This privacy notice tells you what to expect COVA Property Consultants to do with your personal information.

1. Contact details

Spencer Davies trading as COVA Property Consultants is responsible for the personal information described in this notice.

• Email: hello@covaproperty.co.uk

• Website: covaproperty.co.uk

2. What information we collect, use and why

Depending on how you deal with COVA, we may collect and use:

• Business contact information such as your name, job title, organisation, business email address and telephone number.

• Property and service information supplied through enquiries, forms, emails, reports, certificates, service records and other documents.

• Business contact details for contractors, suppliers, landlords/managing agents or other property contacts included in information supplied to COVA.

• Site-visit information and photographs where relevant to the property service. COVA aims to avoid capturing identifiable people where they are not relevant.

• Billing, transaction and service-administration information.

• Publicly available business contact information used for proportionate business-to-business prospecting and sales outreach.

We use this information to:

• respond to enquiries, prepare quotations and arrange services;

• deliver Remote Property Setup, On-Site Property Review, Property Monitoring and Property Care;

• maintain accurate client, property, service and correspondence records;

• issue invoices, keep accounting records and manage the customer relationship;

• protect COVA's business, systems and legal interests; and

• carry out proportionate business-to-business marketing where permitted.

3. Lawful bases

Under UK data protection law, COVA must have a lawful basis for using personal information. Depending on the purpose, COVA will generally rely on:

• Contract - where processing is necessary to take steps at your request or provide a service where you are personally party to the contract.

• Legitimate interests - for providing services to client organisations, maintaining business records, responding to business enquiries, protecting COVA's business and carrying out proportionate B2B marketing.

• Legal obligation - where information must be processed or retained to meet legal, tax, accounting or regulatory requirements.

4. Where we get personal information from

• directly from you;

• from the client organisation you work for or represent;

• from documents, contractors, suppliers and other property contacts involved in the service; and

• from publicly available business sources, such as organisation websites and business directories, for targeted B2B prospecting.

5. Who we may share information with

COVA only shares personal information where reasonably necessary. This may include:

• Microsoft 365 and other technology, cloud, website, accounting, invoicing or payment providers used to run the business;

• professional advisers, insurers or IT support providers where reasonably necessary;

• contractors, advisers or other third parties where the client asks COVA to share information or this is otherwise appropriate and lawful; and

• public authorities or regulators where disclosure is required by law.

Some service providers may process information outside the UK. Where this happens, COVA will use appropriate safeguards where required by data protection law.

6. How long we keep information

• Client and service records: normally for the duration of the relationship and for up to 6 years afterwards where reasonably required for business records, contractual matters or legal claims.

• Accounting and transaction records: for the period required by applicable tax and accounting rules.

• Unsuccessful enquiries and prospect/business-contact information: normally up to 24 months after the last meaningful interaction, unless there is a reason to keep it longer or you object sooner.

• Marketing opt-out information: limited details may be retained as necessary to make sure an opt-out continues to be respected.

7. Your data protection rights

Depending on the circumstances, you may have the right to ask COVA to:

• provide a copy of your personal information;

• correct inaccurate or incomplete information;

• delete your personal information in certain circumstances;

• restrict how your information is used in certain circumstances;

• stop processing based on legitimate interests, including direct marketing; and

• provide certain information in a portable format where the legal conditions apply.

To exercise a data protection right or ask a privacy question, email hello@covaproperty.co.uk. COVA may need to confirm your identity before responding.

8. How to complain

If you have concerns about COVA's use of your personal information, please contact COVA first at hello@covaproperty.co.uk.

You can also complain to the Information Commissioner's Office (ICO), the UK data protection regulator.

• ICO website: ico.org.uk/make-a-complaint

• ICO helpline: 0303 123 1113

9. Changes to this notice

COVA may update this notice when its services, systems or legal obligations change. The current version will be made available on the COVA website or on request.