Last updated: June 2026

Kings & Co Lettings (“we”, “us”, “our”) is committed to protecting your personal information and respecting your privacy. This privacy policy explains what personal data we collect, how we use it, and your rights under UK data protection law.

This policy applies to all personal information we process, whether collected through our website, by email, telephone, post, in person, or during the course of providing our letting and property management services.

 

1.0 Who we are

Kings & Co Lettings

Registered office: Kings & Co Lettings, 17–19 St Georges Street, Norwich, NR3 1AB, United Kingdom

Trading / operational offices:

Norwich office
47 Wherry Road
Norwich
NR1 1WS
United Kingdom

Diss office
44 Mere Street
Diss
IP22 4AG
United Kingdom

ICO registration number: ZA282958

Telephone: 01603 666689

Email: [email protected]

We are the data controller, responsible for deciding how your personal information is used.

 

2.0 The laws we follow

We process personal data in accordance with:

  • UK General Data Protection Regulation (UK GDPR)
  • Data Protection Act 2018
  • Data Protection (Use and Access) Act 2025 (including the new complaints‑handling requirements)

3.0 What personal information we collect

3.1 Tenants and prospective tenants

We collect information to provide and manage residential accommodation, including:

  • Name, address, contact details
  • Identification documents
  • Employment and financial information
  • References and tenancy history
  • Right to Rent documentation
  • Rent payment information
  • Maintenance and repair records

3.2 Landlords

We collect information to provide property management services, including:

  • Name, address, contact details
  • Bank details for rent payments
  • Property ownership information
  • Tenancy documentation
  • Maintenance and contractor records

3.3 Website users

We may collect:

  • IP address
  • Device and browser information
  • Pages visited and user journey
  • Cookie data (see section 7)
  • Contact form submissions

3.4 General enquiries and communication

We may collect:

  • Name and contact details
  • Information relevant to your enquiry or complaint
  • Communication history

 

4.0 Why we use your information (lawful bases)

4.1 Contract

To enter into or manage a tenancy or landlord agreement, including:

  • Processing applications
  • Managing property
  • Collecting and distributing rent
  • Handling deposits
  • Arranging repairs and maintenance

4.2 Legal obligation

To comply with the law, including:

  • Right to Rent checks
  • Tenancy deposit protection
  • HMRC and accounting requirements
  • Safety and compliance obligations

4.3 Legitimate interests

Where it benefits you or us without overriding your rights, including:

  • Responding to enquiries
  • Managing day‑to‑day communication
  • Preventing fraud
  • Keeping accurate business records
  • Website analytics and security

We do not use your data for automated decision‑making or profiling.

 

5.0 Who we share your information with

We may share your information with:

  • Utility providers (gas, electricity, water)
  • Local councils and government bodies
  • Tenancy deposit schemes
  • Financial institutions
  • Contractors and repairers
  • Debt collection and tracing agencies
  • Letting and managing agents
  • Professional advisers (e.g., accountants)
  • Law enforcement where required

We only share what is necessary and always follow data protection law.

 

6.0 International transfers

Some of our service providers (such as website analytics tools) may process data outside the UK.

Where this happens, we ensure appropriate safeguards are in place, such as UK‑approved international transfer mechanisms.

 

7.0 Cookies and website analytics

Our website uses cookies and analytics tools to understand how visitors use the site and to improve performance.

Analytics data may include:

  • IP address
  • Device type
  • Browser information
  • Pages visited

You can control cookies through your browser settings.

For full details, please see our Cookie Policy.

 

8.0 How long we keep your information

We keep personal information only for as long as necessary. Typical retention periods include:

  • Tenancy and landlord records: 6 years after the end of the tenancy
  • Financial and accounting records: 6 years
  • General enquiries: 12–24 months
  • Maintenance records: 6 years

We may keep information longer where required by law or for the establishment or defence of legal claims.

 

9.0 Your data protection rights

You have the following rights under UK GDPR:

  • Right of access – to request copies of your personal data
  • Right to rectification – to correct inaccurate information
  • Right to erasure – to request deletion of your data
  • Right to restrict processing
  • Right to object
  • Right to data portability
  • Right to withdraw consent (where consent is used)

Requests are normally free of charge unless manifestly unfounded or excessive.

To exercise your rights, contact us using the details above.

 

10.0 Data protection complaints (required by DUAA 2025)

If you have concerns about how your personal data has been handled, you can raise a complaint using the contact details at the top of this policy.

When you make a data protection complaint, we will:

  • acknowledge your complaint within 30 days
  • investigate the issue promptly
  • keep you informed of progress
  • provide a clear outcome once the investigation is complete

You may raise a complaint through any normal communication channel, including email, telephone, post, or our website.

If you are not satisfied with our response, you can contact the Information Commissioner’s Office (ICO) at ico.org.uk.

 

11.0 Data breaches

If a personal data breach occurs that meets the reporting threshold, we will notify the ICO within 72 hours and inform affected individuals where required.

 

12.0 Changes to this policy

We may update this privacy policy from time to time.

The latest version will always be available on our website.