Legal stuff for using this website

Privacy Policy

At Coapt we’re committed to respecting and protecting your privacy.

This Privacy Policy explains when and why we collect personal information about our website visitors, customers and people who contact or interact with us, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

If you do not want us to process your personal information as described in this Privacy Policy, please do not provide information to Coapt or use our website www.coapt.co.uk

Stuart Ray is the named Data Protection Officer who is responsible for matters relating to privacy and data protection. The Data Protection Officer can be reached at stuart@coapt.co.uk or Coapt, 159-161 Lewes Road, Brighton, BN2 3LF.

About Coapt

Coapt Ltd is a company registered in England and Wales, registration number 05115165 whose registered office is Coapt, 159-161 Lewes Road, Brighton, BN2 3LF

 How do we collect personal information about you?

We obtain personal information about you that you provide to us through our website, emails, phone conversations, documents you provide to us or when you visit one of our branches, for example when you:

• Enter into a contract or an agreement with us as a client or customer
• Enquire about specific properties for sale or for rent
• Register for our email newsletters
• Request a valuation of your property
• Participate in one of our surveys
• Interact with us on our social media sites

We also obtain personal information relating to you using automated technical means when you visit our website.

What type of personal information is collected?

The information we collect from you might include (but is not limited to) your name, address, email address, phone number, date of birth and financial details and any other information you choose to provide to us.

The information we collect through our website using automated technical means includes: the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, identification number, online identifier and location data. We also collect information about your website visit including which website pages are accessed, page response times and length of visits to pages.

How long do we retain your personal information?

We review our retention periods for personal data on a regular basis. We are legally required to hold some types of information for certain prescribed periods to fulfil our statutory obligations. Outside of specific statutory obligations, we will hold your personal data on our systems for as long as is necessary for the relevant purposes for which we use it, or in accordance with any retention periods set out in any relevant contract you hold with us.

We will retain personal information in relation to any contracts or agreements for a maximum period of 6 years following the end or termination of the contract or agreement.

If you have opted in to direct marketing, we will retain your data until for as long as is necessary for the relevant purposes or until you request for us to remove your data.

Demographic data and information collected through our website will be kept indefinitely and will be not used in connection with decisions affecting particular individuals, or in a way that is likely to cause damage or distress. This data will be deleted when it is no longer needed for historical, statistical or research purposes.

How do we use your personal information?

We may use the information that you directly provide to us in the following ways:

• We may use your name, telephone number, email address and postal address for the purpose of carrying out our obligations arising from any contracts entered into by you and Coapt, such as providing you with products and services you have requested, visiting and arranging viewings of your property. Our legal basis for this use is that it is necessary for the performance of a contract to which you are party.
• We may use your name, financial details and contact information to facilitate any financial transaction in relation to any contract entered into with Coapt. Our legal basis for this use is that it is necessary for the performance of a contract to which you are party.
• We may use your name, telephone number, email address and postal address to provide you with information, you have requested from us, respond to enquiries or requests from you, communicate with you in relation to those enquiries or requests and arranging visits to your property by our staff. Our legal basis for this use is our legitimate interests, namely carrying out activities during Coapt’s business in response to customer enquiries or requests.
• We may use your name, telephone number, email address and postal address to provide you with information regarding similar goods and services to those you have already enquired about or purchased. Our legal basis for this use is our legitimate interests, namely the ongoing marketing of our goods and services to individuals with whom we have an existing relationship in connection with our goods and services and/or who have expressed an interest in those goods and services;
• Where you have entered into a contract with us or we have provided you with services, we may use your name, telephone number, email address and postal address to ask for your feedback about the services we have provided to you. Our legal basis for this use is our legitimate interests, namely evaluating and where necessary improving the quality of our service provision with a view to promoting the success of our business and positive customer relationships.
• Where you are a party to an existing contract with us or regularly enter into contracts with us for our goods and services, we may use your name, telephone number, email address and postal address to notify you of changes to the terms and conditions of our services. Our legal basis for this use is our legitimate interests, namely the administration and management of our business contracts and relationships
• We may use your name, telephone number, email address and postal address to send you marketing communications, if you have chosen to receive these. These may include information about properties for rent or for sale, the current property market, promotions or offers. Our legal basis for this use is consent.
• We may use your name, address, phone number, email address, postal address, identification, date of birth, financial details and any other information you provide to us to verify your identity and complete any referencing process where you are entering into a contract with Coapt. Our legal basis for this use is compliance with a legal obligation to which we are subject and our legitimate interests, namely ensuring the security of our systems, network and information and those of third parties.

We may use the information that we automatically collect using technical means through our website to:

• Administer our site and for troubleshooting, testing, research and statistical purposes. We use Google Analytics and AddThis, both are a third-party website monitoring tool. For more information, see our Cookie Policy. Our legal basis for this is our legitimate interests, namely monitoring the use of our software and IT systems, improving our website.
• Measure or understand the effectiveness of our own advertising activity. Our legal basis for this use is our legitimate interests, namely improving the relevancy of our advertising;
• Measure or understand the effectiveness of our marketing emails. Our legal basis for this use is consent.

This automated collection of information may involve the use of cookies.  Please see our Cookies Policy for further detail about these please read our Cookies Policy.

