Privacy Policy
Last Updated: 04/04/2025
This privacy policy outlines how Charlie Cook Property Ltd (“we”, “our”, “us”) collects, uses, and protects any personal information that you provide to us in connection with our letting and property management services.
Charlie Cook Property Ltd is a company registered in England and Wales (Company Number: 16402153), and is a member of the Property Redress Scheme (Membership Number: PRS051825).
1. Who We Are
Charlie Cook Property Ltd offers property lettings and management services to landlords, tenants, and other property professionals. We are committed to protecting your privacy and ensuring that your personal data is handled in accordance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.
2. What Information We Collect
We may collect and process the following categories of personal data:
a. Landlords and Tenants
Full name and contact details (email address, phone number, address)
Date of birth
Identity verification documents (passport, driving licence)
Proof of address (utility bills, bank statements)
Financial details (bank account, rent payment history)
Employment and income details
Credit checks and referencing information
Tenancy agreements and correspondence
b. Website Users
IP address and browser information
Contact form submissions
Cookies (see section 9)
3. How We Use Your Information
We use your information to:
Provide and manage lettings and property management services
Process tenancy applications and references
Handle maintenance requests and tenant communications
Fulfil legal and contractual obligations
Communicate with you regarding services, updates, or changes
Ensure compliance with anti-money laundering and right-to-rent legislation
4. Lawful Basis for Processing
We rely on the following lawful bases to process your personal data:
Contractual necessity – to enter into or perform a contract with you
Legal obligation – to comply with relevant laws and regulations
Legitimate interests – to operate and improve our services
Consent – where required, such as for direct marketing communications
5. Sharing Your Information
We may share your information with:
Referencing and credit check agencies
Tradespeople and contractors for property maintenance
Government and regulatory bodies (e.g. HMRC, local councils)
Utility and service providers
Solicitors and legal advisers
Our professional partners and third-party service providers (e.g. property portals, software providers)
We will never sell your personal data.
6. How Long We Keep Your Data
We retain personal data only for as long as necessary to fulfil the purposes outlined in this policy, and to comply with our legal and contractual obligations. Typically:
Tenancy records: 6 years after tenancy ends
Financial and tax records: 6–7 years
Marketing consent: Until you withdraw consent
7. How We Protect Your Data
We take data security seriously. We have implemented appropriate technical and organisational measures to safeguard your information, including:
Encrypted storage and secure file systems
Restricted access to personal data
Staff training and awareness
Regular audits and system updates
8. Your Rights
Under the UK GDPR, you have the right to:
Access your personal data
Request correction of inaccurate or incomplete data
Request erasure of your data (subject to legal limits)
Object to or restrict certain types of processing
Data portability (in applicable cases)
Withdraw consent at any time (for marketing, etc.)
To exercise any of these rights, please contact us at:
[email protected]
07718900008
Sally on the Barn, Longwell green, Bristol, England BS30 9AE
9. Cookies and Website Tracking
Our website uses cookies to improve user experience, monitor traffic, and provide relevant content. You can choose to accept or decline cookies via your browser settings.
Types of cookies we use:
Essential cookies (necessary for basic functionality)
Analytical cookies (e.g., Google Analytics)
Marketing and social media cookies (if applicable)
10. Third-Party Links
Our website may contain links to external websites. We are not responsible for the privacy practices of those sites and encourage you to review their policies.
11. Complaints
If you have concerns about how we handle your personal data, please contact us directly. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Website: https://ico.org.uk
Phone: 0303 123 1113
12. Changes to This Policy
We may update this privacy policy from time to time. The latest version will always be published on our website.
