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Koya Group is committed to protecting your privacy. Your personal information is held and used in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR), and is only shared as described in this policy.

Please read our Privacy Policy for a clear explanation of how we collect, use, disclose and store your information when you visit our websites, subscribe to our services, make an enquiry, make a purchase or use services provided by Koya Group.

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Who We Are

Koya Group operates through Koya Properties Limited, a company registered in England and Wales under company number 11909673.

Koya Properties Limited is registered with the UK Information Commissioner’s Office as a data controller under registration number ZA528512.

Unless otherwise stated, references in this Privacy Policy to “Koya Group”, “we”, “us” or “our” refer to Koya Properties Limited and the Koya Group lines of business that process personal data.

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Data Protection

We process your personal information in accordance with applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018.

Further information about your data protection rights is available from the Information Commissioner’s Office.

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Personal Information We May Collect

When you make a purchase or attempt to make a purchase through our website, we may collect information including:

• Your name

• Postal and billing address

• Payment information

• Email address

• Telephone number

We may refer to this as “Order Information.”

When you sell, purchase, rent, manage, finance or invest in a property through Koya Group, we may process personal data including your:

• Name

• Address

• Contact details

• Email address

• Identification documentation

• Financial or transactional information

Where legally required, we may also request information to verify your identity. This may include photographic identification, such as a passport or driving licence, and documentation confirming your residential address.

Processing personal data may include collecting, recording, storing, organising, using, sharing or securely deleting information.

If you consent to receiving information about other Koya Group products or services, additional privacy notices may apply.

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Device Information

When you visit our websites, we may automatically collect certain information about your device, including:

• Web browser

• IP address

• Time zone

• Cookies installed on your device

• Pages or services viewed

• Referring websites or search terms

• Information about how you interact with our website

We refer to this as “Device Information.”

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How We Use Your Personal Information

We may process your personal information where necessary to:

Perform Our Contract With You

This may include:

• Taking steps at your request before entering into an agreement

• Exercising rights under contracts or agreements

• Delivering our products and services

• Updating our records

• Managing payments

• Managing fees and charges

• Recovering money owed to us

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Comply With Legal Obligations

This may include:

• Responding to requests made under data protection law

• Complying with applicable legislation and regulations

• Verifying your identity

• Carrying out fraud prevention and anti-money laundering checks

• Managing risk

• Detecting and preventing financial crime

• Maintaining appropriate business records

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Pursue Legitimate Business Interests

This may include:

• Governance, accounting and auditing

• Responding to complaints

• Managing business operations

• Developing our brands, services and products

• Working with third-party service providers

• Monitoring relevant communications

• Providing information about related services

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Where You Have Given Consent

This may include:

• Managing our relationship with you

• Developing new services

• Carrying out marketing activities

• Providing information about relevant products, opportunities and services

We may contact you by post, email, telephone or SMS where permitted.

You may withdraw your consent to marketing communications at any time by contacting us at info@koyaproperties.co.uk or following the unsubscribe instructions contained in relevant communications.

There may be circumstances where we still need to contact you for administrative, contractual, regulatory or operational purposes.

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Sharing Your Personal Information

We may share personal information with trusted third parties where necessary to operate our business, provide our services, fulfil contractual obligations or comply with legal requirements.

We may also use analytics providers, including Google Analytics, to help us understand how visitors use our websites.

We may disclose personal information where required to comply with applicable laws or regulations, respond to lawful requests from authorities or protect our legal rights.

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Keeping Your Information Secure

Where Koya Group acts as a controller of personal data, appropriate organisational and technical safeguards are used to protect personal information against unauthorised access, disclosure, loss, misuse or alteration.

Electronic information is stored using secure systems with appropriate access and security controls.

Where information is stored physically, reasonable measures are taken to ensure documents are secured and disposed of appropriately.

Information transmitted through email or other electronic communication systems may not always be completely secure during transmission, and we cannot guarantee the security of information while it is being transmitted to us.

