The short version

Latchkey manages rental homes. To do that we need some information about owners, tenants and people who ask us a question. We collect only what the job needs, we never sell it, and you can ask to see it or have it removed at any time.

If you only read one line: we use your details to answer you, lease and look after homes, and pay owners. Nothing else.

What we collect

• Rent estimate form: your name, email or phone, the address of the home, its type, condition and how many homes you own.
• Viewing and application forms: your name, contact details, the home you are interested in and the move-in date you have in mind.
• Repair requests: your name, phone, address, a description of the problem, any photos you send and the best time to visit.
• Contact form and calls: whatever you tell us, plus the date and the person who answered.
• Owner and tenant accounts: lease documents, rent payments, statements, invoices and inspection reports.
• Analytics: pages viewed, the device and browser used and an approximate city. We do not build advertising profiles.

Tenant screening

When you apply for a home we check income, references and rental history. We only do this with your written consent, given on the application form. A referencing agency may run a credit check on our behalf. If an application is not successful we tell you, and you can ask which information the decision was based on.

Who we share it with

• The owner of the home you rent or apply for, limited to what they need for the lease.
• Trades we send to carry out a repair: your name, phone and address, for that job only.
• Referencing agencies, deposit schemes, our payment provider and our accountants.
• Authorities, when the law requires it.

We do not sell personal information and we do not share it for marketing by anyone else.

How long we keep it

• Questions and rent estimates that do not lead to a contract: 12 months.
• Unsuccessful rental applications: 6 months.
• Lease, payment and repair records: 7 years after the lease ends, as tax and property law require.
• Analytics: 14 months, then deleted or made anonymous.

Where it is stored

Records are kept in our property management system and in encrypted cloud storage. Access is limited to the staff who work on your home, and every login is recorded.

Your rights

You can ask for a copy of your information, ask us to correct it, ask us to delete it where the law allows, object to a use, or withdraw a consent you gave. We answer within 30 days and there is no charge. If you are unhappy with our answer you can complain to your local data protection authority.

Contact

Write to hello@latchkey.rent or call +1 (312) 555-0176 and ask for the office manager. Please tell us which home or request your question is about so we can find your record quickly.