Who We Are
Key2Stay is a property management company operating across the United Kingdom, providing guaranteed rent schemes, social housing partnerships, and serviced accommodation management services to landlords, local authorities, and property owners.
Key2Stay acts as the data controller for all personal data collected through this website and in the course of providing its services. This means we are responsible for deciding how and why your personal data is used.
Registered address and company registration number: [TO BE COMPLETED]
If you have any questions about this policy or how we handle your data, please contact us at: hello@key2stay.co.uk
What Personal Data We Collect
We collect personal data in the following categories, depending on your relationship with us.
From landlords and property owners:
- Full name and contact details (email, phone number)
- Property address and postcode
- Number of bedrooms and current monthly rent
- Bank account details for rent payments
- Correspondence and enquiry history
From tenants and residents:
- Full name, date of birth, and contact details
- Address history and employment details
- References and next of kin information
- Any vulnerability or support need information relevant to a social housing placement
- Right to Rent documentation as required by law
From website enquiry forms:
- Any information voluntarily submitted through our contact, valuation, or booking forms, including name, email address, phone number, and property details
This website does not use cookies or tracking technologies. No data is collected from website visitors beyond information voluntarily submitted through our enquiry forms.
Why We Collect It and Our Lawful Basis
Under UK GDPR, we are required to have a lawful basis for processing your personal data. We rely on the following bases:
- Contract — to fulfil our obligations under lease agreements, guaranteed rent schemes, and property management contracts with landlords and tenants.
- Legal obligation — to comply with Right to Rent checks, Gas Safety record-keeping, EICR documentation, HMRC financial record requirements, and other statutory duties.
- Legitimate interests — to respond to enquiries, follow up with prospective clients, improve our services, and maintain business records where this does not override your rights.
- Consent — to send marketing communications to individuals who have opted in through our website or other channels. You may withdraw consent at any time.
How We Use Your Data
We use the personal data we collect for the following purposes:
- To provide guaranteed rent and property management services
- To process and respond to landlord, tenant, and partner enquiries
- To carry out Right to Rent and identity verification checks
- To arrange compliance inspections including Gas Safety, EPC, and EICR certificates
- To liaise with local authorities and housing associations for social housing placements
- To process rent payments and maintain financial records
- To send service updates and relevant communications
- To follow up on enquiries submitted through our website forms
Who We Share Your Data With
We do not sell your personal data. We may share it with the following categories of third parties where necessary to deliver our services or meet our legal obligations:
- Local authorities and housing associations — to facilitate social housing placements and meet contractual obligations
- Contractors and service providers — including gas engineers, electricians, cleaners, and maintenance professionals engaged to manage your property
- Professional advisers — such as solicitors, accountants, and surveyors where required for property transactions or compliance
- Payment and banking providers — to process rent payments and maintain financial records
- Form processing providers — to deliver enquiries submitted through our website forms securely to our team
- Regulators and law enforcement — where we are required to do so by law, including HMRC and the Home Office for Right to Rent purposes
All third parties are required to process your data only for specified purposes and in accordance with UK data protection law.
How Long We Keep Your Data
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements.
- Landlord and tenant contract records are retained for the duration of the agreement and for up to six years thereafter, in line with UK limitation periods and HMRC requirements
- Compliance certificates and inspection records are retained for the period required by applicable housing and safety regulations
- Website enquiry records are retained for up to two years from the date of submission unless a business relationship is established
- Marketing consent records are retained for as long as you remain opted in, plus a reasonable period to demonstrate compliance
When data is no longer required, it is securely deleted or anonymised.
Your Rights Under UK GDPR
Under UK data protection law, you have the following rights in relation to your personal data:
- Right of access — to request a copy of the personal data we hold about you
- Right to rectification — to request correction of inaccurate or incomplete data
- Right to erasure — to request deletion of your data in certain circumstances
- Right to restrict processing — to request that we limit how we use your data
- Right to data portability — to receive your data in a structured, commonly used format where applicable
- Right to object — to object to processing based on legitimate interests or for direct marketing
- Right to withdraw consent — where processing is based on consent, you may withdraw it at any time
To exercise any of these rights, please contact us at hello@key2stay.co.uk. We will respond within one month. We may need to verify your identity before processing your request.
How We Protect Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:
- Restricting access to personal data to authorised personnel only
- Using secure systems for storing and transmitting financial and tenancy records
- Requiring third-party processors to meet equivalent data protection standards
- Regularly reviewing our data handling practices and security controls
While we take all reasonable steps to protect your data, no method of transmission over the internet is completely secure. We encourage you to contact us immediately if you believe your data has been compromised.
Changes to This Policy
We may update this privacy policy from time to time to reflect changes in our services, legal obligations, or regulatory guidance. When we make material changes, we will update the “Last reviewed” date at the top of this page.
We encourage you to review this page periodically. Continued use of our services after changes are published constitutes your acknowledgement of the updated policy.
How to Complain
If you are unhappy with how we have handled your personal data, please contact us first at hello@key2stay.co.uk so we can try to resolve your concern.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:
- Website: ico.org.uk
- Telephone: 0303 123 1113
For general enquiries about our services, visit our contact page.