Thank you for using the Raven Rook Property website and/or engaging with our services. This privacy policy explains what information we collect, how we use it, and your rights regarding your data. We take your privacy extremely seriously and never pass your data to third parties without your consent.

1. Introduction

Raven Rook Property Ltd (referred to as “RRP”, “We”, “Us”, “Our” from here forward) understands that your privacy is important to you and that you care about how your personal data is used.  We respect and value the privacy of everyone who visits Our website www.ravenrook.property (“Our Site”) and will only collect and use personal data in ways that are described here and in a way that is consistent with Our obligations and your rights under the regulation, the General Data Protection Regulations 2018 (“GDPR”, “the Regulation”).

By providing your Personal Data, you are affirming that you are over 18 years of age.

For the purpose of the General Data Protection Regulations 2018, RRP are the data controller and are registered with the Information Commissioner’s Office as such with registration number ZB837218 

2. Definitions

"we", "us", "our", "company" and refers to "Raven Rook Property Ltd", registered in England & Wales (Company No. 16145242). This includes our company and all employees, directors, shareholders, or contractors that work on company business and have access to personal data as outlined in this privacy policy.

"customer", "client", "visitor", we mean anyone using our services or visiting our website

"website" or "site", we mean www.ravenrook.property and any associated domains, which may be hosted by third-party providers but will be branded with Raven Rook Property and styling

"affiliates", "third parties", "partners" means other companies that are not part of nor owned by or controlled by Raven Rook Property, but with whom we may have partnership agreements

"personal data" means any information relating to an identified or identifiable person, including name, email, phone number, identification numbers, location data, or online identifiers

3. Roles and Responsibilities

Raven Rook Property’s Data Protection Officer is:

Rebecca Rae-Evans (Director)

Email: rebecca@ravenrook.property

Office Tel No: 07471274964

4. Changes and Scope

Raven Rook Property may update this policy periodically. Changes are effective immediately upon posting a revised version on the website. You should review this page regularly to stay informed of any changes.

This privacy policy is effective with respect to any data that we have collected, or collect, about and/or from you, according to this privacy policy, our cookie policy and our terms of use.

Please read this Privacy Policy carefully and ensure that you understand it.  Your acceptance of this Privacy Policy is deemed to occur upon your first use of Our Site.  If you do not accept and agree with this Privacy Policy, you must stop using Our Site immediately.

If you are not happy with any aspect of how we obtain, hold or use your personal data then you have a right to make a complaint to the Information Commissioners Office (ICO). We would however prefer that you contact Us first and be given an opportunity to resolve any issue that you might have.

The Regulation defines “personal data” as any information relating to an identified or identifiable natural person (a data subject); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.

This Policy sets out the procedures that are to be followed when dealing with personal data.  The procedures and principles set out herein must be followed at all times by RRP, its employees, agents, contractors, or other parties working on behalf of RRP.

RRP is committed not only to the letter of the law but also to the spirit of the law and places a high premium on the correct, lawful and fair handling of all personal data, respecting the legal rights, privacy and trust of all individuals with whom it deals.

Summary

RRP will at all times:

1. Be transparent about what information:

1. We collect

2. Why we collect it

3. How we store it

4. Where we store it

5. What we do with it

6. When we dispose it

7. How we dispose it

2. Have measures in place to protect your personal data and keep secure;

3. Respect your rights under GDPR and aim to give you control over your own personal data;

4. Cease communication with you if requested to do so.

5. The Data Protection Principles

This Policy aims to ensure compliance with the Regulation.  The Regulation sets out the following principles with which any party handling personal data must comply.  All personal data must be:

1. Processed lawfully, fairly and in a transparent manner in relation to the data subject.

2. Collected for specified, explicit and legitimate purpose and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes.

3. Adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed.

4. Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that is inaccurate, having regard to the purposes for which they are processed, is erased or rectified without delay.

5. Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data is processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the Regulation in order to safeguard the rights and freedoms of the data subject.

6. Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

6. Lawful, Fair and Transparent Data Processing

The Regulation seeks to ensure that personal data is processed lawfully, fairly, and transparently, without adversely affecting the rights of the data subject.  The Regulation states that processing of personal data shall be lawful if at least one of the following applies:

1. The data subject has given consent to the processing of his or her personal data for one or more specific purposes.

2. Processing is necessary for the performance of a contract to which the data subject is a party or in order to take steps at the request of the data subject prior to entering into a contract.

