Kirkman & Baines Ltd (trading as KBOL Property Services) is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, store and protect your personal data when you interact with our business.
Kirkman & Baines Ltd, trading as KBOL Property Services, provides property services including inventory management, tenant check-ins and check-outs, property maintenance, key holding, compliance support and related property management services.
For any questions regarding this Privacy Policy or your personal data, please contact:
Email: info@kbol.co.uk
Depending on the services you use, we may collect:
Name
Address
Email address
Telephone number
Property addresses
Tenancy information
Inventory reports
Inspection records
Maintenance records
Meter readings
Login details for our secure client helpdesk
Support requests and correspondence
Account preferences
When you visit our website, we may automatically collect:
IP address
Browser type and version
Device information
Website usage data
We process personal data to:
Deliver our property services
Arrange inspections, inventories and maintenance visits
Communicate with landlords, tenants, agents and contractors
Manage client accounts and support requests
Provide access to our secure client helpdesk
Maintain accurate records
Comply with legal and regulatory obligations
Improve our services and website performance
We will only use your information where we have a lawful basis to do so under UK data protection legislation.
We process personal data under one or more of the following lawful bases:
Performance of a contract
Compliance with legal obligations
Legitimate business interests
Consent where required
We provide a password-protected helpdesk for existing clients.
Information submitted through the helpdesk may include:
Support requests
Property information
Maintenance records
Client communications
Documents and attachments
Access is restricted to authorised users and authorised members of our team. Users are responsible for maintaining the confidentiality of their login credentials.
We do not sell personal information.
Where necessary, we may share information with:
Landlords
Letting agents
Tenants
Contractors and maintenance providers
Professional advisers
Regulatory authorities
Technology and hosting providers
Any third parties processing personal data on our behalf are required to handle it securely and in accordance with applicable data protection laws.
We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, disclosure, alteration or destruction. These measures include secure systems, password protection, restricted access controls and encrypted communications where appropriate.
We retain personal data only for as long as necessary to:
Deliver our services
Meet contractual obligations
Comply with legal and regulatory requirements
Resolve disputes
Maintain business records
Retention periods may vary depending on the type of information involved.
Our website uses essential cookies required for the operation, security and functionality of the site.
These cookies may be used to:
Maintain website security
Enable website functionality
Manage user sessions
Support the secure client helpdesk
We do not use advertising or promotional cookies.
Where analytics cookies are used to help improve website performance, they will be implemented in accordance with applicable privacy regulations and only where required consent has been obtained.
Under UK data protection legislation, you may have the right to:
Access your personal information
Correct inaccurate information
Request deletion of your data
Restrict processing
Object to processing
Request data portability
Withdraw consent where applicable
Requests can be made by contacting us at info@kbol.co.uk.
Our website may contain links to third-party websites or services. We are not responsible for the privacy practices, security or content of external websites. Users should review the privacy policies of any third-party websites they visit.
We may update this Privacy Policy from time to time to reflect changes in legislation, business operations or website functionality. Any updates will be published on this page and will take effect immediately upon publication.
If you have any questions about this Privacy Policy or how your personal information is handled, please contact:
Kirkman & Baines Ltd
Email: info@kbol.co.uk
Last Updated: June 2026.