Effective Date: 31 October 2025
Contact Email: support@thekarnani.com and contact@thekarnani.com
1. Introduction
At Karnani, we are committed to protecting your privacy and ensuring that your personal information is handled responsibly and transparently.
This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By using our website, submitting an enquiry, or entering into a tenancy with us, you agree to the practices outlined in this policy.
2. What Personal Data We Collect
We may collect and process the following categories of personal data:
Identity Data: Full name, date of birth, nationality, identification documents.
Contact Data: Email address, phone number, and current or previous addresses.
Tenancy Information: Employment/university details, references, guarantor details, property history.
Financial Data: Rent payment history, proof of income, and bank statements (where required for tenancy checks).
Usage Data: Website interactions, IP address, device type, and browser information.
Marketing Preferences: Your communication and subscription preferences.
Compliance Data: Copies of documents for Right to Rent or regulatory purposes.
Security Data (if applicable): CCTV or inspection footage used to maintain property security and evidence of maintenance conditions.
We do not intentionally collect personal data from children under 18 years old.
3. How We Collect Your Data
We collect your data through:
- Online enquiry and tenancy forms
- Third-party platforms (e.g. SpareRoom, Zoopla, Rightmove, OpenRent)
- Email, phone, and messaging communication
- Tenancy applications and agreements
- Maintenance or inspection interactions
- Cookies and analytics tools on our website
4. How We Use Your Data
We use your data to:
- Respond to enquiries and manage property viewings
- Process tenancy applications and referencing
- Prepare and execute tenancy agreements
- Manage properties, maintenance, and tenant communication
- Handle payments, rent collection, and arrears
- Perform legal duties such as Right to Rent or licensing checks
- Improve our website, services, and communication experience
- Send updates, reminders, or property offers (only with your consent)
- Manage compliance, dispute resolution, and anti-fraud procedures
We will only collect and process the data necessary for each specific purpose.
5. Lawful Basis for Processing
We rely on one or more of the following lawful bases under the UK GDPR:
- Contractual necessity – processing to fulfil tenancy or application obligations.
- Legal obligation – complying with housing, landlord, or tax regulations.
- Legitimate interest – responding to your enquiries, ensuring property security, preventing fraud, or improving services.
- Consent – sending marketing communications or updates (you may withdraw consent at any time).
6. How We Store and Protect Your Data
Your data is securely stored in encrypted cloud systems such as Zoho CRM, Landlord Vision, Google Workspace, Meta and other licensed platforms used for business operations.
We apply appropriate technical and organisational security measures to prevent unauthorised access, loss, or misuse of your data.
We also ensure our staff and contractors handle information only under strict confidentiality and data access protocols.
7. Data Sharing and Third Parties
We may share data only when necessary with:
- Trusted service providers (e.g. referencing agencies, cleaning or maintenance contractors)
- Software and platform providers (e.g. CRM, accounting, and email systems)
- Legal or regulatory authorities (where required by law)
- Professional advisers (e.g. auditors, accountants, solicitors)
All third-party processors are vetted for GDPR compliance and only process data according to our instructions.
We never sell your personal data to any third party.
8. International Data Access and Transfers
Some of our operational and support teams are located outside the UK.
Where personal data is accessed or processed internationally, we ensure equivalent protection through:
- Standard Contractual Clauses (SCCs) approved by the UK ICO, or
- An adequacy decision confirming adequate data protection in that country.
9. Data Retention
We retain personal data only for as long as necessary:
- Enquiry and lead data: 12 months
- Tenancy records: Up to 6 years after the tenancy ends (for legal, tax, and compliance purposes)
- CCTV or inspection footage: Typically 30–90 days unless needed for investigation
You can request earlier deletion unless we are legally required to retain the data.
10. Your Data Rights
Under the UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction or deletion of inaccurate data
- Restrict or object to certain processing
- Request transfer (data portability)
- Withdraw consent at any time (for marketing or optional processing)
- Lodge a complaint with the Information Commissioner’s Office (ICO) – www.ico.org.uk
To exercise these rights, email support@thekarnani.com with the subject “Data Request”.
11. Cookies and Tracking
Our website uses cookies and similar technologies to enhance usability and analyse traffic.
You can modify your cookie preferences through your browser settings.
For further details, please see our Cookie Policy.
12. Changes to This Privacy Policy
We may update this Privacy Policy periodically.
The latest version will always appear on our website with the updated Effective Date.
Continued use of our website or services after an update means you accept the revised terms.
13. Data Protection Contact
For questions about how your data is used or to raise a concern, contact:
Data Protection Officer – Karnani
📧 support@thekarnani.com