Privacy & cookie policy


Throughout the course of our operations, we may collect, process and store personal information about our residents, people we do business with or those who access our services or website.

Any personal information that we process will always be in accordance with the Data Protection Act 1998.

For more information about how we use resident’s personal information or how we manage our website privacy, please view our detailed factsheets here or view information about how we use cookies below.

Subject Access Requests

Under the Data Protection Act, you have a right to ask us what personal information we hold about you and to request a copy of your information.  This is known as a ‘subject access request’ (SAR).  You will have to make your request in writing (please use the subject access form provided for this purpose) and we ask that your written request is accompanied by proof of your identify to avoid personal data of one individual being sent to another either accidentally or as a result of deception. 

As a standard we will require copies of two documents that clearly show your name, date of birth and current address such as passport, driving licence, birth certificate or utility bill.

A processing fee of £10 is payable for each request and can be paid by cheque or postal order made payable to ‘Octavia’.  We then have 40 calendar days within which to provide you with the information you have asked for.

We may also request further information from you in order to locate the information you are seeking.

We will provide you with a copy of the information we hold that relates to you.  This will not generally include information that relates to your property such as repair logs or details of contractor visits, as this is not considered personal information.

If you need us to correct any mistakes contained in the information we hold about you, you can do so by contacting


When we provide services, we want to make them easy, useful and reliable.

Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, computer or mobile phone. These include small files known as cookies. They cannot be used to identify you personally.

These pieces of information are used to improve services for you through, for example:

  • enabling a service to recognise your device so you do not have to give the same information several times during one task recognising that you may already have given a username and password so you do not need to do it for every web page requested
  • measuring how many people are using services, so they can be made easier to use and there's enough capacity to ensure they are fast
  • analysing anonymised data to help us understand how people interact with Octavia digital services so we can make them better

If you would like to learn how to remove cookies set on your device click here

How to control and delete cookies

We will not use cookies to collect personally identifiable information about you.

However, if you wish to restrict or block the cookies which are set by our websites, or indeed any other website, you can do this through your browser settings. The ‘Help’ function within your browser should tell you how.

Alternatively, you may wish to visit this website which contains comprehensive information on how to do this on a wide variety of browsers. You will also find details on how to delete cookies from your machine as well as more general information about cookies.

Please be aware that restricting cookies may impact on the functionality of our website.

If you wish to view your cookie code, just click on a cookie to open it. You’ll see a short string of text and numbers. The numbers are your identification card, which can only be seen by the server that gave you the cookie.

For information on how to do this on the browser of your mobile phone you will need to refer to your handset manual.

To opt-out of third-parties collecting any data regarding your interaction on our website, please refer to their websites for further information.

Google Analytics

As part of Google Analytics we have enabled Demographics and Interest Reporting which collects data about our traffic via Google advertising cookies and identifiers, in addition to data collected through a standard Google Analytics implementation.

We will not facilitate the merging of personally-identifiable information with non-personally identifiable information collected through any Google advertising product or feature unless we have robust notice of, and the user's prior affirmative (i.e. opt-in) consent to, that merger.