Effective Date: 28-07-2025
Contact Email: support@thekarnani.com
—

1.Introduction

At Karnani, we are committed to protecting your privacy. 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 inquiry, 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
• Contact Data: Email address, phone number, current and previous addresses
• Tenancy Information: Employment/university details, references, guarantor details
• Financial Data: Rent payment history, proof of income, bank statements (if required for tenancy checks)
• Usage Data: Website interaction, IP address, device type, browser type
• Marketing Preferences: Your choices in receiving marketing from us

—

 3. How We Collect Your Data

We collect your data through:

• Forms on our website
• Third-party platforms (e.g., SpareRoom, Zoopla, Rightmove)
• Email and phone communication
• Tenancy applications and agreements
• Cookies and similar technologies

—

4. How We Use Your Data

We use your data to:

• Respond to inquiries and manage property viewings
• Process tenancy applications and contracts
• Manage and maintain properties
• Collect rent and handle arrears
• Comply with legal obligations (e.g., Right to Rent checks)
• Improve our services and website functionality
• Send updates, reminders, and property offers (only with your consent)

—

 5. Lawful Basis for Processing

• We only process your personal data where there is a legal basis to do so, such as:
• Contractual necessity: e.g., processing your tenancy application
• Legal obligation: e.g., complying with landlord regulations
• Legitimate interest: e.g., responding to your inquiries
• Consent: e.g., sending marketing communications

—

 6. How We Store and Protect Your Data

Your data is stored securely in our cloud systems (e.g., Zoho CRM, email servers, and secure databases). We implement technical and organisational measures to protect your information from unauthorised access, loss, misuse, or disclosure.

—

 7. Data Sharing and Third Parties

We may share your data with:

• Trusted service providers (e.g., referencing agencies, contractors for repairs)
• Legal or regulatory authorities (where required)
• Software platforms (e.g., CRM, accounting tools, cloud storage)
• We never sell your data to third parties.

—

 8. International Data Transfers

If we transfer your data outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions.

—

 9. Data Retention

We keep your personal data only for as long as necessary:

• Inquiry data: 12 months
• Tenancy data: Up to 6 years after tenancy ends (for legal and financial compliance)

You can request deletion earlier unless we have a legal reason to retain it.

—

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
• Object to or restrict processing
• Data portability
• Withdraw consent (where applicable)
• Lodge a complaint with the **Information Commissioner’s Office (ICO)**

To exercise any of these rights, contact us at support@thekarnani.com

—

11. Cookies and Tracking

Our website uses cookies to enhance your experience and analyze website usage. You can manage your cookie preferences through your browser settings. See our [Cookie Policy](#) for more details.

—

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website, with the “Effective Date” updated accordingly.