Key Moment Ltd, trading as KeyMoment, is the data controller for personal information described in this Privacy Notice. Company number 17350405, registered in England and Wales. Registered office: A6 Kingfisher House, Kingsway, Gateshead, NE11 0JQ.
We process personal data lawfully, fairly and transparently. This notice applies to landlords, prospective landlords, applicants, prospective and current tenants, adult occupiers, guarantors, referees, referral partners, contractors, website visitors, property-alert subscribers and anyone who contacts KeyMoment by email or website form.
Data controller and ICO registration
KEY MOMENT LTD, trading as KeyMoment, is the data controller. Registered with the Information Commissioner's Office under reference ZC205074. Verify our entry on the official ICO register.
Data protection contact: hello@keymoment.uk.
Personal information we collect
Depending on how you interact with us, this may include: contact details; property information; enquiry, viewing and application information; affordability and income information; identity and Right to Rent information; guarantor and referee information; communications with us (including email); complaint records; website usage, IP address, device data and cookie information; and marketing preferences.
Where information comes from
Directly from you, from a landlord or applicant who has referred you, from referencing and identity-check providers acting on our instructions, from public sources (for example the Land Registry or Companies House) and from our website and communications tools.
Why we use it and our lawful bases
We rely on different lawful bases depending on the purpose:
- Contract and pre-contract steps — to respond to enquiries, arrange viewings, administer applications and referencing, and deliver a Tenant Find instruction.
- Legal obligations — for example Right to Rent checks, anti-money-laundering checks where they apply, tax records and complaint handling.
- Legitimate interests — for running and improving our services, security, fraud prevention and non-marketing service communications, balanced against your rights.
- Consent — for property alerts, marketing emails and non-essential cookies. You can withdraw consent at any time without affecting earlier processing.
Who we share information with
Landlords (where you are an applicant or tenant of a KeyMoment-marketed property), referencing and identity/Right to Rent providers, guarantors and referees, professional advisers, our website, hosting, CRM, email and telephone providers, and public authorities where legally required. We do not sell personal information.
International transfers
Where a provider processes data outside the UK, we rely on the UK GDPR safeguards (adequacy decisions or approved transfer mechanisms).
Retention
We keep personal data only as long as needed for the purpose it was collected, to meet legal, tax and regulatory requirements and to defend or bring legal claims. Enquiries that do not lead to an instruction are typically deleted within 12 months unless a longer period is required.
Your rights
You have the right to access, rectify, erase, restrict and object to processing of your personal data, to portability where applicable, and to withdraw consent. To exercise a right, contact hello@keymoment.uk. If you are unhappy with how we handle your data you can complain to the Information Commissioner's Office (ico.org.uk).
Automated decision-making
KeyMoment does not make decisions about individuals solely by automated means. Referencing providers may score applications, but final decisions on a tenancy are made by the landlord after human review.
Redress
KeyMoment is a member of the Property Redress Scheme (membership no. PRS059901). See our Complaints Procedure.
Last updated: 24 July 2026.