Privacy Policy

1. Introduction

Knight Frank Pte Ltd (Estate Agent Licence No. L3005536J) ("Knight Frank", "we", "our" or "us") is committed to protecting the privacy of your personal data. This Privacy Policy explains how we collect, use, disclose and protect personal data in connection with the Knight Frank Office Space Calculator (the "Calculator"), in accordance with the Personal Data Protection Act 2012 (No. 26 of 2012) of Singapore ("PDPA").

The Calculator is operated by Knight Frank Pte Ltd, a member of the global Knight Frank network. Our handling of your personal data on this tool is governed by this Policy and, where relevant, by the Knight Frank Group Privacy Statement, which covers broader processing activities across the Knight Frank organisation. In the event of any inconsistency, this Policy takes precedence for matters relating specifically to this Calculator.

The Calculator is a planning tool that helps organisations estimate their required office footprint and project timeline. You can use the calculation features without providing any personal data. Personal data is collected when you choose to submit an enquiry through the “Have an existing lease?” form; that enquiry is sent to and stored on our servers, and a notification is emailed to our advisers.

By using the Calculator, you acknowledge that you have read and understood this Privacy Policy.

2. Personal Data We Collect

You can use the Calculator's estimates without providing personal data. If you submit an enquiry, we collect the following categories of personal data:

• Identity and contact information: Your name, company name, email address and phone number.
• Property requirements: Your current lease expiry date, your current floor area, and any message you write in the enquiry form.
• Calculator inputs: A snapshot of the figures you entered into the Calculator — headcount, workstation count, room and support-space quantities, and the planning benchmark you selected. We retain this with your enquiry so that a Knight Frank adviser can reproduce your estimate, prepare a report from it and respond in context.
• Consent record: The fact that you gave consent, the time you gave it, the version of this notice you agreed to, and whether you opted in to marketing.
• Network and security data: When you submit an enquiry, the IP address it came from is held briefly in memory so that we can limit abusive or automated submissions. It is not written to our database and is discarded within an hour. Separately, the IP address and timestamp of each administrator sign-in and failed sign-in attempt are recorded, as a security audit trail; those records are retained for 12 months (see Section 9). We do not use either to build a profile of you, and we do not combine them with your enquiry for marketing purposes.

The agent contact details shown in the Calculator and printed on reports are set by our administrators. They are our own staff details, not data collected from you.

We do not collect NRIC numbers, financial data, health information or other sensitive personal data through this Calculator. Please do not include such information in any part of this tool.

3. Special Category Data

Data protection law treats certain types of personal data as requiring additional protection due to their sensitive nature. This includes information about race, religion, health, sex life, political opinions, sexual orientation and criminal offences ("special category data").

We do not seek to collect or process special category data through this Calculator. Please do not submit such information in any enquiry or communication with us. If you inadvertently provide special category data, we will handle it in accordance with applicable law and will only use it with your explicit consent or where permitted by law.

4. Purposes of Collection and Use

Where personal data is collected, we use it for the following purposes:

Your estimate is calculated entirely within your browser. If you use the Calculator without submitting an enquiry, nothing about that calculation reaches us.

5. Legitimate Interests

Where we rely on legitimate interests as a lawful basis, those interests include:

• Responding to and following up on enquiries submitted by you.
• Promoting our property advisory services to existing and prospective clients.
• Improving the Calculator and our internal processes.
• Maintaining accurate business records and satisfying contractual obligations.
• Limiting abusive or automated use of the Calculator and keeping the administrator area secure.
• Establishing, exercising or defending legal claims.

We will not rely on legitimate interests where those interests are overridden by your fundamental rights and freedoms, and we balance our interests against yours when assessing any such reliance.

6. Disclosure of Personal Data

We may disclose your personal data to the following categories of recipients, only to the extent necessary for the stated purposes:

• Knight Frank group companies: Entities within the Knight Frank group of companies, for administrative, advisory and operational purposes.
• Approved service providers: Third-party vendors who provide IT, hosting, database, email, CRM, administrative or operational services to us. All such providers are contractually required to protect your data and not use it for any other purpose.
• Professional advisers: Solicitors, surveyors and other advisers where necessary to service your enquiry or transaction.
• Regulatory and government authorities: Where required or permitted by applicable law, including law enforcement, courts and regulatory bodies.
• Business successors: In the event of a merger, acquisition or sale of part of our business, your data may be transferred to the relevant successor entity.

We do not sell, rent or trade your personal data to unrelated third parties for their own marketing purposes. Any sharing is carried out only where we have a lawful basis to do so.

7. Overseas Transfers

The Calculator is operated from Singapore, but the technical infrastructure that runs it is located outside Singapore. Specifically:

• Database and file storage: Enquiry records are held in a managed database hosted in Japan.
• Application hosting: The Calculator's web servers are operated by a cloud hosting provider whose default region is in the United States.
• Email notification: Enquiry notifications are delivered through a transactional email provider established in the United States.

Personal data may also be transferred to Knight Frank group companies or approved service providers based overseas. For all transfers outside Singapore we rely on contractual commitments requiring a standard of protection comparable to the PDPA, in accordance with section 26 of the PDPA and regulation 10 of the Personal Data Protection Regulations 2021. Where another data protection regime applies, we rely on the binding contractual commitments that regime requires.

