Privacy Policy

CAVENDISH RESIDENTIAL – PRIVACY POLICY
Last updated: December 2025

1. Introduction

We are committed to protecting your privacy and handling your personal data fairly, lawfully and transparently.

This Privacy Policy explains how Cavendish Residential (“Cavendish Residential”, “we”, “us”, “our”) collects and uses personal information about:

• landlords and prospective landlords
• home sellers and prospective home sellers
• home buyers and prospective home buyers
• tenants, prospective tenants, guarantors and permitted occupiers
• applicants and job candidates
• suppliers and business contacts
• visitors to our website www.cavendishproperty.co.uk (“our Site”)
• anyone who communicates with us by email, telephone, post or via social media.

It also explains your rights in relation to your personal data and how to exercise them.

We process personal data in accordance with applicable data protection law, including the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (“PECR”). Terms such as “personal data”, “controller” and “processor” have the meanings given to them in that legislation.

By using our Site and/or providing your personal data to us, you acknowledge that you have read this Privacy Policy.

2. Who we are (Data Controller and contact details)

The data controller responsible for your personal data is:

Cavendish Residential
One Fletcher Gate
Nottingham
NG1 1QS

Telephone: 0115 941 0656
Email: hello@cavendishproperty.co.uk 
Website: www.cavendishproperty.co.uk

If you have any questions about this Privacy Policy or how we process your personal data, or if you wish to exercise your rights, please contact us using the details above.

We may also designate a specific data protection contact from time to time; if so, their details will be available on our website or on request.

3. Scope of this Policy

This Policy applies to:

• your use of our Site; and
• our wider activities as a sales, lettings and property management agency, including when we deal with you by phone, email, post, in person or through third-party portals.

It does not apply to:

• any websites or services operated by third parties that are linked to or from our Site; or
• the privacy practices of other controllers, such as utility suppliers, insurers, referencing agencies or social media platforms.

If you follow a link to any third-party website, please check their privacy policy before you submit any personal data.

4. Personal data we collect

We collect and process different types of personal data depending on your relationship with us.

4.1 Landlords, home sellers, home buyers, tenants, prospective tenants, guarantors and occupiers

We may collect:

Identification and contact details
• name, title and any previous names
• address and address history
• email address and telephone numbers
• date of birth

Tenancy, sales and property details
• property address
• tenancy start and end dates
• rent, deposit and payment terms
• permitted occupiers and household composition
• special terms or conditions relating to a tenancy
• information about the marketing and sale of a property, including asking price, offers received and agreed sale price

Financial and referencing information
• bank details for rent, sale proceeds or other payments
• income and employment details
• credit history and referencing reports (from third-party referencing agencies)
• guarantor details and guarantees provided

Compliance information
• identification documents (for example passport, driving licence)
• Right to Rent information and documentation
• information collected for anti-money laundering checks where applicable (for example in connection with sales and certain transactions)

Conduct, transaction history and communication
• records of correspondence with you (email, letters, calls, messages)
• rent payment history, arrears and related correspondence
• information about breaches of tenancy, complaints or disputes
• maintenance, repair and inspection reports
• photographs or videos taken for inspection, inventory, marketing or record-keeping purposes (where permitted)
• information about the progression of a property sale or purchase, including details of key milestones and related communications

4.2 Website visitors and marketing contacts

When you visit our Site or interact with us online, we may collect:

Technical and usage data
• IP address, browser type and version, time zone setting and approximate location
• operating system and platform
• information about your visit (pages viewed, links clicked, length of visit, referring site and exit page)

Information you provide via forms
• enquiry details (for example about a property, valuation, viewing request or service)
• details you provide when signing up for an account, alerts or newsletters
• marketing preferences
• feedback or survey responses

We may use cookies and similar technologies on our Site. For more information, see section 10 (Cookies and similar technologies) and our separate Cookies Policy.

4.3 Job applicants and suppliers

If you apply for a job with us, we may collect:

• CVs, application forms and covering letters
• education and employment history
• interview notes
• references and right-to-work information.

If you are a supplier, consultant or contractor, we may collect:

• contact and business details
• bank or payment details
• correspondence and contractual documentation.