3. Processing is necessary for compliance with a legal obligation to which the controller is subject.

4. Processing is necessary to protect the vital interests of the data subject or of another natural person.

5. Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

6. Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

7. Processed for Specified, Explicit and Legitimate Purposes

1. RRP collects and processes the personal data set out in Part 20 of this Policy. This may include personal data received directly from data subjects (for example, contact details used when a data subject communicates with us)

2. RRP only processes personal data for the specific purposes set out in Part 20 of this Policy (or for other purposes expressly permitted by the Regulation).  The purposes for which we process personal data will be provided to data subjects either via our ‘Seller/Investor Information Pack’, which contains a copy of our ‘Client Data Privacy Guide’ or a link to our company Data Privacy, Cookie & Retention Policy either at the time that their personal data is collected via a ‘Contact Us’ section (must tick to indicate they have read), or as soon as possible (not more than one calendar month) after collection where it is obtained from a third party.

3. A link to a copy of our Online Data Privacy Policy is available to at any time, at the bottom of each page of our website: www.ravenrook.property

8. Adequate, Relevant and Limited Data Processing

RRP will only collect and process personal data for and to the extent necessary for the specific purpose(s) informed to data subjects as under Part 3, above.

9. Information Collection and Use

Information You Voluntarily Provide

When you:

• Register for our services

• Contact our customer service

• Fill out forms on our website

• Subscribe to newsletters

• Request information

• Participate in promotions or surveys

You may provide:

• Name and contact details

• Professional information

• Property preferences

• Financial information for transactions

• Comments and feedback

• Survey responses

10. Information We Collect Automatically

We use various analytics and tracking tools to improve our service:

• Google Analytics for user behaviour analysis

• Google Search Console for search performance

• Google Tag Manager for tracking implementation

11. Use of Your Information

We process and use your information for:

a) Service Delivery

• Providing our products and services

• Managing your account

• Processing payments

• Responding to inquiries

• Delivering educational content

b) Communication

• Sending system alerts

• Providing customer support

• Sending promotional content (with consent)

• Updating you about service changes

c) Business Improvement

• Analysing service usage

• Improving user experience

• Developing new features

• Market research

d) Legal & Security

• Preventing fraud

• Protecting rights and safety

• Meeting legal obligations

• Resolving disputes

12. Information Sharing

We may share your information where required to deliver our service to you with:

a) Service Providers

• Payment processors

• Hosting services

• Email service providers

• Analytics providers

• Customer support tools

b) Property Partners

• Property agents

• Property service providers

c) Legal Requirements

• Court orders and Legal proceedings

• Regulatory requirements

9. Data Security

We implement comprehensive security measures including:

• SSL encryption

• Secure data storage

• UK hosting

• Access controls

• Regular security audits

• Staff training

• Incident response procedures

• Data backup systems

In the event of a security breach that affects your personal data, we will:

• Notify you without undue delay

• Provide details of the breach and its potential impact

• Outline measures taken to address the breach

• Report to relevant authorities as required by law

13. Your Rights Under UK GDPR

You have the right to:

• Access your personal data

• Correct inaccurate data

• Request deletion ('right to be forgotten')

• Restrict processing

• Data portability

• Object to processing

• Withdraw consent

We will:

• Respond to all requests within 30 days

• Not charge for standard requests

• Verify your identity before providing data

• Help you exercise your rights

• Keep records of requests

14. Marketing and Communication

You can control communications by:

• Unsubscribe links in emails

• Contacting us directly

• Adjusting cookie preferences

• Opting out of specific communications

We will:

• Honour your preferences promptly

• Maintain opt-out records

• Provide clear unsubscribe methods

15. Contact Us and Your Rights

Our company is based in England in the U.K.

Our contact information is in Section 3 of this policy.

You can also raise concerns with:

• Our Data Protection team

• The ICO (Information Commissioner's Office)

16. Updates to This Policy

Last updated: 19 December 2024

Please check back periodically for updates. Significant changes will be notified directly to active users where appropriate.

17. Third Party Links

Our website may include links to ‘third party websites’, applications or plugins.  By clicking on any of those links you are enabling those connections and that may allow third party websites to collect data about you.

We do not control those third-party websites and cannot be held responsible for their privacy policies.  We advise that if you leave Our website, that you read privacy notices for all other websites that you may visit. 

18. Cookies

You are able to set your browser to refuse some or all cookies.  You can also set it to alert you when a website sets or adds cookies.  If you disable or refuse cookies, some parts of Our website may become inaccessible or fail to function as intended.  You can gain more information about cookies at: Wikipedia - Guide - HTTP Cookies.  For more information please refer to Our Cookie Policy section later in this document.

19. Implementation of Policy

This Policy shall be deemed effective as of 13th December 2024  No part of this Policy shall have retroactive effect and shall thus apply only to matters occurring on or after this date.

This policy has been approved & authorised by:

Name: Jonathan Rae-Evans

Position: Director

Date: 13th December 2024