Last updated: 7 September 2026

Keyharbour Property Services (“Keyharbour”, “we”, “us” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, store and protect personal information when you use our website, contact us or use our services.

1. WHO WE ARE

Keyharbour Property Services

Email: info@keyharbourpm.co.uk

Business address: 203 West Street, Fareham, PO16 0EN

For data-protection purposes, Keyharbour Property Services is the controller of the personal information described in this policy.

2. INFORMATION WE COLLECT

We may collect and use the following information:

• Your name, email address, telephone number and property address or postcode.

• Details you provide in an enquiry, including information about your rental property and maintenance requirements.

• Information provided by landlords, tenants, contractors or other people involved in arranging or carrying out maintenance.

• Communications with us by email, telephone, website form or other means.

• Website and technical information, such as IP address, browser type, device information and pages visited, where collected through cookies or similar technology.

Please do not send sensitive personal information through the website enquiry form unless we specifically ask for it.

3. HOW WE USE YOUR INFORMATION

We use personal information to:

• Respond to enquiries and discuss whether our services are suitable.

• Provide property-maintenance support and communicate with landlords, tenants and contractors where authorised.

• Arrange inspections, repairs, quotations and contractor visits.

• Maintain records of service requests, communications, inspections and work arranged.

• Send service updates and important operational communications.

• Manage our business, protect our legal rights and meet legal or regulatory obligations.

• Improve our website and services.

We will only use your information for direct marketing, such as newsletters or promotional emails, where you have agreed to receive it or where otherwise permitted by law. You can unsubscribe at any time by contacting us or using the unsubscribe link in a marketing email.

4. OUR LAWFUL BASES

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

• Contract: where processing is necessary to provide services to you or to take steps at your request before entering into a service agreement.

• Legitimate interests: where processing is necessary for running and improving our business, responding to enquiries, managing maintenance work, keeping appropriate records and protecting our business, provided that your rights and interests do not override those interests.

• Legal obligation: where we need to process information to comply with a legal duty.

• Consent: where we ask for your clear consent, for example for optional marketing communications.

5. WHO WE SHARE INFORMATION WITH

We may share relevant information with:

• Landlords and authorised representatives.

• Tenants, where necessary to arrange, report on or complete maintenance work.

• Appropriately qualified contractors and service providers, where necessary to obtain quotations, arrange access or complete work.

• Professional advisers, insurers, payment providers, IT providers and website service providers.

• Public bodies, regulators, law-enforcement agencies or other parties where required by law or necessary to protect legal rights.

We only share information that is reasonably necessary for the relevant purpose. Contractors are independent businesses and are responsible for their own handling of personal information.

6. HOW LONG WE KEEP INFORMATION

We keep personal information only for as long as it is reasonably necessary for the purpose for which it was collected, including to respond to enquiries, provide services, keep service records and meet legal, accounting or insurance requirements.

As a general guide:

• Unsuccessful enquiries: up to 12 months after the last contact.

• Client, property and service records: for the length of the service relationship and for up to 6 years afterwards, unless a longer period is required or appropriate.

• Marketing-consent records: until you withdraw consent or we no longer use the information for marketing.

We may retain information for longer where necessary to establish, exercise or defend legal claims.

7. YOUR RIGHTS

Depending on the circumstances, you have the right to:

• Ask for access to the personal information we hold about you.

• Ask us to correct inaccurate or incomplete information.

• Ask us to erase your information in certain circumstances.

• Ask us to restrict how we use your information in certain circumstances.

• Object to processing based on legitimate interests.

• Object at any time to direct marketing.

• Ask for a copy of certain information in a portable format.

• Withdraw consent where we rely on consent.

To exercise any of these rights, email info@keyharbourpm.co.uk.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your information. Details are available at ico.org.uk.

8. COOKIES

Our website may use cookies and similar technologies. Cookies help the website function, remember preferences and understand how visitors use the website.

You can control cookies through your browser settings. Where required, we will ask for your consent before placing non-essential cookies on your device. For more information, please see our Cookie Policy or the cookie settings available on our website.

9. SECURITY

We take reasonable organisational and technical measures to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure. However, no internet transmission or electronic storage method is completely secure.

10. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. The latest version will always be posted on this page with the “Last updated” date shown above.

11. CONTACT US

If you have questions about this Privacy Policy or how we use your personal information, contact:

Keyharbour Property Services

Email: info@keyharbourpm.co.uk

Address: 203 West Street, Fareham, PO16 0EN