4.4 Personal data from third-party sources

We will usually collect personal data directly from you. We may also receive personal data about you from other sources where it is lawful to do so, such as:

• tenant or buyer referencing agencies and credit reference agencies
• previous or current landlords, tenants or occupiers
• property portals and similar advertising platforms
• conveyancers, surveyors, mortgage brokers and other professional advisers involved in a transaction
• publicly available sources (for example the Land Registry or Companies House)
• law enforcement, regulatory bodies or other public authorities.

We use this information together with the information you provide to us for the purposes described in this Policy.

5. How we use personal data and lawful bases

We will only process your personal data where we have a lawful basis to do so under UK GDPR. The purposes and lawful bases most relevant to our activities are summarised below.

5.1 Lettings, sales and property management

We use personal data relating to landlords, home sellers, home buyers, tenants, prospective tenants, guarantors and occupiers for the following purposes:

• marketing properties for sale or to let and arranging viewings
• assessing suitability of prospective tenants and guarantors, including referencing
• assisting with the negotiation and progression of property sales and purchases
• preparing, entering into and managing tenancy agreements and related documentation
• collecting and managing rent and other sums due under a tenancy or other agreement
• carrying out inspections, arranging repairs and maintenance, and managing safety checks
• protecting the interests of landlords, tenants, buyers, sellers and Cavendish Residential (for example in relation to rent arrears, antisocial behaviour, breaches of tenancy, damage to property or issues arising in connection with a sale or purchase)
• complying with legal and regulatory obligations (such as Right to Rent checks, tenancy deposit protection, licensing, anti-money laundering checks, tax and accounting requirements, and health and safety obligations)
• establishing, exercising or defending legal claims.

For these activities, we rely mainly on the following lawful bases:

• Performance of a contract (Article 6(1)(b) UK GDPR): where processing is necessary to enter into or perform a tenancy agreement, management agreement, sales agency agreement or other contract with you.
• Compliance with a legal obligation (Article 6(1)(c) UK GDPR): where we are required by law to process certain data (for example Right to Rent checks, anti-money laundering checks, deposit protection, tax records and regulatory reporting).
• Legitimate interests (Article 6(1)(f) UK GDPR): where processing is necessary for our legitimate interests or those of a landlord, buyer, seller or other third party, and your interests and fundamental rights do not override those interests. Our legitimate interests include:
– managing and letting or selling residential property on behalf of landlords and sellers
– assisting buyers and tenants to secure properties and progressing transactions
– ensuring rent and other sums are paid
– maintaining the safety and condition of the properties we manage
– preventing and detecting fraud and crime
– establishing, exercising or defending legal claims.

Where we rely on legitimate interests, we balance those interests against your rights and expectations to ensure they are proportionate.

In some limited circumstances, we may rely on consent (Article 6(1)(a) UK GDPR), for example where you ask us to keep you informed of properties that may interest you by email or text marketing. You can withdraw your consent at any time (see sections 9 and 11).

We will not use information obtained for compliance purposes (such as Right to Rent or anti-money laundering checks) for purposes that are incompatible with those legal requirements.

5.2 Website use, analytics and service improvement

We use personal data collected from your use of our Site to:

• deliver and improve our Site and online services
• monitor and analyse usage to improve content and user experience
• maintain the security and integrity of our systems
• carry out troubleshooting, testing and research
• measure the effectiveness of our marketing and advertising.

We may use analytics services (for example Google Analytics) and other tools that collect information such as your IP address, device information and browsing behaviour. This data is generally used on an anonymised or aggregated basis for statistical and marketing purposes.

For these activities, we typically rely on:

• Legitimate interests (Article 6(1)(f) UK GDPR): to operate a secure, effective website and understand how it is used.
• Consent (Article 6(1)(a) UK GDPR): for non-essential cookies or similar technologies, where required by law. Where consent is used, you can manage your preferences through your browser settings and/or our cookie tools.

5.3 Marketing communications and market research

We may send you information about our services, properties or events that we think may interest you, by email, SMS, phone or post, in accordance with your preferences and applicable marketing laws (including PECR). We may also contact you for market research purposes to help improve our services.

For this, we rely on:

• Consent (Article 6(1)(a) UK GDPR), where you have opted in; and/or
• Legitimate interests (Article 6(1)(f) UK GDPR), where we are permitted to send marketing to existing customers or business contacts and you have not opted out.

You can opt out of marketing communications at any time (see section 9).

