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Keaze Ltd.

Privacy Policy

We ask that you read this Portal privacy policy carefully as it contains important information about how we use your personal information, who we share it with and any rights you may have. It also contains our contact details should you wish to contact us and supervisory authorities in the event you have a complaint.

This Portal privacy policy is divided into the following sections:

  • Who we are
  • Our Portal
  • Our collection and use of your personal information
  • Transfer of your information out of the UK and EEA
  • Cookies and similar technologies
  • Marketing
  • Your rights
  • Keeping your personal information secure
  • How to complain
  • Changes to this Portal privacy policy
  • How to contact us
  • Do you need extra help?

Who we are

This Portal is operated by Keaze Ltd, a company registered in England Wales under company number (11020692) and our registered office is at 91 Wimpole St, London W1G 0EF (referred to as “we,” “us,” and “our” within this privacy policy. We are the provider of the website (keaze.com) and the mobile application software (referred to as the “App”) (together referred to as the “Portals”). Our VAT number is 285756943.

We provide our Portals so that our Customers (who are Housing Providers) can advertise properties for rent and sale on our Portals for you to view. We are not an estate agency or a finance provider, we are a technology company and we offer various software and marketing services.

We collect, use and are responsible for certain personal information about you. When we do so we are regulated under the UK General Data Protection Regulation which applies in the United Kingdom and the EU GDPR which applies within the EU and the EEA. We are responsible as ‘controller’ of that personal information for the purposes of those laws.

For clarity, a reference to “you” and “your” within this privacy policy refers to you (the individual using our Portals or services) and our Customers (because even though they are businesses, personal information of their employees, sub-contractors and third parties may be shared on the site).

Our Portals

This privacy policy relates to your use of our Portals and when you use our App on any of your devices.

Throughout our Portals, we may link to other websites and apps owned and operated by certain trusted third parties e.g., to make additional products and services available to you. These other third party websites may also gather information about you in accordance with their own separate privacy policies. Please note that we have no control over how the other third party websites may use your personal information. For privacy information relating to these other third party websites, please consult their individual privacy policies as appropriate.

We offer a data enrichment service to our Customers whereby we may contact you (where you have agreed for us to do so by accepting our Customers’ Privacy Policies) to obtain further information (which may include personal information) in order to assist our Customers by providing them with a more comprehensive picture of your purchasing profile. Please also consult our Customers’ privacy policies to obtain further details about how your personal information might be shared.

Our collection and use of your personal information

We collect personal information about you as set out below. We collect this personal information from you either directly, such as when you register with us or contact us, or indirectly, such as your browsing activity while on our Portals (see ‘Cookies’ below).

The personal information we collect about you depends on the particular activities carried out through our Portals. This information includes:

  • your name, address and contact details;
  • date of birth;
  • bank account and payment details;
  • details of any feedback you give us by phone, email, post or via social media;
  • information about the services we provide to you;
  • your account details, such as username, login details;
  • details about your personal circumstances, such as income and expenditure, economic status;(working situation) and employer information;
  • your gender, nationality, ethnicity, and if you have a disability; and
  • details about your household, including gender, ages, relationship to you, and economic status (working situation).

We use this personal information to:

  • create and manage your account with us;
  • verify your identity;
  • provide goods and services to you;
  • customise our Portals and its content to your particular preferences;
  • notify you of any changes to our Portals or to our services that may affect you;
  • improve our services; and
  • satisfy industry reporting requirements.

Our Portals are not intended for use by children however you may be asked to provide details of your household composition, including whether you have any children. If you have children, we may require personal information relating to your children.

Our legal basis for processing your personal information

When we use your personal information we are required to have a legal basis for doing so. There are various different legal bases on which we may rely, depending on what personal information we process and why.

The legal bases we may rely on include:

  • where you have given us clear consent for us to process your personal information for a specific purpose;
  • contract: where our use of your personal information is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract;
  • legal obligation: where our use of your personal information is necessary for us to comply with the law (not including contractual obligations); and
  • legitimate interests: where our use of your personal information is necessary for our legitimate interests or the legitimate interests of a third party (unless there is a good reason to protect your personal information which overrides our legitimate interests)

For further details on when we collect personal information, what we collect, as well as how we use it, please read the following sections:

When information is collected

What information we ask for

How and why we use our information

When you register with us and request to receive property alerts

We may ask for:

  • your name, address and contact details (email and telephone/mobile number);
  • details of the sorts of property you are interested in;
  • ID/username, and password;
  • other information you have shared with us e.g. by contacting us; and
  • the approximate cost and location of the property required.

