Privacy Policy

Covenant Property Group Ltd

Registered company number: 17052410

Effective date: 12 August 2026 | Review date: 12 August 2027

We are the controller of your personal data. For more information on controllers and their responsibilities please see our guidance on data protection principles, definitions, and key terms.

This privacy notice tells you what to expect us to do with your personal information.

  • Contact details
  • What information we collect, use, and why
  • Lawful bases and data protection rights
  • Where we get personal information from
  • How long we keep information
  • Who we share information with
  • Sharing information outside the UK
  • How to complain

Contact details

Post

71–75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ

Telephone

020 3540 5040

Email

info@covenantpropertygroup.co.uk

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

  • Names and contact details
  • Addresses
  • Occupation
  • Third party information (such as family members or other relevant parties)
  • Payment details (including card or bank information for transfers and direct debits)
  • Financial data (including income and expenditure)
  • Transaction data (including details about payments to and from you and details of products and services you have purchased)
  • Usage data (including information about how you interact with and use our website, products and services)
  • Information relating to compliments or complaints
  • Video recordings
  • Audio recordings (eg calls)
  • Records of meetings and decisions
  • Website user information

We collect or use the following personal information for the operation of client or customer accounts:

  • Names and contact details
  • Addresses
  • Purchase or service history
  • Marketing preferences

We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:

  • Names and contact information
  • Client accounts and records
  • Financial information eg for fraud prevention or detection

We collect or use the following personal information for information updates or marketing purposes:

  • Names and contact details
  • Profile information
  • Marketing preferences
  • Purchase or account history

We collect or use the following personal information to comply with legal requirements:

  • Name
  • Contact information
  • Identification documents
  • Client account information
  • Health and safety information
  • Any other personal information required to comply with legal obligations

We also collect or use the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature:

  • Health information

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Addresses
  • Payment details
  • Account information
  • Purchase or service history
  • Witness statements and contact details
  • Photographs
  • Relevant information from previous investigations
  • Customer or client accounts and records
  • Financial transaction information
  • Information relating to health and safety (including incident investigation details and reports and accident book records)
  • Correspondence

We also collect or use the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:

  • Health information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

  • Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
  • Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
  • Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
  • Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
  • Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Covenant Property Group Ltd has a legitimate interest in processing relevant personal information to operate and develop its business, respond to enquiries, manage client and professional relationships, maintain accurate records, arrange and deliver property-related services, improve service quality and handle routine business administration. This processing benefits clients by enabling clear communication, efficient service delivery, accurate follow-up and continuity throughout their relationship with us. We only collect information that is reasonably necessary for these purposes and restrict access to authorised individuals and service providers. We consider that these purposes can reasonably be expected within a professional business relationship. We balance our commercial needs against individuals’ rights and freedoms, apply appropriate security measures and do not use personal information in ways that would cause unjustified harm or unfairly override an individual’s privacy rights.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Covenant Property Group Ltd has a legitimate interest in maintaining and using accurate client and customer records to administer services, manage ongoing business relationships, record communications and service history, process and reconcile transactions, respond efficiently to clients, and maintain continuity throughout the client relationship. This processing benefits clients by supporting accurate records, clear communication, efficient administration and reliable service delivery. We only collect and use information that is reasonably necessary for these purposes, restrict access to authorised individuals and service providers, and retain the information only for an appropriate period. We consider that clients can reasonably expect this processing when they enquire about or use our services. We balance our business needs against individuals’ rights and freedoms, apply appropriate security measures and do not use the information in ways that would cause unjustified harm or unfairly override their privacy rights. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Recognised legitimate interests – our pre-approved purpose for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes:

We need to prevent, detect or investigate crime, including the apprehension and prosecution of offenders (the ‘crime condition’).

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Covenant Property Group Ltd has a legitimate interest in using relevant business contact information to provide appropriate service updates, follow up genuine enquiries, maintain professional relationships and communicate relevant information about our property-related services to existing clients, prospective clients and business contacts. This processing supports clear and timely communication and enables recipients to receive information that may be relevant to their stated interests, previous enquiries, existing relationship with us, professional role or property requirements. We limit our use of personal information to what is reasonably necessary and do not use special-category information for marketing. We consider that recipients may reasonably expect proportionate and relevant business communications in these circumstances. We balance our interests against their privacy rights, comply with applicable electronic-marketing requirements and provide a clear and simple way to object or opt out of marketing communications at any time. We will stop using their information for direct marketing when requested. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information to comply with legal requirements:

