Privacy policy
This explains what personal information Mill & Key collects, why, who we share it with and your rights. We keep it as short as we can.
Who we are
Mill & Key Ltd (company number 17574469, registered office Suite A, 82 James Carter Road, Mildenhall, IP28 7DE) is the controller of your personal data. We're registered with the Information Commissioner's Office, registration number ZC300394.
Contact us about privacy at hello@millandkey.co.uk or 07392 395913.
What we collect
If you ask for an estimate or contact us
- Your name, email address and phone number
- Details about your property: area or postcode, bedrooms, its current situation and anything you choose to tell us
- Our emails, messages and call notes with you
If you become a client
- Your address and the property address
- Bank details for invoicing
- Property documents such as the lease, insurance and safety certificates
- Identity checks where the law requires them
Guests at properties we manage
- Booking details passed to us by Airbnb, Booking.com or other platforms, and identity checks where a booking requires them
- Messages about the stay
Tenants and applicants
- Application, referencing and affordability information
- Right to Rent checks, which the law requires
Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Replying to your enquiry and preparing your estimate | Steps you've asked us to take before a contract |
| Managing your property under our agreement | Contract |
| Right to Rent checks, tax records, anti-fraud checks | Legal obligation |
| Managing guest stays and keeping properties safe | Legitimate interests (running the properties we manage) |
| Occasional updates about our services | Your consent, which you can withdraw at any time |
We never sell your data, and we don't send marketing unless you've agreed to it.
Who we share it with
- Our website host, which receives form submissions: Netlify, Inc.
- Our email, phone and property management software providers
- Booking platforms, for properties listed on them
- Cleaners, contractors and tradespeople, given only the details they need to do the job
- Referencing agencies, for tenant applications
- Our redress scheme, if you make a complaint to them
- Our accountant, HMRC, the police or other authorities where the law requires it
Some of these providers store data outside the UK, for example in the United States. Where they do, we rely on legal safeguards approved under UK data protection law, such as the UK-US data bridge or standard contractual clauses.
How long we keep it
- Enquiries that don't go further: 12 months from our last contact
- Client records: 6 years after our agreement ends, for tax and legal reasons
- Right to Rent records: for the tenancy and 1 year after it ends, as the law requires
- Guest records: 2 years after the stay, unless needed for a damage claim or dispute
Cookies
Our website doesn't use advertising or tracking cookies. It loads fonts from Google Fonts, which means your browser connects to Google's servers and shares your IP address with them.
Your rights
You can ask us to:
- give you a copy of the personal data we hold about you
- correct anything that's wrong
- delete your data, where we don't need to keep it by law
- restrict or stop using it, or object to how we use it
- send your data to you or someone else in a usable format
Contact us at hello@millandkey.co.uk. We'll reply within one month. It's free.
If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We'd appreciate the chance to sort it out first.