We ask for this to:

  • create and manage your account with us;
  • communicate with you about your account;
  • provide you with registered user benefits; and
  • provide property alerts to you for properties marketed on our Portals that you may be interested in and match your search criteria.

We rely on the performance of a contract when you create your account as the lawful basis for collecting and using your personal information.

Additionally, we require your consent to collect and use your personal information when you register an account.

Our legitimate interests are to improve our services, to better communicate with you, and to prevent fraud or criminal activity.

Social media platforms

We may collect information publicly posted by you on social media platforms to analyse how consumers view our services and interact with us.

We may also collect your personal data when you mention us on social media platforms. The personal data we collect may include:

  • social media handle;
  • photo: and
  • any comments mentioned in your post.

We may collect information publicly posted by you on social media platforms to analyse how consumers view our services and interact with us.

Enquiries to our Customers i.e. user generated content

If you request information from us or fill in a contact form on the Portals, you may be asked to provide information about yourself such as:

  • your name, address and contact details (email and telephone/mobile number);
  • details of the sorts of property you are interested in;
  • your current salary; and
  • the approximate cost and location of the property required.

If you choose to book an appointment to view a property via the Portals, you may be asked to provide more details, including:

  • your availability to view the property;
  • preferable moving dates;
  • details of your household income as an indication for calculating your affordability for any rental properties;
  • feedback received from you regarding; and properties viewed and our services.

We ask for this so that you can benefit from the use of our service. for example, we may:

  • transfer your property enquiry to our Customer advertising that property, so that they can communicate with you, respond to your enquiry and provide you with a more personalised service. This may include contacting you about other properties which may be of interest to you, adding you to their database and offering alternative services to you. Please review the individual privacy policies belonging to our Customers for further details as to how they might use your personal data. Some of our Customers may use lead handling agencies and appointed sales agents who handle and process your enquiry on their behalf; or
  • sending your request to book a property viewing to our Customer advertising that property and for us to confirm your booking by email or text on our Customer’s behalf;
  • sending your name, address and contact details to our Customer when you request information or a brochure on a property they are advertising, so that they can contact you;
  • transferring other relevant information to our Customer so that they can assess whether the property is suitable for you;
  • enabling us to send you a link to access an online viewing of the property you have enquired about; and
  • allowing you to provide our Customer with feedback on the property once you have viewed it.

We rely on consent as the lawful basis for collecting and using your personal information when you submit information to us.

Our legitimate interests are to improve our services and to better communicate with you.

General Use of the Portals and enquiries

We may ask for:

  • your name, address and contact details (email and telephone/mobile number);
  • details of the sorts of property you are interested in;
  • the approximate cost and location of the property required; and
  • other information you have shared with us e.g. by contacting us.

We ask for this to:

  • better deliver our services to you and enable you to download the App;
  • respond to any queries that you may have about the our Portals or our Customers;
  • deliver relevant advertising to you whilst you are using the Portals;
  • contact you for your views on our service and to notify you of changes to our terms of use or this privacy policy.
  • gather information from our social media accounts;
  • include your entries in any competitions, promotions or surveys; and
  • to customise our services to you.

We rely on the performance of a contract as the lawful basis for collecting and using your personal information in order to respond to your enquiries.

Our legitimate interests are to improve our services, to better communicate with you and to secure our tools.

Newsletter and marketing subscription

  • your name, address and contact details (email and telephone/mobile number);
  • ID/username, and password;
  • personal description or preferences;
  • user generated content; and
  • other information you have shared with us e.g. by contacting us.

To:

  • send you marketing communications (when you have opted in);
  • show you marketing communications on other Portals, including social media platforms.
  • maintain an up to date list if you have opted out of marketing communications and have asked not to be contacted; and
  • run analytics or collect statistics.

We rely on your consent as the lawful basis for collecting and using your personal information when you sign up to our newsletter.

Our legitimate interests are to improve our services and to better communicate with you.

