Privacy, Accessibility and Copyright

This privacy policy sets out how CPS Property Management Ltd (“we”, “our”, “us”), trading as CPS Homes, uses and protects the personal information you give us when you use this website. It also covers personal information provided to us through offline business dealings,

We are committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.

We may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 25th May 2018.

The data we collect and from whom

CPS Homes conducts business with a range of different ‘customer types’ listed below.

As a minimum, we will collect an individual’s name, telephone number, e-mail address and home address for each customer type listed because there is a legitimate interest in holding this information in each instance, which we go on to explain below.

Lettings Applicant

A Lettings Applicant is an individual, individual acting on behalf of a company or a company who has made it known they are searching for a property to let and has requested further details on available properties or booked a viewing. For security reasons and in order to keep our staff safe when conducting viewings, we require the aforementioned personal information data as a minimum. Additionally, as a legitimate interest to a landlord/CPS Homes and in order to enter into a occupation contract, should a Lettings Applicant develop into a Prospective Contract-holder, he/she will be required to undergo referencing/credit checks, so information pertaining to their current employment and current housing situation will be required at this stage in order to be assured that the individual can satisfy referencing requirements. Finally, as a legitimate interest to seeking a property to let, we may send the Lettings Applicant details of further properties that may be of interest to them, so it is pertinent to know the individual’s preferred area of residence, their maximum monthly budget and their personal situation regards to moving.

Sales Applicant

A Sales Applicant is an individual, individual acting on behalf of a company or a company who has made it known they are searching for a property to buy and has requested further details on available properties or booked a viewing. For security reasons and in order to keep our staff safe when conducting viewings, we require the aforementioned personal information data as a minimum. Additionally, as a legitimate interest to a vendor/CPS Homes and in order to enter into a contract of sale, should a Sales Applicant develop into a Prospective Purchaser, he/she may be required to provide proof of funds and/or a mortgage offer, so information pertaining to their current financial situation and current housing situation may be required at this stage in order to be assured that the individual can proceed with the purchase of a property. Finally, as a legitimate interest to seeking a property to buy, we may send the Sales Applicant details of further properties that may be of interest to them, so it is pertinent to know the individual’s preferred area of residence, their maximum purchase budget and their personal situation regards to buying.

Prospective Contract-holder

A Prospective is an individual, individual acting on behalf of a company or a company who has decided they wish to take up residency of a property and has completed an application form to do so. The application form can be found here. We require the information the form requests in order to fulfil our legal obligation under tenancy deposit protection legislation (Housing Act 2004). Additionally, as a legitimate interest to the landlord/CPS Homes and in order to enter into a occupation contract, the information is required in order to undergo referencing/credit checks, so the information is contractually required. A Prospective Contract-holder’s data may be shared with the property landlord, referencing companies, solicitors and court services if and as necessary. We will also be in receipt of information collected when the Prospective Contract-holder was a Lettings Applicant and may continue to process data in accordance with that customer type for the reasons stated previously.

Prospective Purchaser

A Prospective Purchaser is an individual, individual acting on behalf of a company or a company who has submitted an offer to purchase a property. As a legitimate interest to a vendor/CPS Homes and in order to enter into a contract of sale, a Prospective Purchaser may be required to provide proof of funds and/or a mortgage offer, so information pertaining to their current financial situation and current housing situation may be required at this stage in order to be assured that the individual can proceed with the purchase of the property. We will also be in receipt of information collected when the Prospective Purchaser was a Sales Applicant and may continue to process data in accordance with that customer type for the reasons stated previously

Prospective Landlord

A Prospective Landlord is an individual, individual acting on behalf of a company or a company who has expressed an interest in using CPS Homes’ services for the purpose of securing contract-holders and/or managing a property owned or looked after by the Prospective Landlord. In most cases, we will need to attend the property to conduct a valuation, so for security reasons and in order to keep our staff safe when conducting valuations, we require the aforementioned personal information data as a minimum. To aid us in our valuation of the property before and after visiting the property, a legitimate interest we may also require information pertaining to the Prospective Landlord’s ownership of the property, its condition and current tenure, e.g. leasehold or freehold, how long the property has been owned, how much it was purchased for, the layout of the property, who occupies it currently. Finally, as a legitimate interest to seeking a letting and/or managing agent, we may send the Prospective Landlord details of offers and services, as well as local property market news, by electronic or postal means. A Prospective Landlord becomes a Landlord when he/she signs our Landlord Terms of Business.

