long we keep it and the rights you have.

It applies whether you are simply making an enquiry, arranging a viewing, applying for a property, using our services as a landlord, living in a property we manage, working for us as a contractor or dealing with us in some other capacity.

Who we are

Knight P M L Limited, trading as Knight Property Management or KPM, is a residential letting and property management agent based in Hertford, Hertfordshire.

For the personal information described in this notice, KPM generally acts as the data controller. This means we are responsible for deciding how and why that information is used.

You can contact us at:

Knight Property Management
Four Rivers House
Fentiman Walk
Fore Street
Hertford
SG14 1DB

Email: info@knightpm.co.uk
Telephone: 01992 308181

You can also use the above email address for any questions, requests or complaints relating to your personal information.

In some circumstances another person or organisation, such as a landlord, referencing provider or tenancy deposit scheme, will also be a separate data controller responsible for the information they hold.

Who this notice applies to

We may handle personal information about:

• people enquiring about properties;

• prospective tenants and people registering for viewings;

• tenant applicants;

• existing and former tenants;

• other people living at properties we manage, including children;

• guarantors;

• prospective and existing landlord clients;

• emergency contacts, referees and previous landlords;

• contractors and tradespeople;

• suppliers and professional advisers;

• people making general enquiries about KPM or our services; and

• other people whose information we reasonably need while letting or managing residential property.

Not every part of this notice will apply to everybody.

What information we may collect

The information we collect depends on why you are dealing with us.

It may include:

• your name, postal address, email address and telephone number;

• your date of birth and previous addresses;

• information you provide when registering for or arranging a viewing;

• information about the property you wish to rent, own or occupy;

• details about your proposed or existing tenancy, rent, deposit and household;

• identity, nationality and Right to Rent information where required;

• employment, occupation, income and affordability information;

• details provided by employers, accountants, previous landlords, referees or guarantors;

• bank details, payment information and financial records;

• information used for tenant referencing and credit checking;

• information about benefits or other sources of income where relevant to an application;

• correspondence with us, including emails and messages;

• information about repairs, inspections, property visits and maintenance;

• photographs and other records relating to a property where these may contain personal information;

• complaints, disputes and information relating to actual or potential legal claims; and

• information required for accounting, tax, regulatory or other legal purposes.

We try not to collect more information than we reasonably need.

Information about children

We do not normally need detailed information about children living at a property.

Where relevant, we may record a child's name and date of birth, for example to record who will be living at a property or to demonstrate that a Right to Rent check was not required because the person was a child.

We will not use children's information for unrelated purposes.

Health and other sensitive information

We do not routinely need detailed health information.

There may, however, be limited circumstances where health or vulnerability information is relevant to managing a property safely or providing an appropriate service. For example, somebody may tell us about a disability because they require a reasonable adjustment, or may voluntarily provide information relevant to a property health and safety risk assessment.

Health information is treated as special category personal data and receives additional protection under data protection law.

Where we ask you to provide health information voluntarily, we will explain why we need it and will normally obtain your explicit consent to process that health information, unless another lawful condition applies.

We will collect no more detail than we reasonably need for the particular purpose.

Health or vulnerability information will not be used to assess whether somebody is a suitable tenant unless there is a lawful and genuinely necessary reason to do so.

We will not normally ask one person to provide detailed health information about another adult. Where information about another adult occupier is genuinely required, we would normally ask that person to provide it themselves.

Where we get information from

Most of the information we hold is provided directly by the person concerned.

We may also receive information from other sources where appropriate, including:

• landlords;

• tenants or other household members;

• guarantors and referees;

• employers and accountants;

• previous landlords or letting agents;

• tenant referencing and credit reference providers;

• contractors and professional advisers;

• local authorities and government bodies;

• publicly available sources; and

• other organisations involved in a tenancy, property or service we manage.

If we receive personal information about you from somebody else and you have not already been given this privacy information, we will normally make it available to you within the period required by data protection law, unless an exemption applies.

Why we use your information

We must have a lawful reason for using personal information. The reason varies depending on what we are doing.

Dealing with enquiries and arranging viewings

We use contact details and other relevant information to respond to enquiries, provide information about properties and arrange and manage viewings.

We normally rely on our legitimate interests, and those of the landlord, in dealing properly with property enquiries, arranging viewings and operating an effective letting service.

Where a prospective landlord asks us to provide a quotation, appraisal or other service with a view to instructing us, we may also rely on taking steps at their request before entering into a contract.