Profiling

Profiling enables us to determine aspects of your behaviour, interests and habits to help us analyse the use of our Portals

We may collect any personal information as set out in the table above.

We collect this information from various sources which include:

  • internet and browsing history;
  • data derived from existing customer relationships;
  • location data;
  • social network information; and
  • the Internet of Things.

To:

  • Send and display personalised communications.

We rely on consent as the lawful basis for collecting and using your personal information in order to send you tailored communications specific to your interests.

You may object at any time to the use of your personal data for “profiling” by contacting us using the contact details below.

Use of Portals/apps and devices

We may collect any personal information as set out in the table above.

We may ask for:

  • your name, address and contact details (email and telephone/mobile number);
  • location; and
  • application or devise usage data.

To:

  • analyse your personal characteristics;
  • monitor and improve our apps and devices; and
  • run analytics and statistics.

We rely on your consent to provide you with our services as the lawful basis for collecting and using your personal information.

Our legitimate interests are to improve our services, to better communicate with you and to secure our tools.

When applying to a property

We may ask for:

  • your name, address and
  • contact details (email and telephone/mobile number);
  • details of the property
  • you are looking to buy;
  • ID/username, and
  • password;
  • other information you
  • have shared with us e.g.
  • by contacting us;
  • details about your
  • income and expenditure;
  • the name and address of your employer;
  • your gender, nationality, ethnicity, and if you have a disability; and
  • details about your household, including gender, ages, relationship to you, and economic status (working situation).

To:

  • provide the information required to process your application to our Customer advertising that property and a financial advisor; and
  • report data on behalf of our Customers to the continuous recording of lettings and sales in social housing in England (“CORE”) system

We rely on your consent to provide you with our services as the lawful basis for collecting and using your personal information.

Before sharing your application with any third parties, we will inform you of what is being shared and gain your consent.

Our legitimate interests are to perform our services.

Please note that where our Customers hold your personal information, their use of your personal information will be governed by their privacy policies. We are not responsible for our Customers’ use of your personal information.

For details of how we use your personal information with our cookies, please view our Cookie Policy.

Retention: All of the above information will be retained by us only for as long as it is required to complete the task for which it was collected. After this stage, we will safely delete your data. The specific period for which your personal information may be retained varies, depending on the category of data collected and how we are required to use it.

Special Category Data

The above table does not apply to special category data (which includes ethnicity, and health data collected by us.)

“Special Category Data” is personal information revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership, genetic and biometric data, or data concerning health, sex life or sexual orientation.

We afford additional protection to special category data given the sensitivity of the personal data being processed. Our Customers (the Housing Associations) cannot identify a property that might be suitable for you without this information. We will not process special category data without your consent for us to do so.

Who we share your personal information with

We routinely share your name, contact details (which include your home address details, telephone numbers and email address with:

  • our Customers (e.g. the Housing Providers);
  • mortgage brokers;
  • banks;
  • estate agents;
  • lawyers; and
  • our third party suppliers e.g. our Portal host provider.

This data sharing enables us to deliver our services to you by facilitating the provision of the Portals, and for our Customers to assist you with locating a suitable property which is appropriate to your needs.

Some of those third party recipients may be based outside the United Kingdom and European Economic Area — for further information including on how we safeguard your personal data when this occurs, see ‘Transfer of your information out of the UK and EEA’.

We will share personal information with law enforcement or other authorities if required by applicable law. We will not share your personal information with any other third party.

Whether information has to be provided by you, and if so why

In certain circumstances, we may require you to provide certain categories of personal data such as your name, address and contact details (email and telephone/mobile number) to enable us to provide our services to you. We will inform you at the point of collecting information from you, whether you are required to provide the information to us.

Transfer of your information out of the UK and EEA

We may transfer your personal information to the following which are located outside the United Kingdom (UK) and European Economic Area (EEA) in the following circumstances:

  • with your and our IT service providers whose servers may be located outside the UK/EEA. We share information with our IT service providers for the purposes of running our business effectively;
  • if you are based outside the UK/EEA;
  • if one of our suppliers of contractors are based outside of the UK/EEA.

