Cox and Co (Scotland) Ltd Privacy Statement

Updated on 23rd May 2018

Information covered by this statement

This Privacy Statement applies to the use and processing of personal information collected and used by Cox and Co (Scotland) Ltd.
By using Cox and Co (Scotland) Ltd websites or otherwise providing your personal information to Cox and Co (Scotland) Ltd, you agree to the collection, use and sharing of your information in accordance with this statement. Please read this Privacy Statement carefully and contact us if you have any questions.
Personal information is information, or any combination of separate pieces of information, that could be used to identify you.
Should you have any queries in respect of this statement or our use of personal data, please contact us on
Information Cox and Co (Scotland) Ltd collects
We may collect information about you from a variety of sources. This includes information we collect directly from you, information we collect when you visit our website and information we collect about you from other sources.

Information we collect directly from you

We collect information directly from you when you choose us to consult on your mortgage, sell, buy or manage your property (if you are a landlord), rent a property from us (if you are a tenant), call or email us, or otherwise provide information directly to us. Examples of information we may collect directly from you include:

Name, email address, postal address, telephone number(s), date of birth, photo identification, next of kin and any dependants details, details of any other properties you own and relevant financial information as deemed necessary for the purposes of carrying out business on your behalf and to comply with any legal requirements such as anti-money laundering and future communication preferences

Information we collect when you visit our site, view our online ads or promotions

We use cookies and other technologies to collect information when you visit our website, view our online advertisements or promotions. The following are examples of information we may collect with these technologies:

Information about your device browser and operating system

IP address, web pages you view, links you click, Cox and Co (Scotland) Ltd emails you open

Information Cox and Co (Scotland) Ltd collects from other sources

We may obtain information about you from other sources such as credit referencing agencies, the Land Registry, Landlord Registration or third party referencing agents. Examples of information we may collect from these sources include:

Name, postal address, email address, date of birth and other financials

Credit Rating

Publicly observed activities or information made available by you to the public, such as blogs, videos, internet postings, and user generated content.

How Cox and Co (Scotland) Ltd uses this information

We use this information to provide you with the service you have asked of us. We need your personal details in order to process your application so that we can, for example, carry out background checks or inform the local council that a new tenant is moving in. As well as conducting the main business operation, we also use this information to keep you up to date with our products, offers and services. Examples of how we may use the information we collect include:

To answer your questions or respond to your requests
To provide previous tenants with references in the future
Process rental payments and landlords fees
Set up utility accounts so that the heating and water is working for when you move in
Protect against or identify possible fraudulent transactions
Enforce our Terms and Conditions and otherwise manage our business.
If we are to process your personal data in relation to the management of your property or because you are renting a property with us, we will do so because you have agreed (or are in the process of agreeing) a contract with us and have allowed us to do so. Where we need to process and retain your data, for example to retain financial records, we will do so in accordance with our legal obligation placed on us under law. Cox and Co (Scotland) Ltd will process your information in pursuance of our legitimate interest where we believe we have a product or service that may be of interest to you. This may take the form of a call-back or through specific marketing materials.

Information sharing

We are required to share/provide your proposed lender with information about you to proceed with any mortgage application or for insurance purposes. If you are a landlord we provide you information to tenants as we are required to disclose this in line with new tenancy legislation.
We do not sell your personal information to marketers. Any marketing material you receive will be directly from Cox and Co (Scotland) Ltd and will be as a result of our legitimate interest to inform you of related products and services that we feel you may be interested in. You will only receive this if you opt in to receive marketing information from Cox and Co (Scotland) Ltd.

Other situations

We may transfer or otherwise process your personal information:
When we have received your instruction to pass the sale of your property to another agent
To protect, defend or exercise the rights and property of Cox and Co (Scotland) Ltd (including enforcing our Terms and Conditions)
When required by law and/or government authorities.

Personal Information retention period

We will retain Personal Information for the period necessary to fulfil the purposes outlined in this Privacy Statement, unless a longer retention period is required or permitted by law (for example HMRC regulations). Details of this retention policy can be provided on request.

Your communication options

We give you choices about how we communicate with you.

Email communications

Cox and Co (Scotland) Ltd uses email to communicate with you regarding the status of any queries you have raised. We also use email to provide marketing updates. However, you are not obliged to opt in to receive these communications.

Postal mail

We may contact you by post to let you know about recent property sales in your area. If you do not want to receive marketing materials by post, please email us.

Mobile text messages

We may contact you by mobile text message for the purpose of updating you on an outstanding query (for example a maintenance issue) and to let you know when you can expect it to be resolved. We do not use text messaging to market our customers.

Telephone Call

We may contact you by telephone to resolve any queries on your mortgage or for the purpose of updating you on an outstanding query (for example a maintenance issue) and to let you know when you can expect it to be resolved. We do not use telephone calls to market our customers.

You and your information

To the extent provided for by applicable law, you have certain rights in respect of the management of the personal data we hold about you.

Data deletion

Cox and Co (Scotland) Ltd will retain your personal data for as long as necessary for us to fulfil our obligations to you and to ensure we comply with the relevant laws. After this period, your data will be deleted from our systems. If you believe there is no compelling reason for us to be processing your personal data, you have the right to contact us to request for the removal of your personal data from our systems.

Other rights

To the extent provided by applicable law, you have the right to request rectification of your personal data, to obtain restriction of the processing of personal data, to object to the processing of personal data (including direct marketing) and to data portability. To exercise any of these rights, please contact us.


If you consider that we have processed personal data in violation of applicable law, please contact us. If you consider we have processed personal data in violation of applicable law and failed to remedy such violation to your reasonable satisfaction, you may also lodge a complaint with a supervisory authority (e.g. the Information Commissioner in the UK).

Cookies and other technologies

Cox and Co (Scotland) Ltd and our third-party service providers use a variety of technologies to assess how our sites are used and to personalise your experience. Some technologies we may use include the following:


A cookie is a small file which is placed on your computer’s hard drive. The file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operation to your needs, likes and dislikes by gathering and remembering information about your preferences.
We may use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

Links to other websites

Our website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave our site, we do not have any control over that site. Therefore we cannot be responsible for the protection and privacy of any information that you provide while visiting such sites. You should exercise caution and look at the privacy statement applicable to the website in question.

Other technologies

We use Google Analytics to provide us with information about how you use our websites. This data, along with the use of cookies, allows us to tailor our websites in a way which will provide you with a more user-friendly experience. We only use this data for statistical analysis and is deleted from our systems in line with our retention policy.
For more information on Google Analytics and the data which it collects, please visit:

Information security

Cox and Co (Scotland) Ltd is committed to keeping personal information secure. We have implemented technical, administrative and physical procedures designed to protect personal information from loss, misuse or alteration.
We limit access to personal information to those who have a business need. We keep personal information only for so long as deemed reasonably necessary.

Children’s privacy

Our websites are not directed to children under the age of thirteen and we do not knowingly collect personal information from children under the age of thirteen on our websites.

Updates to our Privacy Statement

We will post changes to this Privacy Statement and indicate the effective date when this Privacy Statement is updated. If we make any material changes to this Privacy Statement, we will notify you by sending an email to the email address you most recently provided us or by posting notice of the changes on this site.