Your Personal Information is just that – it’s personal and it’s yours – so this Privacy Notice tells you what information we collect, how we use it, what your rights are and how to contact us.
Treating you and your Personal Information (“Information”) with respect goes to the heart of our culture at Cora so we start with our Privacy promise to you.
You can exercise the following rights by writing to our Privacy Manager. See ‘Contact us’.
When you submit a request to exercise any of these rights, we are legally obliged to respond without delay and, in any event, within a month of receiving your request.
This period may lawfully be extended by two further months where necessary, based on the complexity and number of your requests.
There is no charge for exercising these rights.
However, if requests are ‘manifestly unfounded or excessive’, we have a legal right to reject the requests or charge a reasonable fee based on our administration costs.
You can ask us to stop sending marketing communications at any time, simply by:
You can ask us for copies of all your Information or you can specify the Information you want. Of course, specifying certain Information will help us to reply more quickly.
We cannot provide you with information that identifies another person so we are obliged to redact any documents we send to you, which involves blanking out anything that is not your Personal Information.
If any of the Personal Information we hold about you is inaccurate or out of date, please let us know so we can correct or update it.
In certain cases, you can ask us to delete your Personal Information. The circumstances in which this right applies are:
On receipt of your request, we will delete your Personal Information, except where we are obliged or permitted by law to keep it.
*The legal basis for each processing activity is set out in the applicable section below.
Where our processing of your Personal Information is performed on the basis of your consent or a contract between us, and where it is carried out by automated means, you have the right to have the Information that you provided to us transferred in machine-readable form to another service provider.
If you have a complaint about our handling of your Personal Information, we would like the opportunity to look into it for you and put things right, so please get in touch with our Privacy Manager. See ‘Contact us’.
If you are not happy with our response, you have the right to complain to the Information Commissioner’s Office: https://ico.org.uk/make-a-complaint.
We are Cora Homes Limited, the “Controller” of your Personal Information, which means we are responsible for deciding what information to collect and how to process it.
More importantly, we are responsible for protecting your Information, complying with our legal obligations under the Data Protection Act 2018, the GDPR and the Privacy and Electronic Communications Regulations (PECR), and upholding your Privacy Rights.
You can contact our Privacy Manager:
Our registered address is:
Grovelands Business Park, West Haddon Road, East Haddon, NN6 8FB
Like most website providers, we use “essential” or “necessary” cookies to provide a better and more personalised online experience.
The only other cookies we use currently are ones we are required by law to use to record your preferences, i.e. accepting or rejecting the use of cookies.
We do not use any other cookies on our website.
If you use our web-forms to contact us, we will use your name, contact details and any other Personal Information you may provide to respond to your enquiry or to arrange the viewing you have requested.
We will transfer your details from the website to our marketing database. If you have given permission, we will also contact you from time to time with news updates and details of our events, products and services. You can choose to stop receiving them at any time – see ‘Your right to stop receiving marketing communications’.
Where necessary to respond to your enquiry or arrange a requested viewing, your Information will be accessed internally with Cora employees in other departments.
We use a third party to manage and maintain our website. They may occasionally need to access Information but only to the extent necessary to perform their contracted services.
Any Information you provide to us via our website will be held for a maximum of three years.
We collect your name and contact details, and information about your potential interest in our properties either:
We use this Information:
In all cases, you can change your preferences or request us to stop at any time – see ‘Your Privacy Rights’.
We will not sell your data to third parties for them to market to you.
We use several software products, including Microsoft, where your Information may be stored and processed, and we engage an IT support service provider to maintain our website and computer systems and to process and store information on our behalf. These third parties are only authorised to access Information where it is necessary for them to provide their services.
Our advisors and auditors may occasionally require access to our systems and have limited incidental access to some information necessary for performance of their work.
In the event that Cora is acquired by another company, your Information will be passed to them so they can continue to provide the Cora services and to process your Information in accordance with the applicable Terms and Conditions and this Privacy Notice.
Otherwise, we will not share your Information with any other external organisations unless required by law to do so (e.g. by a court order).
We only keep your name and contact details for as long as you may be interested in purchasing a property.
If you do not respond to our marketing communications for twelve months, or if you opt-out, we will remove your details from our marketing database.
If you opt-out of marketing communications, we will remove your details from our database.
If you purchase a property, we will remove your details from our marketing database and transfer them to our homeowner database.
Information contained in email and other correspondence you send to us may be kept for up to seven years.
Newsletter subscription and electronic marketing
If you subscribe to our newsletters or if we market to you via email, text or phone, it is lawful because you have given consent. You can withdraw your consent at any time, simply and without charge.
Postal Marketing
If we send you marketing materials in the post, it is lawful because postal marketing is necessary for the pursuit of our legitimate interests as a business, which is to build and sell residential properties.
If you are in the process of buying a Cora property, we and our solicitors and appointed agents will collect Information from you and also from organisations acting on your instructions, which may include your solicitors, mortgage provider, bank, financial advisor and estate agent.
We will use this information to process and complete the sale of our Cora property to you.
We collect proof of identity and address from you and engage independent financial advisors to carry out credit checks.
At your request, we may also collect information about your utilities and service providers to help you to transfer accounts to your new home.
We need to share relevant Information about you with third parties for the reasons described below. Otherwise, we will not share your Information with any other external organisations unless required by law to do so (e.g. by a court order).
Solicitors, bankers and agents
We will share relevant Information with our solicitors, bankers and agents who need it in order to fulfil their responsibilities in relation to completing your purchase of the Cora property.
Your financial advisor
If you have been dealing with a financial advisor, we’ll provide information about your purchase and, where appropriate, and with other information about your dealings with us, to enable the advisor to give you informed advice.
Regulators, government departments, law enforcement and credit reference agencies
If required to by law, we will share relevant information with regulators and government departments, for example to perform “know your customer” checks.
We may also share your Information with law enforcement agencies to prevent, detect or investigate financial and other crimes.
We may also exchange your Information with credit reference agencies to prove your identity (this will not affect your credit rating).
Our IT service providers
We use a number of IT service providers to maintain our computer systems and to process and store information on our behalf. They may occasionally access Information on a system but only to the extent necessary to perform their contracted services.
Our advisors and auditors
Our advisors and auditors may also require access to our systems and have limited incidental access to some information necessary for performance of their work.
If we are acquired by another company
In the event that Cora is acquired by another company, your Information will be passed to them so they can continue to provide the Cora services and to process your Information in accordance with the applicable Terms and Conditions and this Privacy Notice.
Otherwise, we will not share your Information with any other external organisations unless required by law to do so (e.g. by a court order).
Once your purchase of a Cora property is completed, any Personal Information contained in email and other correspondence and in documents relating to the sale (other than legal documents) may be kept for up to seven years.
If your purchase or reservation is cancelled we will retain your information for up to 12 months for administrative purposes.
All processing of your Information in relation to your purchase of a Cora property is necessary in order to take steps, at your request, prior to entering into a contract for the purchase of the property or for in order to fulfil our responsibilities or exercise our rights under the contract.
If you have bought a Cora property, we transfer your records to our Customer Care team. Who has access to your Information?
The team are there to help with any snagging and other issues arising during the warranty period. Our IT service providers
We use a number of IT service providers to maintain our computer systems and to process and store information on our behalf. They may occasionally access Information on a system but only to the extent necessary to perform their contracted services.
Our advisers and auditors
Our advisers and auditors may also require access to our systems and have limited incidental access to some information necessary for performance of their work.
If we are acquired by another company
In the event that Cora is acquired by another company, your Information will be passed to them so they can continue to provide the Cora services and to process your Information in accordance with the applicable Terms and Conditions and this Privacy Notice.
Otherwise, we will not share your Information with any other external organisations unless required by law to do so (e.g. by a court order).
Once your purchase of a Cora property is completed, any Personal Information contained in email and other correspondence and in documents relating to the sale (other than legal documents) may be kept for up to seven years from the end of the warranty period.
All processing of your Information in relation to Customer Care is necessary for us to fulfil our obligations under our warranty contract with you.
This section applies to you if you supply goods or services to Cora as a sole trader or partner, or if you are an employee of a business that supplies Cora.
If your company supplies goods or services to Cora and you are a named contact, we will use your name and contact details to manage the service.
Where necessary to manage the service and the contract, we may share your Information internally with Cora employees in other departments and with one or more of our other service providers including, where applicable, your subcontractors.