Prospective Vendor

A Prospective Vendor is an individual, individual acting on behalf of a company or a company who has expressed an interest in using CPS Homes’ services for the purpose of securing a purchaser for a property owned or looked after by the Prospective Vendor. In most cases, we will need to attend the property to conduct a valuation, so for security reasons and in order to keep our staff safe when conducting valuations, we require the aforementioned personal information data as a minimum. To aid us in our valuation of the property before and after visiting the property, a legitimate interest we may also require information pertaining to the Prospective Vendor’s ownership of the property, its condition and current tenure, e.g. leasehold or freehold, how long the property has been owned, how much it was purchased for, the layout of the property, who occupies it currently. Finally, as a legitimate interest to seeking an estate agent to sell the property, we may send the Prospective Vendor details of offers and services, as well as local property market news, by electronic or postal means. A Prospective Vendor becomes a Vendor when he/she signs our Sales Terms of Business.

Contract-holder

A Contract-holder is an individual, individual acting on behalf of a company or a company who has signed a occupation contract (“contract”) executed by CPS Homes. In order to fulfil the terms of this contract, especially in ensuring repairs are completed swiftly, it is essential, where needed, that the Landlord/CPS Homes passes on the Contract-holder’s essential contact information to authorised contractors so they can liaise with you for access to the property. A list of approved contractors is available from our head office. Additionally, the Landlord/CPS Homes has a legal obligation to inform the water board of who is occupying the property (Flood and Water Management Act 2010 and Water Industry Act 1991). As a legitimate interest to all parties, it may also be necessary to provide the local authority and/or utility companies with tenancy and contact information if they request details on who is/was in occupation of the property in question. A Contract-holder’s data may also be shared with the property landlord, other contract-holders, guarantors and relevant persons in the same property on the same agreement, solicitors and court services if and as necessary. We will also be in receipt of information collected when the Contract-holder was a Lettings Applicant and/or Prospective Contract-holder and may continue to process data in accordance with those customer types for the reasons stated previously.

Guarantor

A Guarantor is an individual, individual acting on behalf of a company or a company who has been asked to sign a Guarantor Agreement on behalf of a Prospective Contract-holder or Contract-holder so that he/she may enter into a Occupation contract executed by CPS Homes, therefore it is required in order to enter into a contract. The Guarantor Agreement can be found here. We require the information the agreement requests as a legitimate interest to the Landlord/CPS Homes in protecting themselves against loss to the property. A Guarantor’s data may also be shared with the property landlord, other contract-holders, guarantors and relevant persons in the same property on the same agreement, solicitors and court services if and as necessary. Additionally, in order for the Contract-holder(s) to enter into a occupation contract, the Guarantor may require a credit check, in which case the information is contractually required.

Landlord

A Landlord is an individual, individual acting on behalf of a company or a company who has signed our Landlord Terms of Business to formally instruct us to act on his/her behalf in a contract-holder-find and/or managing agent capacity. We require the specific personal information requested within the Landlord Terms of Business in order to fulfil our legal obligation in providing the Landlord’s essential contact details to Rent Smart Wales should they request information about their property and/or its owner(s). As a legitimate interest to both parties, it may be necessary for us to provide the local authority and/or utility companies with the Landlord’s essential contact information if they request the property owners’ details or they require information about an empty period. During the course of business, it may also be prudent for us to issue the Landlord’s essential contact information to an approved contractor in order to discuss approved repairs/improvements on more detail. A Landlord’s data may also be shared with contract-holders, guarantors and relevant persons in the same property on the same agreement, solicitors and court services if and as necessary. We will also be in receipt of information collected when the Landlord was a Prospective Landlord and may continue to process data in accordance with that customer type for the reasons stated previously.

