Cohab LTD Privacy Policy

Effective Date: 28th of February, 2024

Introduction

Welcome to Cohab LTD, a premier full-service letting agency located in the heart of London, UK. We are dedicated to managing personal information with the utmost respect for privacy and security. This Privacy Policy outlines our commitment to safeguarding the personal information of our clients, including both tenants and landlords, detailing the practices we employ in collecting, using, and sharing this information.

1. Data Collection

Cohab LTD collects essential personal information to provide effective letting services and comply with legal obligations. This information includes:

  • Personal Identification Information: Names, dates of birth, and photographic IDs.
  • Contact Information: Addresses, telephone numbers, and email addresses.
  • Financial Information: Bank account details, payment histories, and credit reports.
  • Tenancy Information: Current and previous tenancy details, references, and related communications.
  • Landlord Information: Details about landlords and their properties, including ownership documents, property details, and management preferences.

Collection methods may include online forms, email interactions, phone calls, and direct in-person communication.

2. Use of Personal Data

We utilize the collected information for several key purposes:

  • Facilitating tenancy management and arrangements.
  • Delivering customer service and support.
  • Processing transactions and managing financial accounts.
  • Fulfilling legal and regulatory obligations.
  • Enhancing our services and keeping you informed about changes in our policies or services.
  • Enhancing our services and keeping you informed about changes in our policies or services.

3. Sharing of Data

We collaborate with third parties to provide comprehensive letting services. This necessitates sharing your personal data under certain circumstances with:

  • Landlords: To arrange tenancies and manage properties. We retain all data related to landlords and their properties for the convenience of landlords and tenants. This includes detailed information about the properties, management instructions, and financial transactions. Landlords can request the deletion of their data and data related to their properties once the contract is cancelled and all tenancies are either completed or transferred.
  • Utility Companies and Subcontractors: For service setups and management.
  • Engineers, Tradespeople, and Subcontractors: For property services or repairs.
  • Government Agencies: As legally required.
  • Credit Referencing and Collection Agencies: For credit assessment and debt management.
  • Partners: For sending relevant offers with your consent.

We share only the necessary information for the specified purposes, maintaining your privacy.

4. Data Retention

Your personal information is retained as necessary for service provision and in compliance with UK legal requirements:

  • Right to Rent Documentation: Kept for at least one year after tenancy completion.
  • Payment Information, including Deposits: Retained for a minimum of 6 years following tenancy completion.
  • Landlord and Property Information: YRetained for the duration of our relationship with the landlord and for a period thereafter as required for legal, tax, or auditing purposes.

After these periods, we anonymize or securely delete your data unless further retention is required.

5. Your Rights

Under UK data protection laws, you have rights regarding your personal data:

  • Access: Request access to the personal information we hold about you.
  • Correction: Ask us to correct any inaccuracies.
  • Deletion: Request data deletion, subject to legal limits.
  • Objection: Object to certain data processing activities, including marketing communications.

To exercise these rights, please contact us at the information provided below.

6. Changes to This Policy

Cohab LTD reserves the right to amend this Privacy Policy. We will communicate significant changes via our website or direct communication.

7. Data Security and Storage

In compliance with A.15 of the UK GDPR, we ensure a lawful basis for processing your data. Our server infrastructure, located both in and out of the UK, features encrypted drives with robust security and firewall protection, ensuring secure storage of your data.

8. Contact Information

For inquiries or concerns regarding our Privacy Policy or data practices, contact us at:
Cohab LTD
85 Warriner Gardens,
London, SW114XW, UK
Email: support@cohab.co.uk
Phone: +44 20 3318 0091