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Covenant Property Group Ltd has a legitimate interest in using relevant personal information to respond to enquiries, investigate and resolve complaints, manage disputes, handle insurance or other claims, maintain appropriate evidence and establish, exercise or defend legal rights. This processing benefits the individuals involved by enabling matters to be considered fairly, accurately and efficiently. It also enables us to communicate with relevant parties, verify the circumstances, reach an appropriate resolution and meet reasonable record-keeping and insurance requirements. We only collect and use information that is relevant and reasonably necessary for the particular query, complaint or claim. Access is restricted to authorised individuals, professional advisers, insurers or service providers where appropriate. We consider that individuals can reasonably expect their information to be used to address a matter they have raised or are involved in. We balance our interests against their rights, use appropriate safeguards and do not retain or disclose information more widely or for longer than necessary. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

  • Directly from you
  • CCTV footage or other recordings
  • Legal bodies or professionals (such as courts or solicitors)
  • Publicly available sources
  • Suppliers and service providers
  • Third parties:
  • We may receive personal information from landlords, property owners, investors, estate or letting agents, property sourcers, corporate accommodation bookers, employers, relocation and insurance accommodation providers, booking or referral partners, authorised representatives, joint property owners, contractors and other professional partners involved in providing or arranging our services. Where accommodation is arranged for more than one occupant, we may also receive limited information from the lead guest, parent, guardian, employer or authorised booker about family members, children or other occupants. We only use information received from third parties where it is relevant and reasonably necessary for the enquiry, booking, property service, business relationship, legal obligation, complaint or claim concerned. 

How long we keep information

We keep personal information only for as long as it is reasonably necessary for the purpose for which it was collected, including to provide services, meet legal and regulatory duties, resolve complaints and establish, exercise or defend legal claims. Unless a longer or shorter period is required by law or justified by the circumstances, we apply the following periods: enquiries that do not proceed, up to 24 months after the last meaningful contact; client, customer, property-service, booking, contract, transaction and related correspondence records, up to 6 years after the relationship or transaction ends; accounting, tax and payment records, 6 years from the end of the financial year to which they relate; anti-money-laundering and customer-due-diligence records, where applicable, 5 years after the business relationship or relevant transaction ends; complaint, incident, insurance and legal-claim records, up to 6 years after the matter closes, or longer where a claim, investigation or legal hold remains active; recorded meetings, normally up to 12 months unless needed for an active project, dispute or legal obligation; marketing records, until consent is withdrawn, an objection is made, or after 24 months of inactivity, while a minimal suppression record may be retained to respect an opt-out; and website analytics or technical records according to the relevant cookie or service setting, normally no longer than 26 months. Information about children is kept only for the relevant booking or service and associated legal retention period. At the end of the applicable period, information is securely deleted or anonymised. We review retention needs periodically and may retain information longer where required by law, regulators, insurers or an active dispute.

Who we share information with

Data processors

IONOS SE – website hosting, domain and business email service provider operating in the UK and European Economic Area.

This data processor does the following activities for us: Provides website hosting, domain management and business email services, including storing and processing personal information submitted through the website or exchanged through Covenant Property Group Ltd’s business email account.

Google Ireland Limited – online meeting, recording and cloud service provider.

This data processor provides Google Meet and related cloud services used for business meetings, communications and, where participants have been informed, meeting recordings. This may involve processing names, contact details, audio, video, meeting content and related technical information.

Others we share personal information with

  • Other financial or fraud investigation authorities
  • Insurance companies, brokers or other intermediaries
  • Emergency services
  • Regulatory authorities
  • Organisations we’re legally obliged to share personal information with
  • Suppliers and service providers
  • Professional consultants
  • Third parties:
  • Landlords, property owners, investors, estate and letting agents, property sourcers and authorised representatives; corporate bookers, employers, relocation and accommodation providers, booking and referral partners; contractors, maintenance providers and suppliers; insurers, brokers, solicitors, accountants and professional consultants; emergency services, regulators, fraud-investigation bodies and organisations with which we are legally required to share information. We share only information that is relevant and reasonably necessary for the applicable service or lawful purpose.

Sharing information outside the UK

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Google Ireland Limited

Category of recipient: Online meeting, recording and cloud service provider

Country the personal information is sent to: Ireland

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: info@covenantpropertygroup.co.uk

Telephone: 020 3540 5040

Post: 71–75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint