TKR Management
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Privacy Policy

This privacy policy applies between you, the User of this Website and TKR MANAGEMENT LTD, the owner and provider of this Website. TKR MANAGEMENT LTD takes the privacy of your information very seriously. This privacy policy applies to our use of any and all Data collected by us or provided by you in relation to your use of the Website.

Please read this privacy policy carefully.

PRIVACY NOTICE

Version: 1.0
Effective Date: 19 June 2026
Review Date: 19 June 2027

TKR Management Ltd ("TKR", "we", "our" or "us") is committed to protecting your privacy and handling your personal information fairly, lawfully and transparently.

This Privacy Notice explains how we collect, use, store, share and protect personal information.

DATA CONTROLLER

TKR Management Ltd
25 Lucas Road
Glais
Swansea
Wales
SA7 9EU

Email: [email protected]

WHO THIS NOTICE APPLIES TO

This Privacy Notice applies to:

  • Landlords
  • Contract-holders (tenants)
  • Guarantors
  • Prospective tenants and applicants
  • Contractors and suppliers
  • Employees and job applicants
  • Website users

PERSONAL INFORMATION WE COLLECT

We may collect and process personal information including:

  • Name
  • Address
  • Date of birth
  • Telephone number
  • Email address
  • Identification documents
  • Right to Rent information where applicable
  • Employment details
  • Income and affordability information
  • Bank account details
  • Tenancy information
  • Maintenance and repair records
  • Complaint records
  • Correspondence and communications
  • Call recordings where calls are recorded
  • CCTV footage where applicable

HOW WE COLLECT INFORMATION

We may obtain information:

  • Directly from you
  • Through tenancy applications
  • Through referencing providers
  • Through landlords
  • Through contractors
  • Through local authorities and government agencies
  • Through website enquiry forms
  • Through Calendly appointment bookings
  • Through our website
  • Through email, telephone and other communications

WHY WE PROCESS YOUR INFORMATION

We process personal information to:

  • Manage properties and tenancies
  • Conduct tenant referencing and affordability assessments
  • Arrange maintenance and repairs
  • Collect and process rent payments
  • Register and manage tenancy deposits
  • Manage appointment bookings
  • Staff training and quality monitoring
  • Comply with legal and regulatory obligations
  • Manage complaints and disputes
  • Communicate with landlords, tenants and contractors
  • Protect our legal rights and interests
  • Prevent fraud and financial crime
  • Improve our services

LEGAL BASIS FOR PROCESSING

We process personal information under one or more of the following lawful bases:

  • Performance of a contract
  • Compliance with a legal obligation
  • Legitimate interests
  • Consent, where required by law

WHO WE SHARE INFORMATION WITH

We may share personal information where necessary with:

  • Landlords
  • Contract-holders
  • Guarantors
  • Contractors and maintenance providers
  • Deposit protection schemes
  • Let Alliance
  • PayProp
  • Coho
  • SurveySphere
  • Help Me Fix
  • Microsoft 365
  • Calendly
  • WhatsApp Business (where used for communication)
  • Utility providers where required
  • Local authorities
  • Rent Smart Wales
  • Legal advisers
  • Insurers
  • Debt recovery providers
  • Courts, tribunals and regulatory bodies
  • Law enforcement agencies where required by law

We only share information that is necessary for the relevant purpose.

TENANCY REFERENCING AND VERIFICATION

Where individuals apply for accommodation through TKR Management Ltd, we may use third-party referencing and verification providers, including Let Alliance, to assess affordability, identity, employment and suitability for tenancy purposes.

Information supplied during the application process may be shared with these providers where necessary.

Applications are not assessed solely by automated means and may be reviewed by a member of staff before a final decision is made.

INTERNATIONAL ACCESS TO DATA

Some authorised members of our team and contracted service providers may access personal information from locations outside the United Kingdom.

Appropriate technical and organisational safeguards are in place to protect personal information and ensure compliance with applicable data protection legislation.

DATA SECURITY

We use appropriate technical and organisational measures to protect personal information from unauthorised access, disclosure, alteration, loss or destruction.

Access to personal information is restricted to authorised personnel and service providers who require access to perform their duties.

CALL RECORDINGS

We may record telephone calls for quality assurance, staff training, compliance, dispute resolution and service improvement purposes.

Call recordings are only accessed where necessary and are retained in accordance with our Records Retention Schedule.

DATA RETENTION

We retain personal information only for as long as necessary for the purpose for which it was collected and to meet legal, regulatory, accounting and contractual obligations.

Typical retention periods include:

  • Landlord records – up to 7 years after the end of our business relationship
  • Tenant and guarantor records – up to 7 years after the tenancy ends
  • Financial and accounting records – 7 years
  • Complaint records – 6 years
  • GDPR complaint records – 6 years
  • Data breach records – 6 years
  • Subject Access Request records – 3 years
  • Call recordings – 12 months
  • Recruitment records for unsuccessful applicants – up to 12 months

Where longer retention periods are required by law, regulation, legal proceedings or ongoing disputes, information may be retained for longer.

YOUR RIGHTS

You have the right to:

  • Access your personal information
  • Correct inaccurate or incomplete information
  • Request erasure of information in certain circumstances
  • Restrict processing in certain circumstances
  • Object to processing in certain circumstances
  • Request transfer of your information where applicable
  • Withdraw consent where consent is relied upon

If you wish to exercise any of your data protection rights, including making a Subject Access Request, please contact:

[email protected]

We will normally respond within one calendar month in accordance with applicable data protection legislation.

DATA PROTECTION COMPLAINTS

If you have concerns regarding how TKR Management Ltd has handled your personal information, you may submit a complaint to:

[email protected]

or write to:

TKR Management Ltd
25 Lucas Road
Glais
Swansea
Wales
SA7 9EU

We will acknowledge complaints within 5 working days, investigate without undue delay and aim to provide a written response within 30 calendar days.

If you remain dissatisfied following our response, you may complain to the Information Commissioner's Office (ICO). Our ICO Registration number is ZA593514

INFORMATION COMMISSIONER'S OFFICE

Website: https://ico.org.uk

Telephone: 0303 123 1113

COOKIES AND WEBSITE USAGE

Our website may use cookies and similar technologies to improve website functionality, monitor website performance and enhance user experience.

You may manage cookie preferences through your browser settings.

THIRD-PARTY WEBSITES

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of external websites and encourage users to review their privacy notices separately.

CHANGES TO THIS PRIVACY NOTICE

We may update this Privacy Notice from time to time to reflect changes in legislation, regulation or our business operations.

The latest version will always be available on our website.

CONTACT US

If you have any questions regarding this Privacy Notice or the way we process personal information, please contact:

[email protected]

TKR Management Ltd
25 Lucas Road
Glais
Swansea
Wales
SA7 9EU

Cookies

Below is a list of the cookies that we use. We have tried to ensure this is complete and up to date, but if you think that we have missed a cookie or there is any discrepancy, please let us know.

Strictly necessary
We use the following strictly necessary cookies:

Cookie Purpose
d3f74fa1ae6bba67ed037fea89abfe50 To enable essential functionality across the site, and remember the users session between page loads

Analytical/performance
We use the following analytical/performance cookies:

Cookie Purpose
None N/A

Functionality
We use the following functionality cookies:

Cookie Purpose
None N/A
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