We may also share your contact details if we recommend your company to others.
We use a number of IT service providers to maintain our computer systems and to process and store information on our behalf. They may occasionally access Information on a system but only to the extent necessary to perform their contracted services.
Our advisors and auditors may also require access to our systems and have limited incidental access to some information necessary for performance of their work.
In the event that Cora is acquired by another company, your Information will be passed to them so they can continue to provide the Cora services and to process your Information in accordance with the applicable Terms and Conditions and this Privacy Notice.
We will keep your name, login details and contact details for as long as you remain a point of contact within your company. If the contract expires or is terminated, we will delete your Information from our supplier management system within seven years.
Any Personal Information contained in email and other correspondence between us may be kept for up to seven years.
The processing of your name, user id and contact details is necessary for the pursuit of:
We have balanced these interests against your rights and freedoms, and have concluded, based on normal business practice, that these interests are not overridden by your rights.
Application stage
When we are looking for new people to join the team, we may engage a recruitment agency, post the job on our website, on job sites or on social media, or place advertisements in the media. So, we may receive CV-related Information via any of these channels.
At this stage, we may also view (but will not copy or keep) Information in your LinkedIn profile but we do not access Information about you on other social media platforms.
We use this Information to determine whether your qualifications and experience meet the requirements for the role.
Interview stage
If we invite you to an interview, we will also ask whether there are any “reasonable adjustments” we can make to ensure you do not have difficulty in attending.
At the interview stage, we will seek to learn more about you to determine whether you will be right for the role and the role will be right for you. This may include details of income. We may take notes during the interview for later consideration or for discussion with employees involved in the recruitment process.
Offer stage
If we make an offer and you accept, we will need to collect further Information during the on-boarding phase, including references and right-to-work checks. You will find details of how we process your Information from that point in the Cora Employee Privacy Notice.
We share your CV Information and interview notes, if taken, with a Director or Head of the Department relevant to the role. On occasions we may discuss you with the agent who introduced you to us. For some roles it may also be necessary to share your Information with other senior managers or directors.
We use various IT services and software providers to maintain our computer systems and to process and store information on our behalf. They may occasionally access Information on a system but only to the extent necessary to perform their contracted services.
Our advisors and auditors may also require access to our systems and have limited incidental access to some information necessary for performance of their work.
If Cora is acquired by another company, your Information will be passed to them so they can continue to provide the Cora services and to process your Information in accordance with the applicable Terms and Conditions and this Privacy Notice.
If your application is not successful
All your Information will be deleted within six months of notifying you of our decision, unless you agree to let us keep your application in case a related post becomes available.
If your application is successful
Information that we will need during your employment will be transferred to our HR systems and you will find details in our Employee Privacy Notice.
All other Information collected for the purpose of recruitment and not required for your employment will be rendered unidentifiable or destroyed within a month of your start date.
Application and Interview stages
From the point at which we receive your application, directly from you or from an agent acting on your behalf, up to the point at which we make an offer or reject your application, our processing of your Information is lawful because it is necessary in order to take steps, at your request, prior to entering into a contract of employment with us.
Put simply, we cannot enter into a contract of employment with you unless we process this Information.
Ethnicity, sexual orientation and disability Information
We collect Information relating to disability only where and to the extent necessary to ensure that we provide you with the facilities, equipment and services you need to perform your work at Cora ("reasonable adjustments"), and to satisfy your rights and our obligations under employment and related laws.
References and “right to work” checks
Where we collect further Information from a third party, for example, a reference from a former employer or results from a “right to work” check, this processing of your Information is lawful because it is necessary in order to take steps, at your request, prior to entering into a contract of employment with us.
Information in paper files is held in secure, access-controlled storage facilities in our offices.
Information held in our computer systems is stored and processed by us or by our contracted software and/or IT service providers:
If you click on third party links on our website, such as Facebook, LinkedIn, the NHQB or SME Climate Hub, their Privacy Notice will apply.
We may make changes to this Privacy Notice from time to time so you are advised to review occasionally the sections that are relevant to you.
However, if we make any significant change to the way we process your Personal Information, we will contact you to notify you of your options but please be assured that our Privacy Promise will always apply.
