Privacy Policy

Effective Date: 31st July 2024

Introduction

Cooper Rural Ltd (“we”, “us”, “our”) is a firm of Chartered Surveyors regulated by Royal Institute of Chartered Surveyors. We provide property and surveying services, land management, valuation, and consultancy services. We are committed to protecting your personal data in accordance with UK GDPR and the Data Protection Act 2018.

Cooper Rural Ltd is a private Limited Company, registered in England and Wales under Company number 15821809. A list of its Directors is available for inspection at its registered office which is Home Farm, Wilsic, Doncaster DN11 9AG.

Cooper Rural Ltd is committed to protecting your personal information. This notice explains how we collect and use the personal information about you, whether you are a client, business associate, professional contact, former client, prospective client or other contact of Cooper Rural Ltd and whether you visit our website or interact with us in any way. As well as including information that could identify you it also includes information that could not.

For all data protection enquiries, you may contact our Data Privacy Manager, Thomas Cooper, using the details provided in the Data Controller section.

We operate the website www.cooperrural.co.uk (the “website”).

Data Controller

Cooper Rural Ltd is the Data Controller for the purposes of UK GDPR and the Data Protection Act 2018.

The contact details are below:

Cooper Rural Ltd

Home Farm

Wilsic

Doncaster

DN11 9AG

Email: info@cooperrural.co.uk

Tel: 01302 574714

Data We Collect

Cooper Rural Ltd collects data in connection with its operational business providing property and surveying services. The data is stored on electronic and paper files, internal files and backup systems overseen by Cooper Rural Ltd.

The information and data we collect comprises of:

Data we collect Why we collect it
Your name, home address, work address, phone numbers (home, work & mobile) email address (personal & work) and details of your requirements.

Your marital status, date of birth, nationality and tax status.

Business data including details of your business, Companies House Information, management information, your property, including grant applications, maps and surveys, tenancies and memorandums, contract farming agreements, licences and land registry title documents.

Details relating to your property including photographs, floor plans, energy performance certificate ratings/home reports, property description and survey results

 To provide the services we are instructed to perform on your behalf as our client. This could relate to estate agency, land and new homes developments, auction, rental or lettings, Landlord or Tenant matters, Renewables, Compulsory Purchase and Compensation matters, Grant Applications, Valuations or Farm Business Consultancy.
Proof of identity to include, but is not limited to, passport, driving licence, and address documents.

We may also need to collect information on other individuals who have an interest in the property who are not considered to be our customers.

Details of your mortgage arrangements, confirmation of how long you have owned the property and details of the source of monies invested in the property

 To perform ‘know your client’ for anti-money laundering regulations and counter terrorist financing requirements and right to rent checks, as required by law.
Profile data including passwords and login details for online accounts and third party applications or service providers, the Rural Payments Agency and other specialist software providers. To enable us to access third‑party platforms and services on your behalf where required to deliver our contracted services.
Financial data to include details of your bank account/statements, grant payments, your income, tax details and information to confirm source of funding such as mortgage details To assess financial suitability, administer accounts, and comply with anti‑money‑laundering and financial regulations.
Technical data such as information we collect automatically when you visit our website (‘cookies’) such as your IP address, browser details and device details; To ensure website functionality, maintain security, and diagnose technical issues.
Marketing and Communications data including your preferences in receiving marketing from us and your communication preferences. To record your marketing preferences and manage how we communicate with you.
Employees information such as national insurance number, residential status, bank details and credit history, qualifications and previous employment, medical information, pension arrangements and details and any other information we may require to comply with employment law. To comply with the requirements of employment law and to administer payroll, HR records and workplace obligations.