Purchaser

A is an individual, individual acting on behalf of a company or a company who has had their offer to purchase a property accepted by a Vendor. As a legitimate interest to the Vendor/CPS Homes and in order to enter into a contract of sale, a Purchaser will be required to provide proof of funds and/or a mortgage offer, so information pertaining to their current financial situation and current housing situation will be required at this stage in order to be assured that the individual can proceed with the purchase of the property. As a means of entering into a contract of sale, we will be required to share a Purchaser’s essential personal information with their solicitor, the Vendor’s solicitors and the Vendor. A Purchaser’s data may be shared with mortgage providers (where express consent is provided by the Purchaser), relevant government agencies, contractors for quotes, removal companies, their buyer and court services, if and as necessary. We will also be in receipt of information collected when the Purchaser was a Prospective Purchaser and/or Sales Applicant and may continue to process data in accordance with those customer types for the reasons stated previously.

Vendor

A Vendor is an individual, individual acting on behalf of a company or a company who has signed our Sales Terms of Business to formally instruct us to act on his/her behalf in finding a purchaser. We require the specific personal information requested within the Sales Terms of Business, along with the proof of identity requested, in order to fulfil our legal obligation under Money Laundering Regulations 2017. Additionally, as a means of entering into a contract of sale, we will be required to share a Vendor’s essential personal information with their solicitor, the Purchaser’s solicitors and the Purchaser. If, as lawfully required by The Energy Efficiency (Private Rented Property)(England and Wales) Regulations 2015, an Energy Performance Certificate is needed and access to the property must be arranged via you, we may share your personal information with an Energy Performance Assessor. A Vendor’s data may be shared with mortgage providers (where express consent is provided by the Vendor), relevant government agencies, contractors for quotes, removal companies, their buyer and court services, if and as necessary. We will also be in receipt of information collected when the Vendor was a Prospective Vendor and may continue to process data in accordance with that customer type for the reasons stated previously.

Purchaser’s Solicitor

A Purchaser’s Solicitor is an individual, individual acting on behalf of a company or a company who has been instructed by a Purchaser to act on his/her behalf in the purchase of a property. As a means of entering into a contract of sale, we will be required to share a Purchaser’s Solicitors’ essential personal and company information with their client (the Purchaser), the Vendor and the Vendor’s Solicitor.

Vendor’s Solicitor

A Vendor’s Solicitor is an individual, individual acting on behalf of a company or a company who has been instructed by a Vendor to act on his/her behalf in the sale of a property. As a means of entering into a contract of sale, we will be required to share a Vendor’s Solicitors’ essential personal and company information with their client (the Vendor), the Purchaser and the Purchaser’s Solicitor.

Contractor

A Contractor is an individual, individual acting on behalf of a company or a company who has been instructed by CPS Homes, a Landlord and/or a Vendor to carry out a job at a property. As a legitimate interest to completing the job swiftly and efficiently, we may share a Contractor’s essential personal contact information with a Contract-holder, Landlord and/or Vendor in order to arrange mutually convenient access to a property.

Retention of data

We will only retain personal data for as long as is necessary. How long is necessary can depend on a variety of factors.

In order to successfully and informatively respond to any potential court or insurance claim arising from dealings with any of customer types, as a commercial interest we will retain data for at least six years from the end of our business relationship as this is the maximum period of time an individual or company can submit a monetary court claim. We may choose to hold the information for longer should we see fit, however.

In any case, Money Laundering Regulations 2017 state that we must retain the records of Purchasers, Vendors, Purchasers’ Solicitors and Vendors’ Solicitors for a period of five years.

Additionally, the Limitation Act 1980 states adults have 3 years from the date of an incident (children have 3 years from their 18^th birthday) in order to bring a personal injury claim to light, so data is retained for this period of time partly due to this legal ruling.

Security and storage

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we hold. This includes secured web databases and electronic software, as well as locked files where paper-based documents may be held.

We may transfer data that we collect from you to locations outside of the United Kingdom and European Economic Area for processing and storing. Also, it may be processed by staff operating outside the United Kingdom and European Economic Area who work for us or for one of our suppliers. For example, such staff maybe engaged in the processing and concluding of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all reasonable steps to make sure that your data is treated securely and in agreement with this Privacy Policy.

Data that is provided to us is stored on our secure servers.

Our servers that allow data capture use encrypted URLs with valid SSL certificates, meaning the data you share with us electronically is as safe as reasonably possible at the time of drafting this policy. Where we have given you (or where you have chosen) a password so that you can access certain parts of our site, you are responsible for keeping this password confidential.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, 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 operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use Google Analytics 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.

We use also use functionality contained within social media website within this site so that we can share items of interest with you or so that you can follow us on the various social media profiles we have.

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.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites. However, once you have used these links to leave our site, you should note that this privacy policy does not extend to any other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Individual rights

General Data Protection Regulations (GDPR) gives individuals the following rights;

The right to be informed
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling

You will find more information on your rights on the Information Commissioner’s Office (ICO) website.

If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to us or emailing us at enquiries@cpshomes.co.uk.

Under the Data Protection Act 1988 and General Data Protection Regulations you may request details of personal information which we hold about you by making a subject access request to enquiries@cpshomes.co.uk or by writing to us at CPS Homes, 34 Woodville Road, Cathays, Cardiff, CF24 4EA.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

You may request that any information we hold about you is deleted and we will do so unless there is a legal basis for us to retain that information.

Accessibility Statement

We make every effort to ensure that the Web site is accessible to as many people as possible, in compliance with W3C best practice accessibility guidelines. We aim to conform to the Web Content Accessibility Guidelines level 2.

In doing so, it is acting in accordance with the Disability Discrimination Act 1995 Part Four (as amended by Special Educational Needs Disability Act 2001) and the Disability Discrimination Act 2005.

If you would like further information or are experiencing problems accessing the CPS Homes Web site, please contact webteam@cpshomes.co.uk

Make the most of your visit to the CPS Homes website with some tips...

Increase the font size

For improved visibility you may be able to increase (or decrease) the size of text and alter the choice of font.

Internet Explorer Users:
Go to Internet Options (as above) and choose Colours.
You can change text and background page colour as well as the colour in which links appear, and then click OK.
Choose Accessibility from within Internet Options and click on Ignore colours specified on Web pages.
When you click OK, this should ensure that the page you are viewing now appears with your specifications.

Change the colour of text and the background

You may require specific colours in order to be able to view My Account easily.

How can I listen to the PDF documents on your website?

Download Adobe Reader then select 'View', then 'Read out loud' and your PC will dictate the document.

Copyright

All intellectual property rights and other similar rights, including, without limit, copyright, in and to the website and content that appears or is published on the website (the "materials") are owned by or licensed to CPS Homes. All such rights are expressly reserved to CPS Homes and/or the respective copyright owner or licensor.

In accessing this website, you may only download the materials for your own personal non-commercial use.

You are not permitted to copy, broadcast, download, store (in any medium), transmit, show or play in public, adapt or change in any way or communicate to the public the materials for any other purpose whatsoever without the prior written permission of CPS Homes.

Links to other third party sites are provided for your convenience, CPS Homes accepts no responsibility or liability for the content of those sites or of any external third party site which links to this website.

Requests for any further authorisation regarding proposed usage of the materials provided on this website should be addressed to:

The Internet Team
CPS Homes
66 Albany Roath
Roath
Cardiff
CF24 3RR
webteam@cpshomes.co.uk

Image credits

Image credits to Freepik and azerbaijan-stockers for use within marketing of our Cwtch magazine and Christmas giveaways.