A list of the categories of infrastructure providers we use, and the safeguards applying to each, is available from our Data Protection Officer on request using the details in the "Contact Us" section below.

8. Failing to Provide Personal Data

The Calculator can be used for planning purposes without providing any personal data. The enquiry form is entirely optional. If you submit an enquiry, your name, email and consent are required so that we can respond; everything else on the form is voluntary and leaving it blank does not affect our ability to reply.

If you submit a contact request to speak with an adviser, providing your name and email address is required for us to respond. Failure to provide this information will mean we are unable to contact you.

9. Retention

If you do not submit an enquiry, we hold nothing about your use of the Calculator.

Where we hold personal data from an enquiry, we retain it for as long as necessary to fulfil the relevant purpose or as required by law, and in any event no longer than seven (7) years from the date of the enquiry. Marketing consent records are retained until consent is withdrawn and for a reasonable period thereafter to demonstrate compliance. Network and security records, including the IP addresses described in Section 2, are retained for 12 months.

The periods above are the ceilings we hold ourselves to; deletion against the records themselves is carried out periodically, and an individual's enquiry records are erased on request as described in Section 14. When personal data is no longer required it is securely deleted.

10. Local Storage and Cookies

The Calculator does not use browser local storage, and it sets no analytics or advertising cookies. Your calculation inputs live in the page only and are lost when you reload or close it, unless you submit an enquiry.

If you sign in to the administrator area, we set a single session cookie so that the admin screens can recognise you. It is strictly necessary for that function. It holds the administrator's username, a session version and an expiry time, signed so that it cannot be altered, and nothing about visitors or enquirers. It is cleared when you sign out or after eight hours.

No tracking cookies, advertising cookies or third-party analytics cookies are used on this Calculator. No data is shared with social media platforms or advertising networks as a result of your use of this tool.

11. Third-Party Links

The Calculator may contain links to third-party websites or services for convenience. Knight Frank does not endorse, control or accept responsibility for the content, privacy practices or terms of those third-party sites.

We do not use advertising trackers, analytics services or social media plugins in this Calculator, and we do not share your data with social media platforms for advertising purposes.

The Calculator does load the document-generation library it uses to build your PDF from a public code-library network. That provider necessarily receives your IP address and browser type in order to serve the file; it is used to deliver a file, not to track you across sites. If you choose to contact us using a messaging app, that conversation is handled by the messaging provider under its own terms and privacy policy.

12. Artificial Intelligence Technologies

Knight Frank Pte Ltd, as part of the global Knight Frank network, may use artificial intelligence (AI) technologies to support and enhance the delivery of our property services. This may include tools that assist with communication management, data analysis and operational efficiency within our back-end systems.

This Calculator itself does not use AI to make decisions about your enquiry or to interact with you. Where AI technologies are used in our broader operations to process personal data that you have provided:

• We rely on appropriate legal bases (legitimate interest, consent or contractual necessity) as described in this Policy.
• We do not use AI to make solely automated decisions that have legal or similarly significant effects on you without meaningful human involvement.
• Personal data processed by AI systems is subject to appropriate safeguards including data minimisation, access controls and contractual restrictions on third-party AI providers.
• We do not use your personal data to train publicly available AI models.

If you have questions about the use of AI in relation to your data, please contact our Data Protection Officer at the address below.

13. Security

We implement reasonable technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration or destruction. These measures include access controls, secure data transmission, row-level access restrictions on the underlying data store, an audit trail of administrator sign-ins, and contractual protections applied to third-party service providers.

However, no transmission over the internet or electronic storage system is entirely secure. If you suspect a security incident involving your personal data, please contact us immediately using the details below.

14. Your Rights

Subject to the PDPA and any applicable exceptions, you have the right to:

• Access the personal data we hold about you.
• Correct any inaccurate or incomplete personal data we hold about you.
• Withdraw consent for any processing based on consent, without affecting the lawfulness of prior processing.
• Unsubscribe from marketing communications at any time by contacting us or clicking the unsubscribe link in any marketing email.
• Request erasure of the enquiry records we hold about you, where we are not required to retain them by law. On receiving a verified request we delete every enquiry record associated with your email address, including any stored calculation snapshot associated with it, and log that the erasure was carried out. That log records a keyed one-way hash of the address and the number of records erased, not the address itself.
• Lodge a complaint with the Personal Data Protection Commission (PDPC) of Singapore if you believe your data rights have been infringed. You may contact the PDPC at www.pdpc.gov.sg.

To exercise your rights, please contact our Data Protection Officer using the details in the "Contact Us" section below. We will respond to your request within 30 days, or within any extended period permitted under applicable law.

15. Contact Us

If you have any questions, concerns or requests regarding this Privacy Policy or how we handle your personal data, please contact our Data Protection Officer:

For the Knight Frank Group Privacy Statement, which covers broader processing activities across the Knight Frank organisation, please visit: knightfrank.com.sg/legals/privacy-statement.

16. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, applicable law or the Knight Frank Group Privacy Statement. The updated policy will be posted on this page with a revised effective date. We encourage you to review this page periodically. Continued use of the Calculator after any changes constitutes your acceptance of the updated policy.