Privacy Policy

Kellett & Co ("we", "us", "our") is committed to protecting your privacy. This policy explains how we collect, use and look after your personal information when you use our client portal, website and property management services. It also sets out your rights under data protection law.

1. Who we are

Kellett & Co is a lettings and property management business based at Cotton Court, Church Street, Preston, PR1 3BY. We are the data controller for the personal information you provide to us through our client portal and our services.

2. Information we collect

Depending on how you use our portal and services, we may collect:

• Identity and contact details — your name, email address, telephone number and postal address.
• Tenancy and property details — the property you rent or own, tenancy dates, rent amounts and payment history.
• Financial information — rent payment records, invoices and statements. We do not store full bank card details on this portal.
• Maintenance records — repair requests, descriptions, photographs and contractor notes.
• Compliance documents — gas, electrical, EPC and deposit certificates.
• Account information — your email address, password (stored securely in encrypted form) and portal usage records.

3. How we use your information

We use your information to:

• Provide and manage our lettings and property management services.
• Collect rent and produce statements for landlords and tenants.
• Handle maintenance and repair requests.
• Manage tenancy compliance and legal requirements.
• Communicate with you about your property, tenancy or account.
• Keep our portal secure and prevent misuse.

4. Legal basis for processing

We process your personal information where it is necessary for the performance of a contract (for example, your tenancy or management agreement), where we have a legal obligation (for example, tenancy deposit protection or tax reporting), or where we have a legitimate business interest in managing our properties and providing our services.

5. Who we share information with

We may share your information with:

• Contractors and tradespeople — for maintenance and repair work, including access details and contact numbers.
• Tenancy deposit protection providers — as required by law.
• Professional advisers — such as accountants or solicitors, where needed for our services.
• Authorities — where we are legally required to do so, such as HMRC or local councils.

We do not sell your personal information to third parties.

6. How long we keep your information

We keep your information for as long as necessary to provide our services and to meet our legal and accounting obligations. Generally, this means we retain tenancy and financial records for at least six years after the tenancy or service ends. Maintenance and compliance records are kept for a reasonable period to support any future queries or legal claims.

7. Your rights

Under UK data protection law, you have the right to:

• Ask for a copy of the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Ask us to delete your information, in certain circumstances.
• Object to or restrict how we use your information, in certain circumstances.
• Ask for your information in a portable, machine-readable format.
• Withdraw any consent you have previously given us.

To exercise any of these rights, please contact us using the details below. We will respond to your request within one month.

8. Security

We take reasonable technical and organisational measures to protect your personal information from unauthorised access, loss or misuse. This includes secure password storage, access controls and regular review of our security practices. However, no online system can be guaranteed completely secure, and you should keep your login details confidential.

9. Cookies

Our client portal uses essential cookies to keep you signed in and to remember your preferences. We do not use these cookies for advertising or to track you across other websites.

10. Contact us

If you have any questions about this privacy policy or how we handle your personal information, please contact us:

Kellett & Co
Cotton Court, Church Street, Preston, PR1 3BY
Telephone: 01772 284898
Email: mail@kellettandco.co.uk

You also have the right to complain to the Information Commissioner's Office (ICO) if you are unhappy with how we have handled your personal information.