Privacy Policy

The Kayla Acacia Company Limited — Tenant Client Portal

Effective Date: April 28, 2026  |  Last Updated: April 28, 2026

1. Introduction

The Kayla Acacia Company Limited ("we", "us", or "the Company") is committed to protecting the privacy and personal information of our tenants. This Privacy Policy explains how we collect, use, store, share, and protect your personal data when you access and use the KPM Pro Tenant Client Portal (the "Portal") at https://client.kaylaacacia.com/.

By logging in to and using the Portal, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with any part of this policy, please contact your property manager before continuing to use the Portal.

This policy applies to all current and former tenants who have been granted access to the Portal. It does not apply to third-party websites or services that may be linked from the Portal.

2. Who We Are (Data Controller)

The Kayla Acacia Company Limited is the data controller responsible for your personal information collected through this Portal. If you have any questions or concerns about how your data is handled, you may contact us using the details provided in Section 14 (Contact Us).

3. Information We Collect

We collect the following categories of personal information about you:

3.1 Identity & Contact Information
  • Full name
  • Email address
  • Telephone / mobile number
  • Date of birth
  • Tax Registration Number (TRN)
  • Occupation
  • Employer name
  • Former / previous address
3.2 Tenancy & Property Information
  • Property / premises details (address, type, unit number)
  • Lease start and end dates
  • Monthly rent amount and payment schedule
  • Security deposit details
  • Tenancy status (active, ended)
  • Number of occupants
3.3 Financial Information
  • Rent invoices and invoice history
  • Payment records (amounts, dates, payment method references)
  • Outstanding balances and arrears
  • Account statements
  • Discount and adjustment records
3.4 Communications & Activity
  • Complaints submitted through the Portal (description, status, correspondence)
  • Maintenance requests and related discussions
  • Messages and discussion threads with property management staff
  • Announcements you have viewed
  • Notifications sent to you
3.5 Documents & Attachments
  • Files and documents you upload to the Portal (e.g., proof of payment, identification documents)
  • Lease agreements and related documents made available to you
  • Property photographs
3.6 Account & Technical Information
  • Portal login credentials (email address; passwords are stored in encrypted / hashed form and are never readable by staff)
  • Session information and authentication tokens
  • Browser type and version
  • IP address and approximate location derived from IP
  • Device type and operating system
  • Pages visited within the Portal and timestamps of access
  • Error and event logs generated during your use of the Portal
3.7 Information We Do Not Collect

We do not collect or store:

  • Full credit card or bank account numbers (payment processing, where applicable, is handled by third-party payment processors)
  • Biometric data
  • Sensitive health or medical information (unless voluntarily provided in a complaint or maintenance request)
4. How We Collect Your Information

We collect your personal information in the following ways:

  • Directly from you — when you complete your tenant profile, submit complaints, make payment records, upload documents, or communicate through the Portal.
  • From your property manager — your initial account and tenancy details are created by our property management team when your tenancy begins. Your login credentials are sent to you by email.
  • Automatically — when you use the Portal, we automatically collect technical and usage data such as your IP address, browser type, and pages visited, through server logs and session management.
  • From third-party services — we may receive limited technical information from cloud infrastructure providers (such as Microsoft Azure) that host the Portal.
5. How We Use Your Information

We use your personal information for the following purposes:

Purpose Legal Basis
To create and manage your tenant account and Portal access Performance of a contract (your tenancy agreement)
To manage your tenancy, including invoicing, rent collection, and payment tracking Performance of a contract
To process and record rent payments and generate account statements Performance of a contract; Legal obligation
To respond to maintenance requests and complaints Performance of a contract; Legitimate interests
To send you notifications, announcements, and important updates about your tenancy or property Performance of a contract; Legitimate interests
To communicate with you via email or SMS regarding your account Performance of a contract; Legitimate interests
To store and provide access to your lease agreement and related documents Performance of a contract; Legal obligation
To maintain audit logs and records for legal, compliance, and dispute resolution purposes Legal obligation; Legitimate interests
To ensure the security and integrity of the Portal and prevent fraud or unauthorised access Legitimate interests; Legal obligation
To improve the Portal and our property management services Legitimate interests
To comply with applicable laws and regulations Legal obligation

We will not use your personal information for any purpose that is incompatible with the purposes listed above without first obtaining your consent.

6. How We Share Your Information

We do not sell, rent, or trade your personal information to any third party. We may share your information only in the following limited circumstances:

6.1 Service Providers & Technology Partners

We engage trusted third-party service providers who process data on our behalf and under our instructions. These include:

  • Microsoft Azure — cloud hosting, database services (Azure SQL), and file storage (Azure Blob Storage) for the Portal and your documents.
  • Email service providers — for sending you notifications, invoices, and account-related emails via SMTP.
  • SMS messaging providers — for sending you text message notifications, where applicable.
  • AI / OpenAI services — the Portal may use Azure OpenAI services to assist with certain internal administrative tasks. Any data processed by AI services is handled in accordance with applicable data processing agreements and is not used to train external AI models.

All service providers are contractually required to protect your data and may only use it for the specific purposes for which it was shared.

6.2 Legal & Regulatory Disclosure

We may disclose your personal information if required to do so by law, court order, or government authority, or where we believe disclosure is necessary to:

  • Comply with a legal obligation
  • Protect and defend our legal rights or property
  • Prevent or investigate possible wrongdoing in connection with the Portal
  • Protect the personal safety of tenants, staff, or the public
6.3 Business Transfers

In the event of a merger, acquisition, restructuring, or sale of all or part of our business, your personal information may be transferred to the successor entity. We will notify you of any such change and ensure your data continues to be protected.