Assessing tenant applicants and carrying out referencing

We may use information about prospective tenants, guarantors, employment, income, finances, previous tenancies and credit history to assess whether an applicant is suitable for a property.

We normally rely on the legitimate interests of KPM and the landlord in selecting suitable tenants, assessing affordability, reducing the risk of fraud or non-payment and managing the property responsibly.

Where processing is required by law, we may instead rely on a legal obligation.

We do not rely on consent simply because somebody has completed an application form.

Right to Rent and other legal requirements

Where applicable, we collect and use information to carry out Right to Rent checks and to meet other legal, regulatory, tax, accounting or compliance requirements.

Where processing is necessary because the law requires it, our lawful basis is legal obligation.

Providing services to landlords

We use landlords' personal information to provide quotations, take instructions, manage properties, account for money, arrange repairs and compliance work, communicate about tenancies and perform the other services agreed with them.

Where this is necessary to provide our agreed service, our lawful basis is contract.

We may also rely on legal obligation where the law requires us to process information, and on legitimate interests for reasonable business activities which are not strictly necessary for the contract itself.

Managing tenancies and properties

Where we manage a property on behalf of a landlord, we need to communicate with tenants and other occupiers, manage rent and payments, arrange repairs and inspections, deal with contractors, organise statutory checks and generally look after the property and tenancy.

Because the tenancy agreement will normally be between the landlord and tenant rather than between KPM and the tenant, we will not automatically rely on "contract" for all processing of tenant information.

Instead, we will normally rely on the legitimate interests of KPM and the landlord in managing the tenancy and property properly, together with legal obligation where particular processing is required by law.

Property health and safety

We may process information where reasonably necessary to identify and manage health and safety risks at a property, including arranging safety inspections, compliance work and risk assessments.

For ordinary personal information, we will normally rely on our legitimate interests, and those of the landlord and occupants, in managing the property safely. Where KPM is itself required by law to process information, we may rely on legal obligation.

If this involves health information or other special category data, we also require a separate lawful condition for processing that information. Where we ask an individual voluntarily to provide health information for this purpose, we will normally rely on their explicit consent for the special category element.

Payments, accounts and business records

We use financial and payment information to collect and account for rent and other money, make payments, maintain client and business accounts and comply with tax and accounting requirements.

Depending on the circumstances, we rely on contract, legal obligation and our legitimate interests in maintaining accurate business and financial records.

Repairs and inspections

We may use contact details and relevant information about occupants when arranging repairs, servicing, inspections, safety checks and other property management work.

Our lawful basis will normally be the legitimate interests of KPM, the landlord and occupiers in maintaining and safely managing the property, together with legal obligation where particular work is required by law.

Complaints, disputes and legal claims

We may retain and use information where necessary to investigate a complaint, respond to a dispute, establish what happened, obtain professional advice or establish, exercise or defend legal rights.

Depending on the circumstances, we rely on legal obligation and our legitimate interests in resolving complaints and protecting our legal position.

Preventing fraud and protecting our business

We may use personal information where reasonably necessary to verify information supplied to us, prevent or investigate fraud, protect property or money, manage business risk and establish or defend legal rights.

We normally rely on our legitimate interests, or those of our clients or other affected people, provided those interests do not unfairly override your rights.

Whenever we rely on legitimate interests, we consider whether the processing is necessary and proportionate and whether your rights and reasonable expectations outweigh those interests.

Marketing

Contacting you about a property, tenancy or service you have actually enquired about is part of dealing with that enquiry. It does not mean that we automatically add you to a general marketing list.

If we send separate marketing communications, we will only do so where data protection and electronic marketing rules allow us to.

Depending on the circumstances, this may be because you have consented or because another lawful marketing provision applies.

You can ask us to stop sending direct marketing at any time.

You have an absolute right to object to the use of your personal information for direct marketing. If you ask us to stop, we will stop.

We may retain a minimal record of your opt-out so that we do not accidentally contact you again for marketing purposes.

Who we may share information with

We do not sell personal information.

We may share information where it is reasonably necessary for the purpose for which it is being used.

