This Privacy Policy explains how Gallivant Ventures LLP (LLPIN: ACB-5193, GSTIN: 32AAZFG7923K1ZR), trading as Cocoon Property Management (“Cocoon”, “we”, “us”, or “our”), collects, uses, stores, and protects personal data provided by clients, prospective clients, and website visitors in connection with our property management services and the liveincocoon.com website. This Policy applies to all data collected through our website, contact forms, WhatsApp communications, email correspondence, and in the course of delivering our services.
By submitting your details via our website, engaging Cocoon’s services, or communicating with us via WhatsApp or email, you acknowledge that you have read and understood this Privacy Policy. Please contact us at [email protected] if you have any questions about how we handle your data.
1. What Information We Collect
We collect the following categories of personal data:
Contact and identity information: Name, email address, phone number (including WhatsApp number), and residential or mailing address.
Property information: Address of the managed property, Google Maps location link, property size, number of bedrooms, current occupancy status, and any details provided during the property evaluation process.
Financial information: Invoice and payment records. We do not store card numbers or bank account details — all card payments are processed by Razorpay and governed by Razorpay’s privacy policy. Bank transfer details (account number, IFSC) are used solely for payment reconciliation and are not shared with third parties.
Service records: Inspection reports, timestamped photographs of the managed property, appliance and maintenance logs, tenant records (for LTR clients), and guest records (for STR clients).
Communication records: WhatsApp messages, emails, and form submissions exchanged in connection with service enquiries, ongoing management, and support.
Website usage data: Standard analytics data (pages visited, session duration, browser type) collected via Google Analytics or equivalent. This data is aggregated and not used to identify individual visitors.
2. How We Use Your Information
We use the personal data we collect for the following purposes:
• To assess your property and prepare a personalised evaluation and service proposal.
• To deliver the property management, short-term rental, or long-term rental services you have engaged.
• To issue invoices, process payments, and maintain financial records as required by Indian GST law.
• To send inspection reports, service updates, and account-related communications.
• To send marketing and service communications via email (Brevo) and WhatsApp, where you have given consent or where we have a legitimate interest based on an existing client relationship. You may opt out at any time.
• To comply with our legal and regulatory obligations under Indian law, including GST filing, income tax requirements, and FEMA reporting applicable to NRI transactions.
• To manage our client database and track service history in our CRM system (FreshSales).
3. Data Storage and Security
Client data — including inspection reports, property photographs, service records, and correspondence — is stored on Microsoft OneDrive and Microsoft 365, both of which provide enterprise-grade encryption and access controls. Data stored in these systems is hosted in data centres compliant with ISO 27001 standards.
Client records in our CRM (FreshSales, operated by Freshworks Inc.) are stored on Freshworks’ secure cloud infrastructure. Access to FreshSales is restricted to authorised Cocoon personnel only.
Email marketing data (names and email addresses of subscribers) is stored in Brevo (formerly Sendinblue). Brevo is GDPR-compliant and does not sell subscriber data to third parties.
Property photographs taken during visits are retained for a minimum of 12 months and a maximum of 36 months from the date of capture, after which they are permanently deleted unless the client requests retention. Tenancy records (for LTR clients) are retained for a minimum of 7 years to comply with Indian income tax and contract law requirements.
Despite these measures, no data transmission or storage system is entirely secure. We cannot guarantee the absolute security of data transmitted to or from liveincocoon.com, and you transmit such information at your own risk.
4. Third-Party Services We Use
The following third-party services may process your personal data in connection with Cocoon’s operations:
• FreshSales (Freshworks): CRM and lead management. Client names, contact details, property details, and enquiry history are stored here. Freshworks Privacy Policy: freshworks.com/privacy.
• Brevo (Sendinblue): Email marketing. Subscriber names and email addresses are stored for the purpose of sending service updates and newsletters. You may unsubscribe at any time via the link in any email. Brevo Privacy Policy: brevo.com/legal/privacypolicy.
• Razorpay: Payment processing. Card and banking data submitted during payment is processed by Razorpay and not stored by Cocoon. Razorpay Privacy Policy: razorpay.com/privacy.
• Microsoft 365 / OneDrive: Document and photo storage. Inspection reports and property records are stored here. Microsoft Privacy Policy: microsoft.com/privacy.
• WhatsApp Business (Meta): Client communication. Messages exchanged via WhatsApp Business are subject to Meta’s privacy policy. We do not use WhatsApp data for advertising purposes. Meta Privacy Policy: whatsapp.com/legal/privacy-policy.
• Google Analytics: Website analytics. Aggregated, anonymised usage data. Google Privacy Policy: policies.google.com/privacy.
We do not sell, rent, or trade your personal data to any third party for commercial or advertising purposes.
5. NRI Client Data Handling
For NRI clients, we handle data relating to overseas residency, NRE/NRO account details (for payment reconciliation only), and property income information. This data is used solely for service delivery and invoicing purposes. Where applicable, Cocoon may be required to share transaction data with Indian tax authorities in compliance with GST law, income tax regulations, or FEMA reporting requirements. We will notify the client of any such mandatory disclosure where permitted to do so by law.
Property income data shared with Cocoon for STR or LTR settlement reporting is used only for the purpose of generating the client’s monthly settlement statement. It is not shared with any third party other than authorised Cocoon personnel.
6. Your Rights
You have the right to:
• Access the personal data Cocoon holds about you. Submit a written request to [email protected] and we will respond within 10 business days.
• Correct inaccurate or incomplete data. Contact us via email or WhatsApp and we will update your records promptly.
• Delete your personal data, subject to our legal retention obligations (e.g., financial records required under GST law cannot be deleted before the statutory retention period expires).
• Opt out of marketing communications at any time — via the unsubscribe link in any email, by WhatsApp message to +91 98470 88888, or by email to [email protected].
• Withdraw consent for data processing where processing is based on consent. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.
7. Cookies
liveincocoon.com uses standard website cookies for analytics (Google Analytics) and functional purposes (session management). Analytics cookies collect aggregated, anonymised data and do not identify individual visitors. You may disable cookies in your browser settings; this may affect the functionality of certain pages. We do not use advertising cookies or tracking pixels for retargeting purposes.
8. Links to Third-Party Websites
liveincocoon.com may contain links to third-party websites (including booking platforms, vendor websites, or payment gateways). Cocoon is not responsible for the privacy practices of those websites and encourages you to review their privacy policies before submitting any personal data.
9. Children
Cocoon’s services are intended for adults (18 years and over) who own or have authority over residential property. We do not knowingly collect personal data from individuals under 18. If we become aware that data from a minor has been submitted, it will be deleted promptly.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our services, technology, or legal obligations. The current version is always available at liveincocoon.com/privacy-policy. Material changes will be communicated to active clients via email or WhatsApp at least 14 days before they take effect.
11. Governing Law
This Privacy Policy is governed by the laws of India. Any disputes arising from or in connection with this Policy shall be subject to the exclusive jurisdiction of the courts of Ernakulam (Kochi), Kerala, India.
12. Contact
For all privacy-related enquiries, data access requests, or complaints, contact:
Gallivant Ventures LLP, trading as Cocoon Property Management
Jewel Homes, WhiteField, E1, A-Block, SRM Road, Kaloor, Kochi – 682018
Email: [email protected]
WhatsApp: +91 98470 88888
All privacy enquiries are acknowledged within 2 hours during business hours (9am–6pm IST, Monday–Saturday) and responded to in full within 10 business days.
Effective Date: 4 June 2025. Last Reviewed: April 2026.