Where we collect data from

Cooper Rural Ltd collect data from the following sources:

  1. Information provided by clients, applicants, employees or business contact by way of site inspections or meetings, your bank or financial institute or your legal and business advisors.
  2. Correspondence with us by post, phone, email, video call, social media sites or otherwise.
  3. Personal information you disclose when you fill in our online form via the website.
  4. Publicly available sourced such as HM Land Registry & Companies House, Electoral Register & Government Bodies.
  5. Credit and Identification reference agencies where Politically Exposed Persons (PEP) and Sanctioned Individuals are provided by a third party that interrogates national and international public domain sources and matches the data to the client subject to an AML check. The purpose is to comply with Anti Money Laundering requirements.
  6. We may also collect information from professional social media platforms such as Facebook and LinkedIn where relevant to our business relationship.
  1. How We Use Your Information

Cooper Rural Ltd may use this Data to provide you with the services you request. It is also used to administer the running of Cooper Rural Ltd to ensure regulatory and legal requirements are met. Directors, employees and professional advisors to Cooper Rural Ltd have access to this data.

We process your personal data on the following lawful bases: performance of a contract, compliance with legal obligations, consent (where applicable), and our legitimate business interests in providing professional property and surveying services.

We also use this data to maintain relevant contact with clients, applicants, employees and business contacts to ensure accuracy of information held by Cooper Rural Ltd and to issue marketing information. We will only share this data where there is a regulatory or legal requirement to do so.

On what basis do we hold your data

Under the General Data Protection Regulation Article 6(1)(c) provides a lawful basis for processing where “processing is necessary for compliance with a legal obligation to which the controller is subject.”

Where we rely on legitimate interests, these include the effective delivery of our services, maintaining accurate records, and communicating with clients and contacts in a professional capacity.

We may rely on the following purposes for lawfully processing your data:

  1. Consent: the individual has given clear consent for you to process their personal data for a specific purpose.
  2. Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
  3. Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).
  4. Legitimate interests: such as a business or commercial reason for processing or using your data.

Sharing Information

We will share personal information with our regulators, governmental or quasi-governmental organisations, law enforcement authorities and with courts, tribunals and arbitrators as may be required from time to time in order to comply with our regulatory and legal obligations.

Where we engage a third party we will only provide them with only the personal information they need to perform the service we request.

All third parties are required to process your personal data in accordance with UK GDPR and only for the specific purposes for which it is shared.

We may disclose your information to the third parties listed below for the purposes listed:

Third Party Why we share it
Vendor, buyer, house builder, other estate agents and solicitors involved in the sale and purchase To support a sale progression:

– Share Memorandum of Sale with each party.

– Exchanging data within the chain

– Provide list of viewers
The Property Redress Scheme Where they are providing a dispute resolution service in connection with any dispute which may arise.
Land Registry Office For conveyancing services
Approved contractors and suppliers To arrange EPC visits and to produce marketing packs for the sale of your home
Law enforcement bodies including the police, HMRC and local authorities To comply with court orders or legal obligations
Referencing Companies, Credit and Risk agencies a list of which is available on request To run automatic checks on your creditworthiness and to help prevent fraud and money laundering

For fraud prevention, anti-money laundering checks and identity verification

  1. Data Security

The security of your personal information is extremely important to us, and we therefore have measures in place to ensure it stays safe, is not damaged, destroyed or misused, and prevents unauthorised access. The measures include, but are not limited to:

  1. Client software systems – all systems have protections in place to protect against both unauthorised access, and other external factors that could cause damage to or your personal data. There are strict access requirements in place and access is restricted to those who are absolutely necessary.
  2. Hard copy paper files – stored in a secure facility with restricted physical access.

We provide data protection training to all employees and workers who need access to and process personal information. We use encryption, password protection and multi‑factor authentication where appropriate to safeguard electronic data.