6. Who we share your personal data with

We may share your personal data with the following categories of recipients, where necessary and lawful:

• Landlords of properties we manage, so that they can exercise their rights and comply with their obligations under tenancy and management agreements.
• Home sellers and home buyers, where necessary to negotiate and progress a sale or purchase and to respond to queries.
• Tenants, prospective tenants, guarantors and permitted occupiers, where necessary to manage the tenancy relationship, resolve issues or respond to queries.
• Utility and water suppliers and other service providers responsible for services to a property.
• Local authorities, for example in relation to council tax, licensing, planning or enforcement.
• Authorised contractors and tradespeople engaged to carry out inspections, repairs, maintenance or safety checks at a property.
• Credit reference and tenant referencing agencies and fraud prevention agencies, for referencing and risk management.
• Insurers and mortgage lenders connected to a property or transaction, where necessary.
• Conveyancers, surveyors, mortgage brokers and other professional advisers involved in a property sale or purchase.
• Professional advisers, such as solicitors, barristers, accountants and auditors.
• Deposit protection schemes and redress schemes, where required.
• IT and software providers, website hosts and other service providers who process data on our behalf as data processors, under contractual obligations of confidentiality and security.
• Analytics and search engine providers, advertising partners and social media platforms, to help us improve our Site and measure the effectiveness of our marketing, generally using aggregated or anonymised data.
• Law enforcement, regulatory bodies, courts or tribunals, where we are required to do so by law or where this is necessary to establish, exercise or defend legal claims.

We do not sell your personal data. We only share personal data where this is necessary for the purposes described in this Policy and where we have a lawful basis to do so.

7. International transfers

Some of our service providers (for example certain IT, email or analytics providers) may process personal data outside the UK and the European Economic Area (EEA).

Where this occurs, we will ensure that appropriate safeguards are in place to protect your personal data, such as:

• an adequacy decision by the UK Government in respect of the destination country; or
• standard contractual clauses or other approved contractual protections.

You can contact us for more information about international transfers and the safeguards in place.

8. How we store and protect your data

We take data security seriously.

We implement appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These may include, for example:

• firewalls and other network security measures
• user access controls and authentication
• encryption where appropriate
• regular backups and monitoring
• staff training and data protection policies
• checks on personnel who have access to personal data.

While we take reasonable steps to protect your data, the transmission of information via the internet is not completely secure. We cannot guarantee the security of data transmitted to our Site and you send information at your own risk. Once we receive your data, we use appropriate measures to protect it.

9. Your choices and control over marketing

When you submit information via our Site or otherwise provide your details to us, you may be given options to control how we use your data for marketing and communication purposes. We aim to give you strong controls over our use of your data, including the ability to:

• opt out of receiving marketing emails by using the unsubscribe links in our emails;
• ask us not to use your details for direct marketing by contacting us using the details in section 2;
• change your marketing preferences at any time.

You may also wish to register with:

• the Telephone Preference Service (“TPS”);
• the Corporate Telephone Preference Service (“CTPS”);
• the Mailing Preference Service (“MPS”).

These services can help reduce unsolicited marketing contact. They will not, however, prevent you from receiving communications that you have consented to or that we are otherwise permitted to send.

10. Cookies and similar technologies

Our Site uses cookies and similar technologies to distinguish you from other users, improve your experience and analyse how our Site is used.

Cookies are small text files stored on your device when you visit a website. Some cookies are essential for the Site to function. Others are used for performance, analytics or advertising.

Where required by law, we will ask for your consent before placing non-essential cookies on your device. You can control cookies through your browser settings and, where provided, our on-site cookie tools. Please note that blocking some types of cookies may impact your experience of the Site.

For more detailed information about the cookies and similar technologies we use, and the purposes for which we use them, please refer to our Cookies Policy, available at the end of this document (below), or contact us using the details in section 2.

11. Your rights

Under data protection law, you have certain rights in relation to your personal data. These rights are subject to conditions and exemptions. They may include:

• Right of access: to obtain confirmation as to whether we process your personal data and, if so, to receive a copy of that data and certain other information.
• Right to rectification: to have inaccurate or incomplete personal data corrected.
• Right to erasure (“right to be forgotten”): to request deletion of your personal data in certain circumstances.
• Right to restriction of processing: to request that we limit the processing of your personal data in certain circumstances.
• Right to data portability: to receive personal data you have provided to us in a structured, commonly used and machine-readable format and to transmit it to another controller, where the processing is based on consent or contract and carried out by automated means.
• Right to object: to object to processing based on our legitimate interests, including profiling, and to object to direct marketing at any time.
• Rights in relation to automated decision-making and profiling: to not be subject to a decision based solely on automated processing which produces legal or similarly significant effects, except in limited circumstances and with safeguards.

