Privacy Policy

 Cooke Property Group Limited. Privacy notice - general business

Customer privacy notice. This privacy notice tells you what to expect us to do with your personal information.

Contact detailsTelephone: 01223 782502
Email: info@cookepropertygroup.co.uk

What information we collect, use, and why, we collect or use the following information for the operation of customer accounts and guarantees:

• Names and contact details
• Addresses
• Payment details (including card or bank information for transfers and direct debits)

We collect or use the following information for service updates or marketing purposes:

• Names and contact details
• Addresses
• Location data
• Call recordings
• Records of consent, where appropriate

We collect or use the following information for research or archiving purposes:

• Names and contact details
• Addresses
• Records of consent, where appropriate

We collect or use the following information to comply with legal requirements:

• Name
• Contact information
• Identification documents

Lawful basesOur lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

• Consent
• Contract
• Legal obligation

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

• Consent
• Contract
• Legal obligation

Our lawful bases for collecting or using personal information for research or archiving purposes are:

• Consent
• Contract
• Legal obligation

Our lawful bases for collecting or using personal information for legal requirements are:

• Consent
• Contract
• Legal obligation

Where we get personal information from

• People directly

How long we keep information

• 24 Months

Who we share information with, data processors. Tenant Referencing & Credit Checks.
This data processor does the following activities for us: Referencing prospective tenants.
Others we share personal information with

• Insurance companies
• Organisations we need to share information with for safeguarding reasons
• Professional or legal advisors
• Financial or fraud investigation authorities
• Relevant regulatory authorities
• External auditors or inspectors
• Warranty and guarantee providers
• Professional consultants
• Organisations we’re legally obliged to share personal information with
• Emergency services (where necessary)
• Publicly on our website, social media or other marketing and information media (where appropriate)
• Debt collection agencies
• Other relevant third parties:

Right Move, Tenancy Deposit Scheme, Property Redress Scheme.

How we store your personal information – Procedures and compliance in place to store information.

• Back up data
• Use strong passwords and multi-factor authentication
• Be aware of surroundings
• Be wary of suspicious emails
• Install anti-virus and malware protection
• Protect device when it’s unattended
• Make sure Wi-Fi connection is secure
• Limit access to those who need it
• Take care when sharing screen
• Don’t keep data for longer than is needed
• Dispose of old IT equipment and records securely

Data is kept in the UK – All data is held within the United Kingdom

Your data protection rightsUnder data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal data.
Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complainIf you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
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If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated 02 February 2025