We may analyse the personal information we collect directly from you and obtain using automated technical means to create a profile of your interests and preferences so that we can contact you with information relevant to you (if you have chosen to receive marketing communications from us). We may make use of additional information about you when it is available from external sources to help us do this effectively. These sources are publicly available and include social media, HM Land Registry data and the HMO register. We may also use any of your personal information that we collect from you directly and additional information about you from external sources where necessary to detect and reduce fraud and credit risk. Our legal basis for this use of your personal information is our legitimate interests in preventing our business being subject to fraud or credit risk.

Who has access to information?

We will not sell or rent your information to third parties unless you give specific consent for us to do so.

We may pass your information to third party service providers, including but not limited to:

• Business partners, suppliers and sub-contractors working on our behalf for the purposes of completing tasks and providing services to you.

These are trusted contractors such as builders, electricians, plumbers, inventory companies, utility suppliers, mortgage advisors and solicitors.

Your personal data, including name, address, contact details and preferences will be shared with software providers including Expert Agent, Sturents, Rentshield, Mailchimp and Hubspot in order to complete our business processes.

When we use third party service providers, we disclose only the personal information that is necessary to deliver the required service. We have a contract in place that requires them to keep your information secure and otherwise use your information in accordance with applicable data protection law.

We may disclose your personal information to our insurers and/or professional advisers such as Helix Law, insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets, or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

In addition to the specific disclosures set out in this section, we may disclose your personal information where such disclosure is necessary for compliance with a legal obligation to which we are subject, or to protect your vital interests or the vital interests of another natural person, or for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative out-of-court procedure.

Your rights

In this section we have summarised the rights that you have under data protection law.  Some of the rights are complex, applying only in certain circumstances and subject to certain exceptions, and in the interests of keeping this policy concise, not all the details have been included in our summaries.  Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

You have the right:

• To object to us processing your personal information for marketing purposes. If you object, we will stop processing your personal information for this purpose. When we collect your data, you can choose whether or not you wish to receive marketing communications from us. If you wish to stop receiving marketing communications, you can opt out at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails.
• To access the information we hold about you and certain information about our processing of it and your rights in relation to it.
• In certain circumstances, to obtain erasure of the personal information we hold about you, subject to certain exceptions.
• To rectification of the information we hold about you.
• In certain circumstances, to restrict our processing of your personal information or if you object to us processing it, we will stop unless certain exceptions apply.
• Where our legal basis for processing your personal information is your consent or the performance of a contract and we process it by automated means, to be provided with the personal information we hold about you in structured, commonly used and machine-readable format and to transmit the information to another controller.
• To not be subject to a decision based solely on automated processing, including profiling, that produces legal effects concerning you or similarly affecting you, subject to certain exceptions.
• Where our processing of your personal information is based on your consent, to withdraw that consent at any time. If you withdraw your consent, we will stop the relevant processing, but it will not affect the lawfulness of our processing before the withdrawal.

To exercise any of these rights, email us at belong@coapt.co.uk or write to us at Coapt, 108a Lewes Road, Brighton, BN2 4AE. In addition, you can exercise your right to object to direct marketing at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails.

If you consider that our processing of your personal information infringes data protection laws, you have the right to lodge a complaint to a supervisory authority responsible for data protection.  You may do this in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.  More information about lodging a complaint with the Information Commissioner’s Office (the relevant UK supervisory authority) can be found at https://ico.org.uk/concerns/.

Security precautions in place to protect your information

We take appropriate technical and organisational precautions to secure your personal information and prevent its loss, misuse or alteration. All information you provide to us is stored on our secure servers. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

The transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and for this reason we cannot guarantee the security of data sent between us over the internet.

 Use of Cookies

Like many other websites, our website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns.

Cookies allow us to provide important site functionality, so you don’t have to re-enter lots of information. They also allow us to remember what links and pages you have been or viewed during a session. This helps us deliver a better, more personalised service to you.

It is possible to switch off cookies by setting your browser preferences. For more information on the Cookies we use please read our Cookies Policy.

Links to other websites

Our website may contain links to other websites run by other organisations. We are not responsible for the privacy practices of those organisations or the content of their websites. You should read the privacy policies of these organisations before providing them with any personal information.

Transferring your information outside of European Economic Area (“EEA”)

In this section we provide information about the circumstances in which your personal information might be transferred to countries outside the EEA.

Coapt uses MailChimp® email direct marketing by email. MailChimp® is a registered trademark of The Rocket Science Group and have offices and facilities in the United States. The European Commission has made an “adequacy decision” with respect to the data protection laws of each of these countries. Transfers to the United States will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission, a copy of which can be obtained from https://mailchimp.com/legal/forms/data-processing-agreement/sample-agreement/

Coapt uses HubSpot Inc. for customer relationship management software and www.smartsheet.com which both have offices and facilities in the United States. The European Commission has made an “adequacy decision” with respect to the data protection laws of each of these countries. Transfers to the United States will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission, a copy of which can be obtained from https://www.privacyshield.gov/participant?id=a2zt0000000TN8pAAG

If you use our services while you are outside the EEA, your information may be transferred outside the EEA in order to provide you with those services.

Review of this Policy

We keep this Policy under regular review. This Policy was last updated on 01.01.2022

If we change our Privacy Policy, we will post the changes on this page and may place notices on other sections of the website and/or notify you by email.

Further information

You can obtain further information about data protection laws by visiting the Information Commissioner’s Office website at www.ico.org.uk.