Privacy Policy
Last Updated: 11 February 2025
This Privacy Policy explains how Cohab Ltd ("Cohab", "we", "us") collects, uses, stores, and protects your personal data when you use our platform and services (collectively, the "Services"). We are committed to safeguarding your privacy and ensuring compliance with applicable data protection laws, including the UK General Data Protection Regulation ("UK GDPR"), in particular Article 13, which specifies the information to be provided when collecting personal data.
1. Who We Are
Cohab Ltd is a private limited company registered in England and Wales (Company Number: 14965205) with its registered office at 85 Warriner Gardens, London, England, SW11 4XW.
We are also registered with the Information Commissioner's Office (ICO).
For any data protection queries, please contact us at support@cohab.co.uk.
2. The Data We Collect
We collect and process various types of personal data, including but not limited to:
• Identity and Contact Data:
Your name, date of birth, email address, telephone number, and postal address.
• Account Data:
Login credentials, preferences, and profile information.
• Transactional Data:
Payment details and records of transactions.
• Usage Data:
Information on how you interact with our Services, including IP addresses, device information, and browsing data.
• Verification and Referencing Data:
For Individuals (tenants) and Landlords, we collect and save referencing check data and identity verification data. This information is essential to:
• Conduct Know Your Customer (KYC) checks,
• Fight possible fraud,
• Comply with industry and government requirements.
As required by Article 13 of the UK GDPR, we will inform you at the time of collection about the specific data we require and the purposes for which it is being processed.
3. How We Use Your Data
We process your personal data for several purposes, including:
• Service Provision and Improvement:
To operate, maintain, and enhance our Services.
• Identity Verification and Fraud Prevention:
To perform KYC checks, referencing, and other verifications required both by industry standards and by government regulation.
• Financial Management:
To manage transactions, including rent collections, deposit registrations, and other related payments.
• Customer Support:
To respond to inquiries and provide assistance.
• Marketing and Communications:
We may use anonymized data to send you tailored offers and communications. We do not sell your personal data.
• Legal and Regulatory Compliance:
To retain and process data as required by UK law and for audit and compliance purposes.
4. Data Storage and Hosting
Your personal data is securely hosted on servers located in Germany. These servers adhere to stringent security standards to ensure your data is protected.
5. Data Retention and Deletion
We retain your personal data for as long as necessary to fulfill the purposes outlined in this Privacy Policy and to comply with UK legal obligations. Specifically:
• For Letting Agencies and Related Records:
In order to meet legal and regulatory requirements, including those related to anti-fraud and financial regulations, we retain referencing and identity verification data for a period of six (6) years from the date of collection or from the termination of the tenancy, whichever is applicable.
• Account Deletion:
If you delete your account, we will remove your personal data after the expiration of the applicable legal retention period. Until that time, your data will remain securely stored.
6. Sharing and Anonymization of Data
We do not sell your personal data. However, we may share anonymized and aggregated data with our business partners to help tailor offers and improve our Services. Anonymization ensures that the data cannot be traced back to you.
7. Your Rights Under the UK GDPR (Including Article 13)
Under the UK GDPR, you have the following rights:
• Right to Be Informed:
You have the right to know what personal data we collect, why we collect it, and how we use it.
• Right of Access:
You may request access to your personal data.
• Right to Rectification:
If your personal data is inaccurate or incomplete, you can request corrections.
• Right to Erasure (Right to be Forgotten):
You may request deletion of your personal data. However, please note that due to legal and regulatory obligations (including retention periods required of letting agencies), we can only delete your data once the legal retention period (typically six years) has expired. Requests for deletion will be actioned as soon as legally possible.
• Right to Restrict Processing:
You can ask us to limit the processing of your personal data.
• Right to Object:
You may object to the processing of your personal data for certain purposes, including direct marketing.
• Right to Data Portability:
You have the right to receive your data in a structured, commonly used, and machine-readable format.
• Right to Withdraw Consent:
Where processing is based on consent, you may withdraw your consent at any time. This withdrawal does not affect the lawfulness of processing prior to withdrawal.
To exercise any of these rights, please contact us at support@cohab.co.uk. We will respond to your request in accordance with the UK GDPR.
8. Data Security
We have implemented appropriate technical and organizational measures to safeguard your personal data against unauthorized access, alteration, loss, or destruction. However, please note that no method of transmission or storage is entirely secure.
9. International Data Transfers
While your data is processed within the United Kingdom, it is hosted on servers in Germany. In the event that any personal data is transferred internationally, we will ensure that appropriate safeguards are in place in line with the UK GDPR.
10. Changes to This Privacy Policy
We may update this Privacy Policy periodically. Any changes will be posted on our website along with an updated "Last Updated" date. We encourage you to review this policy regularly to stay informed about how we protect your data.
11. Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:
• Email: support@cohab.co.uk
• Address: 85 Warriner Gardens, London, England, SW11 4XW
By using our Services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection and processing of your personal data as described above.