Privacy Policy

KB Estate Management (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This policy explains how we collect, use, store, and share your personal data when you interact with us — whether as a leaseholder, director, contractor, supplier, or visitor to our website.

We are KB Estate Management Ltd. Our registered office is 747 Barking Road, London, E13 9ER. We are authorised and regulated by the Financial Conduct Authority (FCA Registration Number 987654).

If you have any questions about this policy or how we handle your data, please contact us at info@kbestatemanagement.com or call +44 7886 940327.

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

• Identity data — name, title, date of birth, and proof of identity documents.
• Contact data — postal address, email address, phone number.
• Property data — your leasehold or freehold interest, property address, service charge history, and correspondence relating to your property.
• Financial data — bank account details for direct debit or refund purposes, payment history, and credit reference information (where necessary for arrears recovery).
• Technical data — IP address, browser type, device information, and usage data collected when you visit our website or use the KB Portal.
• Communication data — records of correspondence, emails, phone calls, and meeting notes relating to your enquiry or property management.

We use your personal data for the following purposes:

• To provide property and block management services under our contract with the RMC, RTM company, or freeholder.
• To communicate with you about service charges, maintenance, repairs, and other building matters.
• To process payments, issue refunds, and manage arrears recovery where necessary.
• To comply with legal and regulatory obligations, including fire safety, building safety, and FCA requirements.
• To improve our services, website, and KB Portal through analytics and user feedback.
• To respond to enquiries, complaints, and requests for information.
• To prevent and detect fraud, money laundering, and other illegal activities.

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we rely on the following lawful bases for processing your personal data:

• Contractual necessity — processing is necessary to perform our management agreement with the RMC, RTM company, or freeholder, and to communicate with leaseholders as a result of that agreement.
• Legal obligation — processing is necessary to comply with legal requirements such as building safety regulations, FCA rules, and fire safety law.
• Legitimate interests — processing is necessary for our legitimate interests in operating our business, managing our client relationships, and improving our services, provided these do not override your fundamental rights.
• Consent — where we rely on your consent (e.g., for marketing communications), you have the right to withdraw that consent at any time.

We may share your personal data with the following categories of recipients:

• Property professionals — solicitors, surveyors, architects, and contractors engaged in the management or maintenance of your building.
• Regulators — the Financial Conduct Authority, the Information Commissioner's Office, the Property Ombudsman, and other regulatory bodies where required by law.
• Insurance providers — for the purpose of arranging and administering buildings insurance.
• IT service providers — companies that host our systems, manage our data, or provide the KB Portal platform.
• Professional advisers — including lawyers, accountants, and auditors who provide professional services to us.
• Law enforcement — where we are legally required to disclose data to police, courts, or other law enforcement agencies.

We do not sell your personal data to third parties. All data sharing is conducted under strict contractual agreements that require the recipient to protect your data to the same standard as we do.

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements.

Typically, leaseholder data is retained for the duration of the management agreement plus six years following the end of the financial year to which it relates, in accordance with statutory limitation periods. After this period, data is securely deleted or anonymised.

Contractor and supplier data is retained for the duration of our working relationship plus two years. Website analytics data is retained for a maximum of 26 months.

Under UK data protection law, you have the following rights in relation to your personal data:

• Right of access — you can request a copy of the personal data we hold about you.
• Right to rectification — you can ask us to correct any inaccurate or incomplete data.
• Right to erasure — you can request deletion of your data where there is no compelling reason for its continued processing.
• Right to restrict processing — you can ask us to suspend processing of your data in certain circumstances.
• Right to data portability — you can request a copy of your data in a structured, machine-readable format.
• Right to object — you can object to processing based on legitimate interests, including direct marketing.
• Rights relating to automated decision-making — you can request human intervention in any automated decisions affecting you.

To exercise any of these rights, please contact us at info@kbestatemanagement.com. We will respond to your request within one month. If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include:

• Encryption of data in transit and at rest using industry-standard protocols.
• Secure client portals with multi-factor authentication for leaseholder and director access.
• Regular security audits, penetration testing, and staff training on data protection.
• Strict access controls ensuring that only authorised personnel can access personal data.
• Secure off-site backups and disaster recovery procedures.

Our website uses cookies and similar tracking technologies to improve your browsing experience, analyse site traffic, and understand where our visitors come from. For full details, please see our Cookie Policy.

You can control cookie preferences through your browser settings. Most browsers allow you to block or delete cookies, though this may affect the functionality of certain parts of our website.

We may update this privacy policy from time to time to reflect changes in our practices, legal requirements, or industry standards. Any changes will be posted on this page, and where appropriate, notified to you by email or through the KB Portal.

This policy was last updated on 23 June 2026.

If you have any questions, concerns, or requests relating to this privacy policy or our data protection practices, please contact our Data Protection Officer:

• Email: info@kbestatemanagement.com
• Phone: +44 7886 940327
• Post: Data Protection Officer, KB Estate Management Ltd, 747 Barking Road, London, E13 9ER