Depending on the circumstances, this may include:

• landlords and property owners;

• tenants and prospective tenants where appropriate;

• guarantors and referees;

• tenant referencing and credit checking providers;

• tenancy deposit protection schemes;

• contractors, tradespeople and inventory providers;

• gas, electrical and other safety or compliance contractors;

• utility companies and service providers;

• local authorities;

• HM Revenue & Customs and other government departments;

• the Home Office where required in connection with Right to Rent;

• banks and payment providers;

• insurers;

• solicitors, accountants, surveyors and other professional advisers;

• tracing agents and debt recovery providers where reasonably necessary;

• courts, tribunals and law enforcement agencies;

• professional or regulatory bodies where relevant;

• another managing or letting agent where management of a property is transferred;

• purchasers and their professional advisers where a managed property is being sold and disclosure is reasonably necessary; and

• businesses providing IT, communications, accounting, CRM, cloud storage and other services to KPM.

If you are a prospective or existing tenant, relevant information may be shared with the landlord because we act as their agent and they may need that information to make decisions about or manage their property and tenancy.

We will not share information with a landlord merely because we happen to hold it. The information shared must be relevant and appropriate for the purpose concerned.

There are also circumstances in which we are legally required to provide information about a landlord to a tenant or public authority.

The systems and service providers we use

Like most businesses, KPM uses third-party technology and professional services to help us operate.

These currently include, where applicable:

• Dropbox;

• Google services, including Gmail;

• Capsule CRM;

• Xero;

• Systeme CRM;

• HighLevel;

• Landlord Law; and

• telephone, mobile and computer systems used by KPM.

These organisations may act as processors on our behalf or, in some circumstances, as separate data controllers.

The services we use may change from time to time. We review this notice where a material change affects the way personal information is handled.

Information transferred outside the UK

Some of the technology and cloud services we use operate internationally, so personal information may sometimes be stored, accessed or otherwise processed outside the UK.

A service provider being based overseas does not necessarily mean that a restricted international transfer takes place. Where our use of a service does involve a restricted transfer, we require an appropriate lawful transfer mechanism to be in place.

Depending on the destination and provider, this may include:

• UK adequacy regulations, including an applicable UK adequacy arrangement for an eligible recipient;

• the UK's International Data Transfer Agreement;

• the UK Addendum to approved EU Standard Contractual Clauses; or

• another safeguard or exception permitted by UK data protection law.

Where appropriate safeguards are used, any data protection test or other assessment required under UK law must also be satisfied.

You can contact us if you would like further information about the safeguards relevant to your personal information.

How we keep information secure

We take reasonable and proportionate steps to protect personal information against unauthorised access, loss, misuse or disclosure.

These include measures such as password protection, access controls and restricting access to people who reasonably need the information for their work.

No electronic system can be guaranteed to be completely secure, but we review the way information is stored and handled and expect organisations processing information for us to provide appropriate safeguards.

How long we keep information

We keep personal information only for as long as there is a reasonable legal, regulatory or business need for it.

Different information therefore has different retention periods.

General enquiries and viewing registrations which do not progress

We normally retain these for up to 12 months after our last meaningful contact.

This allows us to deal with follow-up enquiries, understand what happened to an enquiry and respond to any complaint or issue arising from it.

Unsuccessful tenant applications

We normally retain application information for up to 12 months after the application ends, unless there is a complaint, dispute, legal issue or other specific reason requiring us to keep relevant information for longer.

Prospective landlords who do not instruct us

We normally retain enquiry and appraisal information for up to 12 months after our last meaningful contact, unless there is another lawful reason to keep it.

Successful applications, tenancies and managed properties

Core records relating to an actual tenancy or property management relationship may normally be retained for up to six years after the relevant tenancy or management relationship ends.

The six-year period reflects, among other things, the period during which many contractual legal claims may arise.

This does not mean that every piece of information collected during a tenancy will automatically be kept for six years. Information which is no longer reasonably required will be deleted earlier where appropriate.

For example, detailed supporting financial or referencing information may not need to be retained for the same period as the tenancy agreement, rent account or important correspondence.

Right to Rent records

Evidence retained specifically for Right to Rent purposes will normally be kept for the duration of the tenancy and for one year after the tenancy ends, in accordance with the applicable Right to Rent requirements, and then securely deleted unless there is another lawful reason to retain it.

Financial and accounting records

Financial and accounting records will generally be kept for six years from the end of the relevant company financial year, or longer where tax or company law requires it.

Health and vulnerability information

Health or vulnerability information will be kept only for as long as it remains reasonably necessary for the particular purpose for which it was provided.