Access to your Data and Your Rights

Under the General Data Protection Regulation Part 4, you have the following rights:

  1. The right of access giving you the right to obtain a copy of your personal data as well as other supplementary information. Exemptions within the legislation could mean that you may not receive all the information we process. If this is applicable an explanation will be provided to you within our response.
  2. The right to object where you have the right to object to the processing of your personal data (either in general or in relation to a specific purpose), on the grounds that you believe that the processing is an unwarranted interference with your rights or interests.
  3. The right to rectification – you have the right to request that inaccurate information is rectified and incomplete information completed.
  4. The right to erasure you have the right to request your personal information be deleted by us in certain circumstances.
  5. The right to restrict processing.
  6. The right to data portability.
  7. The right to withdraw consent where processing is based on consent.
  8. The right to lodge a complaint with the Information Commissioner’s Office (ICO)

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. www.ico.org.uk

If you would like to make a request to exercise any of your individual rights described in this section, please email info@cooperrural.co.uk. Upon receipt of your request, Cooper Rural Ltd will carry out a review and a response determining our decision will be provided to you within the recommended timescales.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected. Different categories of data may be retained for different periods depending on legal, regulatory or operational requirements. As a minimum, data will be retained for 6 years or longer should Cooper Rural Ltd reasonably require this for the conduct of the business.

If there is a legal or regulatory obligation to hold this data for longer it will override this 6 years details above.

International Transfers

We do not routinely transfer your personal data outside the UK. If a transfer becomes necessary, we will ensure appropriate safeguards are in place in accordance with UK GDPR.

Automated Decision‑Making

Some anti‑money‑laundering and credit‑checking processes may involve automated decision‑making. You have the right to request human review of any decision made solely by automated means.

Cookies

At present, our website uses cookies and similar technologies that are necessary for the website to work properly, keep it secure and allow visitors to submit enquiry forms.

We do not currently use analytics cookies, advertising cookies or marketing tracking cookies.

Cookies are small text files that are placed on your computer, tablet or mobile device when you visit a website. They help websites work properly, remember certain information and provide features such as security, forms and embedded content.

Similar technologies may also be used to store or access information on your device. In this policy, references to cookies include similar technologies where relevant.

Our website is built using WordPress and uses Gravity Forms for enquiry forms. We may use cookies or similar technologies for the purposes set out below. These cookies are needed for the website to function correctly. They may be used for things such as loading pages properly, maintaining website security, protecting forms from spam or abuse and supporting basic WordPress functionality. These cookies do not require your consent where they are strictly necessary for the website or a service you have requested to operate.

Our website uses Gravity Forms to allow visitors to submit enquiries. Gravity Forms, WordPress or related security and spam-prevention tools may set cookies or use similar technologies to help process form submissions, prevent spam and make sure the form works correctly. When you submit an enquiry form, we may collect the information you choose to provide, such as your name, email address, phone number and message. This information is handled in accordance with our Privacy Policy.

We do not currently use analytics cookies. This means we are not currently using tools such as Google Analytics, Google Tag Manager or similar analytics services to monitor how visitors use the website. If we introduce analytics in the future, we will update this Cookie Policy and, where required, ask for your consent before setting non-essential cookies.

We do not currently use advertising or marketing cookies. This means we do not currently use cookies for remarketing, behavioural advertising or tracking visitors across other websites. If we introduce advertising or marketing cookies in the future, we will update this Cookie Policy and, where required, ask for your consent before setting those cookies.

You can control and delete cookies through your browser settings. Most browsers allow you to view what cookies are stored, delete cookies, block cookies from specific websites and block all cookies. Please note that blocking essential cookies may affect how the website works. For example, enquiry forms or security features may not function correctly if certain cookies or technologies are disabled. You may also be able to manage some third-party cookies directly through the relevant third party’s tools or your browser settings.

We may update this Cookie Policy from time to time, particularly if we add new features, plugins, analytics tools, marketing tools or embedded third-party content.

Complaints Handling

If you have any questions in relation to this policy, please enquire in writing to our registered office. Likewise, if you are unsatisfied with our storage, handling or processing of your data, please inform us in writing whereby this complaint or enquiry will be investigated and responded to as deemed appropriate by the Data Privacy Manager Thomas Cooper.

Updates

This Privacy Policy was last updated 8th June 2026. A hard copy or electronic copy of this notice is available on request by contacting the Data Privacy Manager (Thomas Cooper).

We may update this policy periodically. The current policy will be displayed on our website.