07 · Retention

What this office keeps, and for how long

AThis website holds nothing about you

There is no cookie banner on this site because there are no cookies to consent to. There is no analytics script, no tag manager, no pixel, no embedded video, no map frame and no social widget.

The two calculators are written in a single file of JavaScript that runs in your browser. The dates you type are read by that file, printed back onto the page, and forgotten when the tab closes. Nothing is stored and nothing is transmitted.

BWhat a contract file contains

Written statement of the occupation contract Schedule of condition Photograph set, numbered to the lines Key schedule Scheme certificate and prescribed information Gas, electrical, alarm and fitness records Repair log and the correspondence ONE CONTRACT FILE

Everything this office keeps about a person is on a contract file, and it is there because a statutory obligation, a contractual term or a deposit scheme requires it to exist.

A file holds the written statement of the occupation contract, the schedule of condition and its photographs, the key schedule, the deposit scheme certificate and prescribed information, the safety records, the repair log, and the correspondence that passed between the office and the people named on the contract.

Not in the walletNo bank card details. No copy of a passport or an identity document, because right-to-rent checks are an English requirement and a dwelling in Wales does not attract one. No marketing list: the office writes to the people named on a contract about that contract, and does not write to them about anything else.

CHow long each record is held

WRITTEN STATEMENT AND VARIATIONS CONDITION, PHOTOGRAPHS, KEYS SAFETY RECORDS, SUPERSEDED AND CURRENT REPAIR LOG, INVOICES, NOTICES OTHER CORRESPONDENCE end of contract 2 years 4 years 6 years

  1. 6 years

    Written statement of the occupation contract, and any variation to it, kept for the contract and six years after it ends. Six years is the ordinary limitation period for a claim on a contract, and a statement destroyed before then is destroyed while it could still be needed.

  2. 6 years

    Schedule of condition, photographs, check-out report and the key schedule, held until the deposit is settled and then on the same six-year footing. They are the evidence behind a deduction, so they outlive the adjudication they might be read in.

  3. open

    Gas safety records, electrical installation condition reports, alarm test sheets and fitness assessments, with superseded copies kept alongside the current one. A record is superseded, not replaced: the question at the end is usually what the position was two winters ago, not what it is today.

  4. 6 years

    Repair log lines, invoices and notices of access, counted from the date the line was closed. Held because an invoice records what was replaced, which is what betterment is worked out from.

  5. 2 years

    Correspondence that does not belong to any of the above, then destroyed. An enquiry that never became a contract is not a file. It is destroyed on that schedule whether or not anyone asks.

DAsking what is held, asking for it to go, and where the record starts

Anyone named on a contract may ask what this office holds about them and be given a copy. The request is answered in writing, in the language it was made in.

A request to delete a record is answered honestly: where a record exists because a statute or a deposit scheme requires it, it is kept until the period above runs out, and the reply says which obligation is holding it.

KKA LETTINGS LTD was incorporated on 29th August 2026 and registered in Wales under company number 17428111. Nothing held by this office predates that day, because the company did not exist before it.

This page describes the records this office holds. It is not a general privacy notice copied from somewhere else, and it does not restate statute that anybody can read in full elsewhere. Deposits · Condition · Back to what is held here