Privacy Notice – Tenants, Applicants & Guarantors
LK & A Enterprises Ltd (trading as Flats & Studios)
1. Who We Are
LK & A Enterprises Ltd (trading as Flats & Studios) is the Data Controller responsible for your personal data.
Registered Address:
52 Grafton Road, Kentish Town, London, NW5 3DY
Email: info@flatsandstudios.com
Telephone: 020 7046 1167
ICO Registration Number: ZA579051
We are registered with the Information Commissioner’s Office (ICO) under the Data Protection Act 2018 and UK GDPR.
2. What Personal Data We Collect
We collect and process personal data relating to:
• Prospective tenants
• Tenants
• Former tenants
• Guarantors
This may include:
Full name
Date of birth
Current and previous addresses
Telephone number and email address
Employment and income details
Bank account details
Credit history and referencing information
Identification documents (passport, driving licence)
Right to Rent documentation
CCTV footage (in communal areas where installed)
Call recordings (where applicable)
Correspondence via email, SMS or WhatsApp
We do not intentionally collect special category data (such as health or biometric data) unless legally required.
3. Lawful Basis for Processing
We process personal data under the following lawful bases:
a) Performance of a Contract
To:
Assess tenancy applications
Prepare and manage tenancy agreements
Collect rent
Arrange repairs and maintenance
Communicate regarding tenancy matters
b) Legal Obligation
To:
Carry out Right to Rent checks
Protect tenancy deposits
Comply with housing legislation
Respond to HMRC, local authority or court requests
c) Legitimate Interests
To:
Protect our property and business
Recover unpaid rent or damage costs
Conduct due diligence and referencing
Maintain accounting records
Prevent fraud
We do not rely on consent where another lawful basis applies.
4. Who We Share Data With
We may share your data where necessary with:
Referencing agencies
Deposit protection schemes
Letting agents (where instructed)
Maintenance contractors
Accountants
Solicitors
Debt recovery agents
Utility providers
Utility switching services
Local authorities
Licensing bodies
We ensure all third parties process data securely and lawfully.
5. International Data Transfers
We use Microsoft 365, SharePoint and related cloud services. These services may involve processing or storage of data outside the UK.
Where data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR, including:
Standard contractual clauses
Adequacy decisions
Approved data protection frameworks
6. How We Store Your Data
Your personal data may be stored:
Within Microsoft 365 and SharePoint systems
Within our in-house property management system
On secure local devices
On website systems
In limited paper format for legacy files
Via CCTV systems
Via business telephone systems capable of call recording
We use password protection, restricted access controls and secure cloud infrastructure to protect your data.
7. Data Retention
We retain personal data only for as long as necessary for the purpose it was collected.
Typical retention periods:
Tenancy records: Up to 6 years after tenancy ends
Financial records: 6 years (for tax and legal purposes)
Right to Rent documentation: 12 months after tenancy ends
CCTV footage: Retained for a limited period unless required for investigation
We use a documented retention policy.
8. Your Rights
Under UK GDPR you have the right to:
Be informed about how your data is used
Access your personal data
Request correction of inaccurate data
Request erasure (where legally applicable)
Restrict processing
Object to processing
Request data portability
Requests should be made in writing to the contact details above.
If you are dissatisfied with how your data is handled, you may contact the Information Commissioner’s Office at:
www.ico.org.uk
Tel: 0303 123 1113
9. Updates
This Privacy Notice may be updated from time to time. The most recent version will always be available upon request or via our website.