Where we process your personal data on the basis of your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.

To exercise any of these rights, please contact us using the details in section 2. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner’s Office (ICO), if you are concerned about how we handle your personal data. The ICO’s contact details are available on its website.

12. Automated decision-making and profiling

We do not generally carry out decisions based solely on automated processing that have legal or similarly significant effects on you. If we do so in specific cases, we will:

• provide you with clear information about the decision-making process, its significance and its likely consequences;
• ensure that appropriate safeguards are in place, including the right to obtain human intervention, express your point of view and contest the decision; and
• apply appropriate technical and organisational measures to ensure fairness and accuracy and to minimise the risk of errors.

Where we use profiling (for example, to understand our customer base or tailor marketing), we will do so in a way that does not produce discriminatory or unfair outcomes.

13. Business transfers

We may, from time to time, expand or reduce our business. This may involve the sale, transfer or restructuring of all or part of our business or assets. Where it is relevant to any such transaction, personal data relating to customers and other contacts may be transferred to the new owner or controlling party, who will be permitted to use that personal data for the same purposes as set out in this Policy.

Where required by law, we will notify you in advance of any such transfer and explain your options, including any rights to have your data deleted or withheld from the new controller.

14. Provision of personal data and consequences of not providing it

In some cases, the provision of personal data is a legal or contractual requirement, or necessary to enter into a contract with us (for example, to apply for a tenancy or instruct us to sell or let a property, we need certain information to assess your application and perform checks).

If you do not provide the information requested, we may not be able to:

• process your tenancy, sales, purchase or management application or instruction;
• enter into or perform a contract with you;
• comply with our legal obligations.

We will explain, where necessary, when personal data is mandatory and the consequences of not providing it.

15. How long we keep your personal data

We will keep your personal data for as long as is reasonably necessary for the purposes set out in this Policy, and to meet legal, regulatory, tax, accounting or reporting requirements.

In general:

• tenancy, sales and property management records are typically kept for up to 6 years after the end of the tenancy, transaction or our relationship with you, in line with limitation periods for most contractual claims in England and Wales, or longer where required for legal claims;
• financial and transactional records are kept for the periods required by tax and accounting laws;
• job application data is usually kept for up to 6 months after the recruitment process, unless you agree that we may keep your details for longer;
• website analytics data is kept for the period necessary to fulfil the purposes described or as specified in our cookie tools/settings.

When data is no longer required, we will delete or anonymise it in a secure manner.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements or other factors.

We will post the updated version on our Site with a new “Last updated” date. We encourage you to review this page periodically to stay informed about how we handle your personal data.

CAVENDISH RESIDENTIAL – COOKIES POLICY
Last updated: December 2025

1. About this Cookies Policy

This Cookies Policy explains how Cavendish Residential (“Cavendish Residential”, “we”, “us”, “our”) uses cookies and similar technologies on our website www.cavendishproperty.co.uk (“our Site”).

It should be read together with our Privacy Policy, which explains how we process personal data more generally.

By continuing to use our Site after seeing our cookie banner, you agree to the use of cookies as described in this policy, unless you change your cookie settings.

2. What are cookies?

Cookies are small text files that are downloaded to your device (computer, tablet, smartphone, etc.) when you visit a website. They are widely used to make websites work, or work more efficiently, as well as to provide information to site owners.

Cookies can be:

• First-party cookies – set by the website you are visiting.
• Third-party cookies – set by a different domain, for example by analytics providers or advertising networks.
• Session cookies – which expire when you close your browser.
• Persistent cookies – which remain on your device for a period of time or until you delete them.

We may also use similar technologies (such as pixels, tags and scripts) which work in a comparable way to cookies. For ease, we refer to all of these as “cookies” in this policy.

3. How we use cookies

We use cookies to:

• make our Site work and enable core functionality;
• remember your settings and preferences;
• help us understand how people use our Site so we can improve it;
• measure the effectiveness of our marketing and advertising;
• enhance your experience of our services.

