GDPR

GDPR

Cooke Rudling Ltd makes records from our contact with you, including personal information that is subject to the General Data Protection Regulations (GDPR).
We will always protect the privacy of any personal information we hold about you. We will comply with current data protection legislation.
This Privacy Notice describes the categories of personal data we process and the reasons why we do this. We are committed to collecting and using data in accordance with GDPR.
If you wish to know more about our approach to Data Protection please read this Privacy Notice:
Introduction
We take your privacy seriously and you can find out more here about your privacy rights and how we collect, use, share and secure your personal data. This includes the personal data we already hold and the further personal data we might collect in the future, either from you or from a third party
We obtain your personal data in order to conduct our normal business operations as a Commercial Property Management. How we use your personal identifiable information depends on the products and services we provide to you.
Personal Data is data that relates to an individual or data that can identify an individual. It is data specifically about a person.
That means at Cooke Rudling Ltd, a vast amount of the data we hold is really not personal data. The data we hold is usually about your property, how you use your property, your tenancy, repairs to your property with services to manage your tenancy, but it is usually not personal data about you.
Just because something might have your name against it, does not always make it your personal data. For example; Mr. Smith might request a repair to his front door. Although we need to confirm Mr Smith’s name and address to make a repair, the subject of the data is about the door, not Mr Smith personally. It is not his personal data.
Where we do hold personal data about you, you have rights to access that data. you have the right to be informed who is obtaining and using your personal data, how this data will be retained, shared and secured and what lawful grounds will be used to obtain and use your personal data. You have the right to object to how we use your personal data in certain circumstances. You also have the right to obtain a copy of the personal data we hold about you.
In addition, you can ask us to correct inaccuracies, delete or restrict the use of some of your personal data or to ask for some of your personal data to be provided to someone else. You can make a complaint if you feel that we are using your personal data unlawfully and/or holding inaccurate, inadequate or irrelevant personal data which may have a detrimental impact on you or your rights.
If you would like to see what data we collect, use, share and secure about you, it would help us to identify what you would like to see. For example, you might want to;
1. See your payments for the last 2 years.
2. Tell us we have the wrong information.
3. Request copies of Leases.
If you do want to see your personal data, or to ask us to correct, delete or stop processing your data, please contact us mail@cookerudling.com.
We always ask that you contact us first if you have any complaints about the way we are processing your personal data. We will do everything we can, that the law allows, to respect your request.
We use a variety of personal data depending on the services we deliver to you. For all services, we need to use some or all of the following information about you and any occupants of your home:
Personal data
Some examples of the type of personal data we collect and the reasons why we process it include;
1. Contact details - name, address (current and previous), email, home and mobile telephone numbers, e-mail address;
2. Date of birth, marital status, gender and other identification information - to allow us to check your identity;
3. Nationality – information and support in the UK;
4. Credit information – to ensure that customers can afford the properties we offer to them;
5. Online computer identification (IP address) – information recorded when you engage with us by email;
6. National Insurance numbers – to allow us to carry out credit checks, to check your eligibility for tenancies;
7. This list is not exhaustive. The list above attempts to capture the majority of the types of personal data we collect, but there will occasionally be other types, as and when the need arises.
How we gather your personal data
We obtain personal data by various means; this can be by face-to-face contact, email, telephone, written correspondence or receiving this information from others, for example: a local MP who represents you. We can also receive information about you from other people who know you or are linked to you, for example: relatives, persons nominated to act on your behalf or your legal representative.
Some further examples of how we may gather your personal data are set out below:
1. Directly from you, for example: when you fill out an application to let or purchase a property or to appoint us represent you in any other matter.
2. From monitoring or recording calls as part of quality and complaints monitoring. We record these calls for training and to ensure the safety of our staff. We will not record any payment card details as part of our accounts and payments operations;
3. From our CCTV systems for the prevention and detection of crime or to detect damage/vandalism to our properties and to ensure the safety and security of our staff and customers;
The lawful basis which allows us to process your personal data
We only collect and process personal data about you where we have the lawful basis to do so. The majority of personal data we hold and processes for you is based on:
1. The operation of your Tenancy/Lease Agreement For example, we share some of your personal data with maintenance contractors.
2. A legal obligation, that we need to comply with. For example, we share information with the Police or other members of the Emergency Services.
3. In pursuance of our “legitimate interests”, provided that such processing does not outweigh your rights and freedoms. For example, we collect and process your National Insurance number for the purposes of fraud detection and prevention. We also pass on certain personal details to Experian in order to track former customers who owe us rent or service charges and we have not been able to contact them.
4. Based on your consent, which is in a limited number of occasions. In such cases we expressly ask you to give us your consent in writing. Where you have given your consent, you have the right to withdraw it later. We will let you know how to do this at the time we gather your consent.
Special protection is given to certain kinds of personal data which is particularly sensitive. This is information about your health status, racial or ethnic origin, political views, religious or similar beliefs, sex life or sexual orientation, genetic or biometric identifiers, trade union membership or criminal convictions or allegations.
We will only use this kind of personal information where:
1. We have a legal obligation to do so (for example to protect vulnerable people);
2. It is necessary for us to do so to protect your vital interests (for example if you have a severe and immediate medical need whilst on our premises);
3. It is in the substantial public interest;
4. It is necessary for the prevention or detection of crime;
5. It is necessary for insurance purposes; or you have specifically given us ‘affirmative’ consent to use the information.

How long we keep your personal data for depends on the services we deliver to you. We will never retain your personal data for any longer than is necessary for the purposes for which we need to use it and/or as is required by law.
Keeping you up to date
We will communicate with you about products and services we are delivering by using contact details that you have provided to us - for example by post, email and/or text message.
Security
We are committed to ensuring that your information is secure. All of our staff have contractual obligations of confidentiality, enforceable through disciplinary procedures. All staff receive appropriate training about confidentiality of information.
We take relevant organisational and technical measures to ensure that the information we hold is secure, such as holding information in secure locations and restricting the access of information to authorised personnel. We protect personal and confidential information held on equipment such as laptops and hand-held devices with encryption. However, the transmission of information via the internet is not completely secure and so we cannot guarantee the security of data sent to us electronically