6.4 With Your Consent

We may share your information with other parties where you have given us your explicit consent to do so.

7. Data Storage & Security
7.1 Where Your Data Is Stored

Your personal data is stored on secure servers hosted on Microsoft Azure. Database records are stored in Azure SQL Server, and uploaded files and documents are stored in Azure Blob Storage. Data may be stored in data centres located outside your country of residence; however, we ensure that appropriate safeguards are in place for any international data transfers.

7.2 Security Measures

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, loss, destruction, or alteration. These measures include:

  • Encrypted HTTPS connections for all Portal communications (TLS/SSL)
  • Secure, hashed storage of passwords (passwords are never stored in plain text)
  • Cookie-based authentication sessions with automatic expiration after 2 hours
  • Role-based access controls limiting staff access to data on a need-to-know basis
  • Audit logging of significant actions within the system
  • Azure platform security controls including network isolation and access management
  • Regular security reviews and updates

While we take all reasonable steps to protect your data, no method of transmission over the internet or electronic storage is 100% secure. We encourage you to use a strong, unique password for your Portal account and to log out after each session, especially on shared devices.

7.3 Password Security

Your password is stored using industry-standard cryptographic hashing. Neither our staff nor our systems can read your password. If you forget your password, you must use the "Forgot Password" function to reset it — we cannot retrieve your existing password.

8. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

  • Active tenancy: All data is retained for the duration of your tenancy.
  • After tenancy ends: We retain your tenancy records, financial records, and communications for a minimum of seven (7) years after the end of your tenancy, in accordance with applicable legal and tax obligations.
  • Portal account: Your Portal login account may be deactivated after your tenancy ends. You will be notified before deactivation.
  • Uploaded documents: Documents uploaded to the Portal are retained for the duration of your tenancy and for the applicable retention period thereafter.
  • Technical logs: Server and event logs are retained for a shorter period (typically 90 days) unless required for an ongoing investigation or legal matter.

When your data is no longer required, it will be securely deleted or anonymised.

9. Cookies & Session Tracking

The Portal uses cookies and similar technologies to operate correctly and to provide you with a secure, personalised experience.

9.1 Essential Cookies

These cookies are strictly necessary for the Portal to function. They include:

  • Authentication cookies — to keep you logged in during your session (session expires after 2 hours of inactivity).
  • Anti-forgery tokens — to protect against cross-site request forgery (CSRF) attacks.
  • Session state cookies — to maintain your session preferences.

You cannot opt out of essential cookies as they are required for the Portal to work. You may clear cookies through your browser settings, which will log you out of the Portal.

9.2 Analytics & Performance

We may collect anonymised usage data to understand how tenants use the Portal and to improve its performance. This data does not identify you personally.

9.3 Push Notifications

If you opt in to browser push notifications, we will store a push notification subscription token associated with your account. You may withdraw consent for push notifications at any time through your browser settings.

10. Your Rights

You have the following rights in relation to your personal information. To exercise any of these rights, please contact us using the details in Section 14.

Right What It Means
Right of Access You may request a copy of the personal information we hold about you.
Right to Rectification You may ask us to correct inaccurate or incomplete personal information. You can update some information directly in your Portal profile.
Right to Erasure You may request that we delete your personal information where it is no longer necessary for the purposes for which it was collected, subject to our legal obligations to retain certain records.
Right to Restrict Processing You may ask us to restrict the processing of your personal information in certain circumstances (e.g., while a dispute is being resolved).
Right to Data Portability You may request a copy of your personal data in a structured, commonly used, machine-readable format.
Right to Object You may object to the processing of your personal information where we rely on legitimate interests as the legal basis, unless we have compelling legitimate grounds that override your interests.
Right to Withdraw Consent Where processing is based on your consent (e.g., push notifications), you may withdraw consent at any time without affecting the lawfulness of processing before withdrawal.

We will respond to all legitimate requests within 30 days. In complex cases, we may extend this period by a further 30 days and will notify you accordingly.

We may need to verify your identity before processing your request to protect your privacy and security.

11. Children's Privacy

The Portal is intended for use by adults who are parties to a tenancy agreement. We do not knowingly collect personal information from individuals under the age of 18. If you believe that a minor's information has been submitted to the Portal without appropriate authority, please contact us immediately so we can take appropriate action.

12. Third-Party Links

The Portal may contain links to external websites or resources (for example, payment portals or government websites). We are not responsible for the privacy practices or content of those third-party sites. We encourage you to review the privacy policies of any external sites you visit.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

  • Update the "Last Updated" date at the top of this page.
  • Post a notice on the Portal dashboard or send you an email notification.

We encourage you to review this Privacy Policy periodically. Your continued use of the Portal after any changes constitutes your acceptance of the updated policy.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the way we handle your personal information, please contact us:

The Kayla Acacia Company Limited

Property Management — Data Privacy

Portal: https://client.kaylaacacia.com/

You may also submit a request or complaint through the Complaints section of the Portal.

If you are not satisfied with our response, you may have the right to lodge a complaint with the relevant data protection authority in your jurisdiction.

© 2026 The Kayla Acacia Company Limited. All rights reserved.