Under data protection law, we can only transfer your personal data to a country or international organisation outside the UK/EEA where:

  • the UK government has decided the particular country or international organisation ensures an adequate level of protection of personal data (known as an ‘adequacy decision’);
  • there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for data subjects; or
  • a specific exception applies under data protection law.

Adequacy decision

We may transfer your personal data to certain countries, on the basis of an adequacy decision. These include:

  • all European Union countries, plus Iceland, Liechtenstein and Norway (collectively known as the ‘EEA’);
  • Gibraltar; and
  • Andorra, Argentina, Canada, Faroe Islands, Guernsey, Israel, Isle of Man, Japan, Jersey, New Zealand, Switzerland and Uruguay.

The list of countries that benefit from adequacy decisions will change from time to time. We will always seek to rely on an adequacy decision, where one exists. Other countries we are likely to transfer personal data to do not have the benefit of an adequacy decision. In these circumstances, we will ensure the transfer complies with data protection law by implementing effective transfer mechanisms (e.g. standard contractual clauses).

If you would like further information please contact our Data Protection Officer (see ‘How to contact us’ below). We will not otherwise transfer your personal data outside of the UK and EEA or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.

Cookies and other tracking technologies

A cookie is a small text file which is placed onto your device (e.g. computer, smartphone or other electronic device) when you use our Portals. We use cookies, web beacons, action tags, and single-pixel gifs on our Portals. These help us recognise you and your device and store some information about your preferences or past actions.

For further information on cookies, web beacons, action tags, single-pixel gifs, our use of ‘cookies’ and similar technologies as described, when we will request your consent before placing them and how to disable them, please see our Cookie Policy.

Marketing

We would like to send you information about properties and special offers, which may be of interest to you. Where we have your consent or it is in our legitimate interests to do so, we may do this by post, email, telephone, text message (SMS) or automated call.

If you have previously agreed to being contacted in this way, you can unsubscribe at any time by:

  • contacting us at dataprotection@keaze.com
  • using the ‘unsubscribe’ link in emails or ‘STOP’ number in texts
  • updating your marketing preferences on our website

Please note that it may take a few days for your personal data to be deleted from our records.

For more information on your rights in relation to marketing, see ‘Your rights’ below.

Your rights

Under the UK General Data Protection Regulation you have a number of important rights which you can exercise free of charge:

Access

The right to be provided with a copy of your personal information (the right of access).

Rectification

The right to require us to correct any mistakes in your personal information.

To be forgotten

The right to require us to delete your personal information in certain situations

Restriction of processing

The right to require us to restrict processing of your personal information in certain circumstances, e.g. if you contest the accuracy of the data.

Data portability

The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party in certain situations.

To object

The right to object:

at any time to your personal information being processed for direct marketing (including profiling);

in certain other situations to our continued processing of your personal information, e.g. processing carried out for the purpose of our legitimate interests.

Not to be subject to automated individual decision making

The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.

For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance issued on the UK Information Commissioner’s Office (ICO) Portals which can be accessed here.

If you would like to exercise any of the above rights, please email or write to us. Our contact details are set out below.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Property Data

As part of our services, we are required to process property data e.g. address details, images and virtual tours of properties, sales history and sold prices etc. Strictly speaking this is not personal data, as it does not contain information which could sufficiently identify an individual who is accessing our Portals as a “user”. For that reason, we have not added unnecessary detail here. We always try to minimise the disclosure of any private information e.g. belongings of an individual in photographs displayed by our Customers on the Site, even it is not strictly “personal data” under applicable laws.

How to complain

We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your information.

The UK General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in a European Economic Area state or in the United Kingdom if you work, normally live or if any alleged infringement of data protection laws occurred in the relevant state. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/make-a-complaint/ or telephone: 0303 123 1113.

Changes to this privacy policy

This Portals privacy policy was published on 03/08/2021 and last updated on 03/08/2021.

We may change this Portals privacy policy from time to time.

How to contact us

Please contact our Data Protection Officer, if you have any questions about this privacy notice or the information we hold about you.

If you wish to contact our Data Protection Officer, please send an email to: dataprotection@keaze.com or write to us using the details provided for our Head Office below:

F.A.O: Keaze
91 Wimpole Street
London
W1G 0EF

Do you need extra help?

If you would like this Portals privacy policy in another format (for example: audio, large print, braille) please contact us at the details set out above.