Terms of Use

INTRODUCTION

1.1

"We" are CPS Property Management LTD (5211337) and our registered head office address is 34 Woodville Rd, Cathays, Cardiff, CF24 4EA, Wales. We can also be contacted at enquiries@cpshomes.co.uk. Our VAT number is [GB]779 326287

1.2

These terms and conditions are deemed to include our privacy policy and are collectively known as our "terms".

1.3

When you use this Site, you agree to be bound by these terms and conditions. If you do not agree to be bound by these Terms, you may not use this Site.

1.4

You may print and keep a copy of these Terms. They are a legal agreement between us and can only be modified with our consent. We may change these Terms at our discretion by changing them on the Site. The then current version of these Terms will apply whenever you use this Site.

NOTICES

2.1

All notices shall be given

2.1.1

to us, by email to enquiries@cpshomes.co.uk or by post to CPS Homes. Our address is 66 Albany Road, Roath, Cardiff, CF24 3RR, Wales.

2.1.2

to you, by email to the email address that you provide to us at the point of your registration, as may be amended by you on the Personal Details section of this Site from time to time.

2.2

All notices sent by email will be deemed to have been received on receipt (or, when received on a UK national holiday or on a Saturday or a Sunday, the next working day following the day of receipt). All notice sent by post will be deemed to have been received 3 working days after the date of posting.

CUSTOMER FEEDBACK

3.1

We operate a system to ensure that all customer feedback is dealt with fairly and consistently, and is properly recorded. We welcome any suggestions that you make about how we may improve our service. Please write to us at CPS Homes, 34 Woodville Rd, Cathays, Cardiff, CF24 4EA, Wales. Alternatively e-mail us at enquiries@cpshomes.co.uk We aim to acknowledge all customer feedback.

GENERAL

4.1

We may from to time to time change the content of this Site or suspend or discontinue any aspect of this Site, which may include your access to it. Subject to our notifying you to the contrary, any amendments or new content to this Site will be subject to these Terms.

4.2

These Terms are the whole agreement between you and us. You acknowledge that you have not entered into this agreement in reliance on any warranty or representation made by us (unless made fraudulently). If a court decides that any part of these Terms cannot be enforced, that particular part of these Terms will not apply, but the rest of these Terms will. A waiver by a party of a breach of any provision shall not be deemed a continuing waiver or a waiver of any subsequent breach of the same or any other provisions. Failure or delay in exercising any right under these Terms shall not prevent the exercise of that or any other right. You may not assign or transfer any benefit, interest or obligation under these Terms. The provisions of the Contracts (Rights of Third Parties) Act 1999 shall not apply to these Terms.

Indemnity

You acknowledge that you are solely responsible for the use to which you put this website and all the results and information you obtain from it and that all warranties, conditions, undertakings, representations and terms whether expressed or implied, statutory or otherwise are hereby excluded to the fullest extent permitted by law.

Save in respect of liability for death or personal injury arising out of negligence or for fraudulent misrepresentation, we and all contributors to this website hereby disclaim to the fullest extent permitted by law all liability for any loss or damage including any consequential or indirect loss or damage incurred by you, whether arising in tort, contract or otherwise, and arising out of or in relation to or in connection with your access to or use of or inability to use this website.

Whilst we take every care to ensure that the standard of this website remains high and to maintain the continuity of it, we do not accept any ongoing obligation or responsibility to operate this website (or any particular part of it).

If any part of our terms and conditions is deemed to be unenforceable (including any provision in which we exclude our liability to you) the enforceability of any other part of these conditions will not be affected.

These terms and conditions and your use of this website are governed exclusively by English law.

This does not affect your statutory rights as a consumer.

Business Safeguards

CPS Property Management Ltd maintains the following business safeguards:

- A Client Money Protection policy via Propertymark (due for renewal on 30/09/2025)

- A Professional Indemnity Insurance policy via TokioMarine HCC (due for renewal on 06/04/2025)

- Membership with The Property Ombudsman redress scheme for sales and lettings (due for renewal on 30/09/2025)