Where it relates to the safe management of a current tenancy or property, we will review whether it is still required when the relevant risk assessment or circumstances change.

We will not routinely retain detailed health information for six years simply because it once formed part of a tenancy file.

Where possible, we may retain the fact that an appropriate safety issue was considered or action was taken without continuing to retain unnecessary medical details.

Complaints, disputes and legal claims

Relevant information may be retained for as long as reasonably necessary to investigate and resolve the matter and, where appropriate, for an applicable legal limitation period afterwards.

Marketing records

We retain marketing information while there is a lawful reason to use it.

If you opt out, we may keep limited information on a suppression list so that we can continue to respect your wishes.

At the end of a retention period we will delete, anonymise or otherwise securely dispose of information unless there is a specific reason why it needs to be kept for longer.

Do you have to give us your information?

Sometimes you have a choice about what information you provide.

However, certain information may be necessary if you want us to arrange a service, assess a tenancy application, carry out referencing, comply with Right to Rent requirements, manage a tenancy or perform our legal or contractual obligations.

If you do not provide information which is reasonably required for one of those purposes, we may be unable to proceed with your enquiry, application, tenancy or requested service.

Where we ask for health information on a voluntary basis and rely on explicit consent, choosing not to provide that information will not itself be used against you in deciding whether you are suitable for a tenancy.

Automated decision-making

KPM does not make decisions about whether to accept landlords or tenants solely by automated processing without meaningful human involvement.

We may use referencing, credit checking, open banking or other software to help verify information or produce reports. These tools may assist our decision-making, but significant decisions about applicants involve human consideration.

If this changes and we use solely automated decision-making in circumstances where data protection law requires additional information or safeguards, we will tell the people affected.

Your rights

Depending on the circumstances and the lawful basis we rely on, data protection law gives you rights over your personal information.

These can include the right to:

• ask whether we hold personal information about you and obtain a copy of it;

• ask us to correct inaccurate or incomplete information;

• ask us to erase information in certain circumstances;

• ask us to restrict the way information is used in certain circumstances;

• object to processing based on legitimate interests;

• object at any time to the use of your information for direct marketing;

• receive certain information in a portable format where the right to data portability applies;

• withdraw consent at any time where we are relying on consent; and

• exercise rights relating to significant automated decisions where applicable.

These rights are not all absolute. For example, we may sometimes be required to retain information despite a request for deletion because we have a legal obligation or another continuing lawful reason to keep it.

If you wish to exercise one of these rights, contact us at info@knightpm.co.uk.

We may need to ask for information to confirm your identity before disclosing personal information.

Data protection complaints

If you are unhappy with the way we have collected, used, stored or shared your personal information, you can make a data protection complaint to us by emailing: info@knightpm.co.uk

or writing to us at:

Knight Property Management
Four Rivers House
Fentiman Walk
Fore Street
Hertford
SG14 1DB

We will acknowledge a data protection complaint within 30 days of receiving it.

We will take appropriate steps to investigate the complaint without undue delay, keep you informed where appropriate and let you know the outcome.

You also have the right to complain to the Information Commissioner's Office, the UK's independent data protection regulator.

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

Telephone: 0303 123 1113
Website: ico.org.uk

Our website, cookies and tracking

At the date this notice was last updated, KPM does not use Google Analytics, Meta Pixel, Google Ads conversion tracking or similar non-essential website tracking technologies.

We may introduce website analytics or advertising measurement tools in future.

For example, we may use:

• Google Analytics to help us understand how people use our website;

• Google Ads conversion tracking to help us understand whether our advertising results in enquiries or other actions; and

• Meta Pixel to measure or improve advertising on Meta services.

We will not simply activate these technologies without considering the applicable privacy rules.

Some limited analytics can be used without consent where the statutory statistical purposes exception applies. This requires the information to be used only for qualifying statistical purposes, without tracking or profiling individual visitors, and visitors must be given clear information and a simple way to object.

Advertising technologies, advertising conversion tracking and tracking or profiling individual visitors normally require consent.

If we introduce any of these technologies, we will provide appropriate information and controls through our website before using them, including a cookie notice or cookie settings where appropriate.

Changes to this Privacy Notice

We may update this Privacy Notice from time to time, for example if our services, systems or legal obligations change.

The latest version will be available on our website and will show the date on which it was last updated.

If we make a material change to the way we use information which affects people whose information we already hold, we will take reasonable steps to bring that change to their attention where required.