Some cookies are strictly necessary for the operation of our Site and do not require your consent. For all other cookies, where required by law, we will ask for your consent via our cookie banner or preference tools.

Our legal basis for using cookies will usually be:

• our legitimate interests (for strictly necessary cookies); and
• your consent (for analytics, advertising and other non-essential cookies).

4. Types of cookies we use

We group the cookies we use into the following categories:

4.1 Strictly necessary cookies

These cookies are essential for our Site to function properly. They enable core features such as page navigation, secure areas of the website and basic functionality. You cannot switch them off using our cookie tools, although you can set your browser to block them, which may affect how our Site works.

Examples include:

• cookies that keep you logged in while you move around the Site;
• cookies that remember actions you take during a session (such as completing a form);
• security cookies used to prevent fraud or protect your account.

4.2 Performance and analytics cookies

These cookies help us understand how visitors use our Site by collecting and reporting information anonymously. This enables us to improve our Site and our services.

We may use, for example, Google Analytics to collect information such as:

• which pages are visited and for how long;
• how visitors arrive at our Site (for example, via a search engine or external link);
• general information about the device and browser used.

4.3 Functionality cookies

These cookies allow our Site to remember choices you make (such as your language or preferences) and provide enhanced, more personalised features.

4.4 Advertising and social media cookies

These cookies may be used to deliver adverts more relevant to you and your interests, to limit the number of times you see an advert, and to measure the effectiveness of advertising campaigns. They may also be used to integrate our Site with social media platforms.

These cookies are generally set by third parties such as advertising networks or social media providers.

5. Cookies we may use

The exact cookies used on our Site may change from time to time as we update or improve our services, but they are likely to include the types listed below.

5.1 Examples of first-party cookies

Name: session_id
Purpose: remembers your session and preferences
Type: strictly necessary
Expiry: session

Name: iceberg_random
Purpose: used to maintain session integrity or security
Type: strictly necessary
Expiry: session or short-term

(Your web developer should confirm the exact cookie names and purposes currently active on your Site.)

5.2 Examples of third-party cookies

Google Analytics cookies may include:

Name: _ga
Provider: Google
Purpose: distinguishes users
Type: performance
Expiry: up to 2 years

Name: _gid
Provider: Google
Purpose: distinguishes users
Type: performance
Expiry: 24 hours

Name: _gat
Provider: Google
Purpose: throttles request rate
Type: performance
Expiry: 1 minute

Other third-party cookies (for example from social media platforms or advertising networks) may be used if we integrate these services into our Site.

6. Third-party cookies and technologies

Some cookies on our Site are set by third parties over which we have limited direct control, such as analytics providers, advertising networks or social media platforms.

These third parties may use the information they collect to:

• provide services to us (for example, website analytics); and/or
• provide their own services in accordance with their own privacy and cookie policies.

We encourage you to review those policies for more information about their practices.

7. How to control and delete cookies

You have several options to manage or control cookies:

7.1 Our cookie tools

Where provided, you can use our on-site cookie banner or preference centre to accept or reject different categories of cookies (except for strictly necessary cookies).

7.2 Browser settings

Most web browsers allow you to:

• see what cookies you have and delete them;
• block third-party cookies;
• block all cookies;
• delete all cookies when you close your browser.

If you choose to block or delete cookies, some features of our Site may not function properly or your experience may be affected.

7.3 Opting out of analytics

You can opt out of certain analytics cookies (such as Google Analytics) by using the tools or add-ons provided by those services, or by adjusting your browser settings.

8. Relationship with our Privacy Policy

This Cookies Policy focuses on how we use cookies and similar technologies on our Site.

For information about the personal data we collect more broadly, how and why we use it, the legal bases we rely on, how long we keep it and your rights under data protection law, please see our Privacy Policy, available on our website.

9. Changes to this Cookies Policy

We may update this Cookies Policy from time to time to reflect changes in the cookies we use, the technologies we rely on, or legal or regulatory requirements.

We will post the updated version on our Site with a new “Last updated” date. We recommend that you check this page regularly to stay informed about our use of cookies.

10. Contact us

If you have any questions about this Cookies Policy or our use of cookies, please contact us at:

Cavendish Residential
One Fletcher Gate
Nottingham
NG1 1QS

Telephone: 0115 941 0656
Email: hello@cavendishproperty.co.uk