Privacy Policy

The Property Folk

Last updated: 03 January 2026

This privacy policy explains how The Property Folk trading name of Prestige Property Folk Ltd Company No 15418722 Registered office 16 Desiree Drive, Tewkesbury, England, GL20 5FZ collects, uses, and shares personal data when you use our website or contact or instruct us for sales, lettings, and property management services.

We are the data controller for the personal data described in this policy.

1. How to contact us

Data protection contact: Hannah Rose

Email: Josh.Hannah@kwuk.com

Telephone: 01684 355684

Address: 16 Desiree Drive, Tewkesbury, England, GL20 5FZ

You also have the right to complain to the Information Commissioner’s Office if you are unhappy with how we handle your personal data.

2. Personal data we collect

We may collect and process the following categories of personal data:

Information you provide

  • Name, email address, telephone number, and preferred contact method
  • Enquiry details and messages you send to us
  • Your property requirements and preferences

Sales related information

  • Seller and buyer details needed to market and progress a sale
  • Identification information and verification results where required
  • Information received from professional advisers involved in a transaction, such as solicitors and conveyancers

Lettings and management related information

  • Landlord and tenant details needed to arrange viewings, tenancies, and property management
  • Referencing information and results where used
  • Right to Rent information where required
  • Rent, deposit, arrears, and payment information where relevant
  • Inventory, inspections, maintenance, and contractor visit information

Website and technical information

  • IP address, device information, browser information, and usage data such as pages visited
  • Cookies and similar technologies as described below

Special category data

We do not normally need special category data such as health information. If you provide it, we will only use it where necessary and lawful.

3. How we collect your data

We collect data when you:

  • Use our website, submit a form, call us, email us, message us, or meet us
  • Instruct us to act for you
  • Apply to rent a property we market or manage

We may also receive data from:

  • Landlords, sellers, buyers, tenants, and their professional advisers
  • Tenant referencing, identity checking, and compliance providers
  • Property portals and marketing platforms where relevant
  • Public sources where relevant, such as the Land Registry and Companies House

4. How we use your data and our lawful bases

We only use your personal data where we have a lawful basis under UK GDPR. Common lawful bases include contract, legal obligation, and legitimate interests.

To respond to enquiries and provide information

Purpose: Reply to your message, book viewings, provide property information, and discuss next steps

Lawful basis: Legitimate interests and taking steps at your request before entering into a contract

To provide estate agency, lettings, and property management services

Purpose: Marketing, viewings, negotiation, transaction progression, tenancy setup, rent collection, inspections, maintenance, and compliance management

Lawful basis: Contract and legitimate interests

To carry out compliance checks

Purpose: Identity checks, anti money laundering checks where applicable, and Right to Rent checks where required

Lawful basis: Legal obligation and contract

To arrange tenant referencing where used

Purpose: Assess suitability for a tenancy, reduce risk, and meet landlord instructions

Lawful basis: Contract and legitimate interests, and legal obligation where applicable

To handle payments, accounting, and records

Purpose: Invoicing, statements, remittances, and financial record keeping

Lawful basis: Contract and legal obligation

To handle complaints and disputes

Purpose: Investigate and respond to complaints, resolve disputes, and cooperate with our redress scheme where needed

Lawful basis: Legal obligation and legitimate interests

To improve our website and services

Purpose: Analytics, troubleshooting, and improving user experience

Lawful basis: Legitimate interests, and consent for non essential cookies where required

5. Marketing

We may send marketing communications about our services where permitted by law.

Where we rely on consent, you can withdraw your consent at any time. Where we rely on legitimate interests, you can object at any time.

To opt out, use any unsubscribe link provided or contact us at Josh.Hannah@kwuk.com.

6. Who we share your data with

We may share personal data with trusted third parties where necessary to provide our services, including:

  • Property portals and marketing platforms
  • Tenant referencing providers and identity verification providers
  • Deposit protection scheme providers where deposits are registered
  • Contractors and maintenance providers where works or visits are required
  • Solicitors, conveyancers, surveyors, mortgage advisers, and other professional advisers involved in a transaction
  • Utility providers and local authorities where applicable and instructed or required
  • Our professional advisers such as accountants, insurers, and IT providers

We only share what is necessary for the relevant purpose and we expect third parties to handle personal data securely.

7. International transfers

We aim to keep personal data within the UK. If any supplier processes data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections.

8. How long we keep your data

We keep personal data only for as long as necessary for the purposes set out in this policy, including:

  • The period of your transaction, tenancy, or relationship with us
  • Any legally required retention periods, for example for accounting and compliance
  • A reasonable period to deal with complaints, disputes, or legal claims

You can request further details of our retention approach by contacting us.

9. Your data protection rights

You have rights under UK GDPR, including:

  • The right to access your personal data
  • The right to correct inaccurate or incomplete data
  • The right to request erasure in certain circumstances
  • The right to request restriction in certain circumstances
  • The right to object to processing based on legitimate interests
  • The right to data portability in certain circumstances
  • The right to withdraw consent where we rely on consent
  • The right to complain to the Information Commissioner’s Office

10. Security

We use appropriate technical and organisational measures to protect personal data. No online system is completely secure, but we take reasonable steps to minimise risk.

11. Cookies and analytics

We do not use cookies or tracking technologies on our website.

12. Complaints about our services

If you have a complaint about how we have provided our services, please contact us using the details above.

We will acknowledge complaints within 24 hours and we aim to provide a written response within 7 working days, with the intention of resolving the complaint as quickly as possible.

If we cannot resolve your complaint, or you remain dissatisfied, you may be able to refer the complaint to our redress scheme:

The Property Redress Scheme (PRS)

13. Changes to this policy

We may update this policy from time to time. The latest version will always be published on this page and will apply from the “Last updated” date.