Privacy Policy
Last updated: 01/01/2026
Kents Property Ltd ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data when you interact with our website and use our services.
This policy applies to visitors to our website, customers, tenants, occupiers, leaseholders, directors and beneficial owners of client companies, virtual office customers, and other individuals whose personal data we process.
1. Who We Are
Kents Property Ltd
Clockhouse, Dogflud Way
Farnham, Surrey
GU9 7UD
Email: info@kentsproperty.co.uk
Telephone: 01252 711755
For the purposes of UK data protection legislation, Kents Property Ltd is the data controller.
2. The Personal Data We Collect
We may collect and process the following categories of personal data:
a) Identity and Contact Data
Name
Job title
Company name
Registered office and trading address
Email address
Telephone number
b) Property, Office and Service Data
Details of offices, meeting rooms, or virtual office services used
Tenancy, licence, or leaseholder information
Estate management and service charge data
Correspondence relating to property ownership or management
c) Financial and Transaction Data
Invoices, payments, and billing information
Bank details (where required for payments or refunds)
d) Compliance and Due Diligence Data (Virtual Offices)
Proof of identity documents (such as passport or driving licence)
Proof of residential address
Company incorporation details
Details of directors, shareholders, and beneficial owners
AML risk assessments and verification records
e) Website and Technical Data
IP address
Browser typeSType and version
Pages visited and interactions with our website
Cookies and similar technologies
f) Marketing and Communications Data
Preferences for receiving marketing communications
Records of consent
3. How We Collect Your Data
We collect personal data in the following ways:
When you complete forms on our website (e.g. contact forms, brochure downloads)
When you enquire about or use our services
When you apply for a virtual office address
When you enter into contracts, licences, or estate management arrangements
When you correspond with us by email, phone, or post
Through cookies and analytics tools when you use our website
From third parties where relevant, including identity verification providers, professional advisers, and public registers such as Companies House
4. How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage offices, meeting rooms, and virtual office services
To manage estates, properties, and service charge arrangements
To assess and administer applications for virtual office services
To carry out identity verification and Anti-Money Laundering (AML) checks
To communicate with tenants, leaseholders, directors, and occupiers
To administer contracts, licences, and agreements
To process payments and maintain financial records
To respond to enquiries and provide customer support
To comply with legal and regulatory obligations
To improve our website and services
To send marketing communications where consent has been given
5. Legal Bases for Processing
Under UK GDPR, we rely on the following lawful bases when processing personal data:
Contract – where processing is necessary to perform a contract or to take steps prior to entering into a contract
Legal obligation – where required to comply with legal or regulatory requirements, including AML regulations
Legitimate interests – for managing our business, properties, estates, and customer relationships, provided your rights are not overridden
Consent – where required, particularly for marketing communications
6. Virtual Office Services and AML Compliance
As a provider of virtual office services, Kents Property Ltd is required to comply with UK Anti-Money Laundering legislation. This means we are legally obliged to carry out Customer Due Diligence checks before providing, and while continuing to provide, virtual office services.
For this purpose, we may:
Collect and verify proof of identity and address
Obtain company information, including details of directors and beneficial owners
Conduct ongoing monitoring and periodic reviews
Retain AML records for statutory retention periods
We may use third-party identity verification providers to assist with these checks. Processing of personal data for AML purposes is carried out on the basis of legal obligation and cannot be opted out of.
7. Marketing Communications
We may send marketing communications about our services where:
You have given explicit consent; or
We have a legitimate interest and are permitted to do so by law
You can opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting us directly.
8. Sharing Your Data
We may share your personal data with trusted third parties where necessary, including:
Identity verification and AML service providers
Property and estate management service providers
IT, website, and CRM providers
Professional advisers such as accountants and solicitors
Payment processors and banking providers
Regulatory bodies or law enforcement authorities where required by law
We do not sell your personal data.
9. International Data Transfers
Some of our service providers may process personal data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as approved contractual protections.
10. Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse. Access is restricted to those who require it for legitimate business purposes.
11. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, property management, and AML obligations.
AML and virtual office records may be retained for statutory periods required by law.
12. Your Rights
Under UK data protection law, you have the right to:
Access your personal data
Request correction of inaccurate or incomplete data
Request erasure of your data (where applicable)
Restrict or object to processing
Request data portability
Withdraw consent at any time (where processing is based on consent)
Lodge a complaint with the Information Commissioner's Office
13. Cookies
Our website uses cookies and similar technologies. Please refer to our Cookie Policy for further information.
14. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. The most recent version will always be available on our website.
16. Contact Us
If you have any questions about this Privacy Policy or how we handle personal data, please contact:
Kents Property Ltd
Clockhouse, Dogflud Way
Farnham, Surrey
GU9 7UD
Email: info@kentsproperty.co.uk
Telephone: 01252 711755