Where you use a password to access a Koya Group service, you are responsible for keeping that password confidential.

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Marketing Consent

Your personal data may be provided to us in connection with property sales, purchases, lettings, property management, serviced accommodation, property investment, financial services, construction, maintenance or other Koya Group services.

Where you have provided appropriate consent, Koya Group may also provide information about related services, opportunities and products that may be relevant to you.

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Withdrawal of Consent

You have the right to withdraw consent for marketing communications at any time.

You may unsubscribe by using the unsubscribe link contained in our marketing emails or by contacting us at:

info@koyaproperties.co.uk

Please allow a reasonable period for your preferences to be updated across our systems.

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Social Media Features

Our websites may contain social media features or widgets provided by third-party platforms.

These services may collect information including your IP address, the page you are visiting and cookies required for the feature to operate.

Your interactions with these features are governed by the privacy policies of the relevant third-party providers.

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Links to Third-Party Websites

Our websites may contain links to websites operated by suppliers, partners, advertisers, affiliates and other third parties.

These websites operate independently from Koya Group and may have their own privacy policies.

We do not accept responsibility for the privacy practices, content or operation of third-party websites. We recommend reviewing their privacy policies before submitting personal information.

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Referrals

If you use a referral service provided by Koya Group to recommend our services to another person, we may request their name and email address for the purpose of sending an invitation or referral communication.

Information collected for this purpose will only be used to administer the referral service and monitor its effectiveness.

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Cookies

Our websites use cookies to distinguish you from other users, improve your browsing experience and help us understand how our websites are used.

Cookies are small data files stored on your device or computer and may contain an anonymous unique identifier.

Our websites may also use:

• Log files

• Web beacons

• Tags

• Tracking pixels

• Similar analytical technologies

These technologies may collect information such as IP addresses, browser type, internet service provider, referring and exit pages and timestamps.

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Your Rights

Subject to applicable legislation and certain exemptions, you may have the right to:

• Be informed about how we process your personal data

• Have inaccurate personal data corrected

• Have incomplete personal information completed

• Object to certain processing

• Restrict the processing of your personal data

• Request deletion of your personal data

• Request access to your personal information

• Request transfer of your personal data

• Exercise rights relating to automated decision-making and profiling

You also have the right to raise concerns with the Information Commissioner’s Office.

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Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected and to satisfy applicable legal, regulatory, contractual, accounting and reporting requirements.

Retention periods may include:

• Queries: Information may be retained for as long as necessary to respond to or resolve an enquiry.

• Claims: Information may be retained for the period during which legal claims could reasonably arise.

• Legal and regulatory requirements: Information may be retained following the end of our relationship where required by law or regulation.

• Transactions and orders: Relevant transaction information may be retained for our records unless deletion is requested and we are legally permitted to delete it.

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Disclaimer

We make reasonable efforts to ensure that information published on our websites is accurate and up to date.

However, except where required by law, Koya Group makes no representation or warranty regarding the completeness, accuracy or continued availability of information published on our websites.

We cannot accept responsibility, except where required by law, for loss arising from reliance on information contained on our websites or third-party websites linked from them.

We reserve the right to amend this Privacy Policy where necessary.

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Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to our business practices, services or legal and regulatory requirements.

Any updated version will be published on our website.

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Contact Us

Koya Properties Limited is registered in England and Wales under company number 11909673.

Registered office:

103 High Street
Barry
Wales
CF62 7DS

You can contact Koya Group regarding privacy and data protection matters using the following details:

Email: info@koyaproperties.co.uk
Website: www.koyaproperties.co.uk

In writing:
Data Protection Officer
Koya Group
Koya Properties Limited
103 High Street
Barry
Wales
CF62 7DS

I’ve also corrected the outdated reference to the Data Protection Act 1998 to the Data Protection Act 2018 / UK GDPR, while keeping the existing registered company and ICO details intact.

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