Cocoon (UK) ltd Organisation Privacy Notice
Our contact details
Cocoon (UK) ltd
16-18 High Street
Kingston Upon Thames
0203 00 63 515
Proprietor – Edward Gray, firstname.lastname@example.org
What type of information we have
Cocoon (UK) ltd may hold some or all of the following information:
Copy of photo ID (e.g driving licence, passport, visa, residence permit),
Home ownership document(s) (e.g land registry document, property deed, buildings insurance document, mortgage statement)
How we get the information and why we do we have it
We attain this information by voluntary means following requests by ourselves or partner organisations in order to market property for sale or let, or to introduce people to properties for sale or for let or the owners of properties being marketed for sale or for let.
Money laundering regulations require us to make checks relating to the appropriateness of a seller, purchaser, landlord or tenant, during which personal information is used to validate the suitability of a buyer, seller, landlord or tenant before a transaction is completed.
What we do with the information
We use the personal information gathered to confirm the ownership of a property, or to run one or more of the following checks during transaction due diligence:
Previous landlord reference
Know You Customer (KYC check) which includes previous address validation, electoral roll validation and any discrepancies in relation to an individual’s identification.
Property ownership or land registry check
How we store your information
We hold personal information on secure password protected CRM systems with ‘end to end’ encryption on recognised cloud based servers and hosting services.
We hold personal information for 12 months if we have no ongoing relationship or valid requirement for the data. After this period data is automatically deleted from our systems. We do not hold paper files.
Your data protection rights
We will only use and hold personal data if any of the below legal permissions apply.
(a) Consent: the individual has given clear consent for you to process their personal data for a specific purpose.
(b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
(c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).
(d) Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests. (This cannot apply if you are a public authority processing data to perform your official tasks.)
Under data protection law, you have rights including:
(e) Your right of access - You have the right to ask us for copies of your personal information.
(f) Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
(g) Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
(h) Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
(i) Your right to object to processing - You have the the right to object to the processing of your personal data in certain circumstances.
(j) Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at [insert email address, phone number and or postal address] if you wish to make a request.
How to complain
Formal complaints relating to how your data has been used should be directed to Edward Gray in writing via post or email to:email@example.com
16-18 High Street
Kingston upon Thames
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113