Privacy Policy

This policy explains what personal data Kinframe (“we”, “us”) collects, why, and your rights over it. Kinframe is a long-let letting platform: property and unit management, a vacant-unit directory on kinframe.co.uk, application and viewing enquiries, rent collection, maintenance tickets and landlord payouts. It applies to the Kinframe marketing site, the resident account on the apex, and the dashboard used by agency staff and landlords.

Three kinds of people are covered: agency staff, landlords and contractors who hold an Kinframe account; applicants who enquire about a vacant unit on the public directory; and residents who use the resident desk for a long let managed by APM. For applicant and resident data submitted through a landlord’s property, that landlord is usually the data controller and Kinframe is its processor.

What we collect

• Account data: name, email, password (hashed) and your company or portfolio details.
• Applicant data: enquiry and viewing details an applicant submits: name, email, phone, property of interest and any notes.
• Resident data: tenancy-related details for long lets: name, contact details, maintenance requests and documents needed for referencing or rent collection.
• Property data: properties and units you add, including photos, descriptions, rent amounts and availability.
• Technical data: a session cookie to keep you signed in, plus standard server logs (IP address, browser, pages requested) for security and reliability.

How we use it

• To provide the service: publish vacant long-let listings, route enquiries and applications, collect rent, handle maintenance tickets and run landlord payouts.
• To keep the platform secure and working, and to support you when you ask.
• To bill paid plans (where applicable).

We do not sell personal data, and we do not use applicants’ or residents’ data for our own marketing.

Cookies

Kinframe uses a single essential cookie to keep you signed in and to protect forms against cross-site request forgery. We do not use advertising or third-party tracking cookies.

Who we share it with

We use a small number of processors to run the service: hosting and infrastructure, email delivery, image hosting and, for paid plans and payment features, a payment provider. Each only processes data as needed to provide their part of the service, under contract. We may disclose data where required by law.

How long we keep it

Account data is kept while your account is active. Enquiry, tenancy and payout records are kept while they are useful to the landlord or agency, then deleted or anonymised. You can ask us to delete data sooner.

Your rights

Under the UK GDPR and the Data Protection Act 2018 you can ask to access, correct, export or delete your personal data, and object to certain processing. Email [email protected] and we’ll respond within one month. You may also complain to the Information Commissioner’s Office (ICO).

Changes

We’ll post any changes to this policy on this page and update the date above.

This policy is a plain-English starting point. Have it reviewed by a qualified adviser before relying on it for your business.