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 “Send an enquiry” form or the Health Check or market briefing request form; that enquiry is sent to and stored on our servers, and a notification is emailed to our advisors.

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. If you give your details to see your full lease check results, also the area, building grade, floor area, gross rent, rent-free months, term and lease expiry date you entered, the space estimate and headcount from the Calculator, and the result worked out from them, so that an advisor can send you your results and contact you about them. If you request a Health Check or market briefing, also your role and preferred call time, your building, floor or unit and other Singapore offices, the area, building grade and gross rent you entered into the lease check with the result shown to you, the lease terms you choose to give (such as lease start, rent-free period, deposit, renewal option and notice, rent review, break clause, reinstatement, fit-out and any renewal rent offered by your landlord), and your plans (expected headcount, office days, preferred outcome, expected changes, agent involvement, financial year end and who signs off). If you send a request using the shorter form, any of these details you add after sending (under “Make your memo sharper” or “Help us prepare your briefing”) are stored with that same request, under the consent you gave when you sent it.
• 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 advisor can reproduce your estimate, prepare a report from it and respond in context.
• Anonymous visit events: Whether or not you submit an enquiry, the page records short anonymous events about how the Calculator is used. They hold no name, contact detail, IP address, browser identifier or figure you entered, and do not identify you on their own. Section 10 lists exactly what they contain and how they are used.
• 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. The administrator's IP address is also recorded in the same activity log for seven types of administrator action: signing out, listing enquiries, opening an enquiry, deleting an enquiry, erasing a person's enquiry records on request, saving a setting and restoring an earlier setting. 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, none of the figures you enter reach us. The only thing sent is the anonymous visit events described in Section 10, which say that an estimate was produced, never what it contained.

The same applies to the lease check: its result, the points to raise with your landlord and the draft memo (the one-page PDF you can download, before or after a request) are worked out and built in your browser. Nothing is sent to us to produce them, other than the anonymous events in Section 10 (the area you chose and whether your rent sits above, within or below the range, never the figures).

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 advisors: Solicitors, surveyors and other advisors 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.
• Security check: When you send an enquiry form, a Cloudflare Turnstile check tells people from automated programs. Cloudflare, a provider established in the United States, receives your IP address and certain browser signals for that check only. It does not receive what you type into the form.

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 advisor, 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 that identifies you or the figures you entered. The only record of your visit is the anonymous events described in Section 10, which cannot be linked to you.

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 anonymous form-use counts and visit events described in Section 10 hold no names or contact details and are deleted after 400 days.

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 sets no analytics or advertising cookies. Your lease-check inputs (including your rent) and any unsent Health Check request are kept in your browser's session storage for this tab only, so a reload does not lose them; they are deleted when you close the tab and are never sent to us unless you submit a request. Your other calculation inputs live in the page only and are lost when you reload or close it, unless you submit an enquiry.

When the Health Check or market briefing offer is first shown to you, the page chooses which version of the request form you see (a shorter form or the original longer one) and keeps that choice in your browser's local storage, under the name kfHcVariant, for 30 days, so that you see the same form when you return. It holds only the form version and the time it was chosen, and it is never sent to us. It is not needed to provide the service: you can clear it in your browser settings at any time, and the form works the same without it.

To compare the two versions, the page tells us when you reach each step of the request: the offer shown, the form opened, started or sent, and answers added after sending. We store only the form version, the step and the time. We do not store your IP address, any visitor or enquiry identifier, or anything you typed, so these counts cannot be linked to you or to your request. Each step is counted at most once per visit to the page, and the counts are deleted after 400 days. As for enquiries, the IP address a count comes from is held briefly in memory to limit automated use; it is not stored with the count.

To count visits and see which parts of the Calculator are used, the page also sends us short anonymous events: that the page was opened; that a space estimate or lease check was produced (with the area you chose and whether the rent you entered sits above, within or below the range); the team size and desks per person of a space estimate, and the time to your lease expiry, its size, term and rent-free months, each as a broad range (for example “11–20 people” or “7–12 months”) and kept on separate events from the area; which lease-check field you filled in first and, if you leave before a result, which one you were last on (its name, never what you entered); the steps of the Health Check request and of the enquiry form, including that the Health Check offer came into view, that a send failed (the kind of failure and the name of the field it points at, not the message) or that a form was left unsent and the name of the field you were last on (never what you entered); which of the advisor buttons you used; which buttons, links, tabs and choices you press on the Calculator (the name of the control and the part of the page it sits in, never what you typed or any figure you entered); clicks on the phone, WhatsApp and save-contact links; and that the draft memo PDF was downloaded. We never record your rent or any exact figure you enter. If you enter the optional office postcode, the page reads it in your browser only to work out its postal district: the postcode is not sent to us or stored, and only the district (one of the 28 postal districts of Singapore) is added to these anonymous events. Each event holds the time, a random identifier created fresh in your browser tab and kept in session storage until you close the tab (so it cannot link two visits), the page address without any query string, the website you came from, any campaign tags on the link you used (utm_source, utm_medium, utm_campaign; a tag that looks like an email address, a phone number or a web address is discarded, not stored), and whether you are on a phone, tablet or computer. We do not store your IP address, your browser's user agent, your name or email, or anything you typed. Taken alone, an event does not identify you. If you also send a request, its time and the area it names could in principle be matched to events from the same tab. We use the events to understand how the Calculator is used. Knight Frank staff see them in aggregate and, live and in a list of recent events, as what a browser tab is doing, identified only by its random code, which ends with the tab. We do not use them to identify, contact or profile anyone.Nothing is recorded if your browser sends Do Not Track or Global Privacy Control, or once an administrator has signed in on that browser tab. The events are used only by Knight Frank to understand traffic and are deleted after 400 days. As above, the IP address a request comes from is held briefly in memory to limit automated use; it is not stored with the event.

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.

While access to the Calculator is restricted to invited users, signing in at the site access page sets one further cookie, kf_gate. It remembers that you have passed that page, so you are not asked again on every visit, and is strictly necessary for that function. It holds only an expiry time, signed so that it cannot be altered, and nothing about you or your inputs. It expires after 12 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, third-party analytics services or social media plugins in this Calculator, and we do not share your data with social media platforms for advertising purposes.

The document-generation library used to build PDF documents is loaded from a public code-library network: in the administrator area, where our advisors build reports, and on the public Calculator page only when you choose to download the one-page PDF of your lease check. That provider necessarily receives the requesting device's IP address and browser type in order to serve the file; it is used to deliver a file, not to track anyone 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. When you open WhatsApp from the lease check, the message we start for you names the area, space and lease expiry you entered (never your rent); the messaging provider receives that text when you open the link, and nothing is sent to us until you choose to send the message.

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.

Report a bug or suggest a feature

Found something that does not work, or have an idea to make the Calculator better? Email justin.fan@sg.knightfrank.com. For a bug, tell us what you did, what happened, and the page and device you were using. For a feature request, tell us what you would like to do and why.

This address is for bugs and ideas only. For anything about your personal data, use the Data Protection Officer details in the Contact Us section.