KTS Estate Management Limited is the data controller for the purposes of UK data protection law. References to “we” or “us” in this notice mean KTS Estate Management Limited. We are responsible for the personal data we collect and use during the course of managing your leasehold or freehold property.
We may collect and process the following categories of personal information:
– Contact Details: Name, property address, home address (if different), telephone numbers (home, work, mobile), email address, IP address.
– Financial and Property Details: Mortgage details, Land Registry information, bank or credit card details.
– Other Details: Car registration number, emergency contact, communications with us, website form data, and any personal data collected via cookies on our website.
We may also collect information from third-party sources such as solicitors, previous agents, estate or letting agents.
We process your personal data to:
– Fulfil our obligations as managing agents under our contract with your Freeholder or Management Company.
– Meet legal and regulatory obligations.
– Provide you with updates and communications about our services.
– Improve our website experience and manage its security.
– Where applicable, send marketing communications (with your consent or under legitimate interest).
We may combine information we collect from different sources to better manage your property or respond to your queries.
Our website uses cookies to distinguish users and improve site performance. Please refer to our separate [Cookie Policy] for detailed information.
We process your personal data under the following lawful bases:
– Contract: To perform the contract between us or our client and you.
– Legitimate Interests: To manage properties effectively and enforce leasehold or freehold covenants.
– Consent: For direct marketing where applicable (you can withdraw consent at any time).
We may share your data with trusted third parties including:
– Contractors, solicitors, debt collectors, insurers, auditors, utility companies, IT service providers, parking enforcement, professional advisers, regulatory bodies, and payment processors (e.g. Worldpay).
– Group companies for administrative purposes.
– Law enforcement or regulators if legally required.
In the event of a business sale or restructure, your personal data may be disclosed to prospective or new owners.
We do not sell your data to third parties.
Data is stored securely at our offices or by authorised third-party service providers. If data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place.
We retain personal information for as long as necessary:
– Core contact and property information: up to 12 years post-contract.
– Bank/card details: deleted within 1 week after processing.
You have rights under data protection law to:
– Access, correct, or delete your personal information.
– Object to or restrict processing.
– Withdraw consent (if processing was based on it).
– Request a machine-readable copy of your data.
– Lodge a complaint with the Information Commissioner’s Office (ICO).
To exercise your rights, contact us with proof of identity and details of your request.
We have security measures in place to prevent unauthorised access or loss. Staff are trained in data protection and confidentiality. We will notify you of any significant data breach in line with legal requirements.
We may update this notice from time to time. Changes will be posted on our website and, where appropriate, communicated directly.
Last updated: May 2025
If you have questions or concerns about this policy or how we handle your data, please contact us using the details on our website or write to:
KTS Estate Management Limited
Unit 2 Park Farm
Chichester Road
Arundel
West Sussex
BN18 0AG
email: information@ktsestatemanagementltd.com
Phone: 01903 889799