Privacy Policy

ClearKey Property Services Ltd ("ClearKey", "we", "us") is committed to protecting your privacy and handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains what personal data we collect, why we collect it, how we use and share it, and the rights available to you.

We are registered with the Information Commissioner's Office (ICO). For any privacy questions or to exercise your rights, contact us at ops@clearkeyproperty.co.uk.

1. Who we are and our role

ClearKey provides property maintenance coordination and compliance-tracking services to letting agents in London. Depending on the data and the context, we act either as a data controller (for our own business records, our direct relationships with letting agents and contractors, and website enquiries) or as a data processor (when we process personal data about a letting agent's landlords and tenants on that agent's instructions, in order to deliver our services). Where we act as a processor, the letting agent is the controller, and our processing is governed by our agreement with them.

2. Personal data we collect

Depending on your relationship with us, we may collect:

• Letting agents and their staff: name, business email, phone number, agency details, and account credentials.
• Contractors: name, contact details, trade and certification information, insurance and compliance documents, and payment details.
• Tenants (processed on behalf of letting agents): name and contact details where provided, the maintenance issue reported, photographs submitted to describe a fault, and messages exchanged with the maintenance assistant. We do not ask tenants to provide health or other special-category data; where a tenant volunteers information indicating vulnerability, we use it only to route the issue appropriately and to prioritise safety.
• Landlords (processed on behalf of letting agents): property addresses and, where provided, contact details, for the purpose of coordinating maintenance and compliance.
• Property and compliance data: property addresses, certificate types, issue and expiry dates, and completion documentation.
• Website visitors: information you submit through enquiry or sign-up forms, and standard technical data such as IP address and browser type.

3. How we use personal data and our lawful basis

We process personal data on the following lawful bases:

• Performance of a contract — to provide our services to letting agents and contractors, coordinate and dispatch maintenance jobs, produce completion reports, track compliance, and process invoices and payments.
• Legitimate interests — to operate, secure, and improve our services, to communicate with our business customers, and to respond to enquiries, provided these interests are not overridden by your rights.
• Legal obligation — to comply with our tax, accounting, and other legal duties.
• Consent — where we rely on your consent (for example, certain communications), you may withdraw it at any time.

4. Service providers and data sharing

We share personal data only as necessary to deliver our services. We use trusted third-party providers ("sub-processors") including for cloud hosting and infrastructure, database services, messaging and email delivery, AI-assisted diagnostics and document processing, payment collection, and accounting. These providers process data only on our instructions and under contractual data-protection obligations. Our current sub-processors include providers of application hosting, data storage, SMS and messaging, transactional email, AI language and vision processing, direct-debit collection, and accounting software. A current list is available on request.

We do not sell personal data. We may disclose data where required by law, to establish or defend legal claims, or to protect the safety of individuals.

5. International transfers

Some of our service providers may process data outside the UK. Where personal data is transferred internationally, we take steps to ensure it is protected by appropriate safeguards, such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or an adequacy decision.

6. Data retention

We retain personal data only for as long as necessary for the purposes described above. Job records, completion reports, compliance certificates, and financial records are retained in line with legal and accounting requirements (generally up to six years). Where we process data on behalf of a letting agent and that relationship ends, we delete or return the data in accordance with our agreement with them and within a reasonable period.

7. Your rights

Under UK data-protection law you have the right to access your personal data; to request correction of inaccurate data; to request erasure; to restrict or object to processing; to data portability; and to withdraw consent where processing is based on consent. Where we process data on behalf of a letting agent, please direct requests to that agent as the controller, though we will assist them in responding.

To exercise any right, contact ops@clearkeyproperty.co.uk. You also have the right to lodge a complaint with the ICO (ico.org.uk), though we would welcome the chance to resolve your concern first.

8. Data security

We use appropriate technical and organisational measures to protect personal data, including encryption of sensitive credentials, access controls, and secure infrastructure. No system is completely secure, but we work to protect your data and to respond promptly to any incident.

9. Changes to this policy

We may update this policy from time to time. The current version is always available on this page, with the "last updated" date shown above.

10. Contact

ClearKey Property Services Ltd · Company No. 17004197 · VAT No. 512 5673 04
Email: ops@clearkeyproperty.co.uk · Phone: 020 8044 8801