1. Introduction
CPS Handiworks Limited ("CPS", "we", "us", "our") respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store, share and protect information when you visit our website, enquire about our services, subscribe to CPS Handy Hero or use our property maintenance services.
We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable privacy legislation.
2. Who Is Responsible for Your Information?
For personal information we process for our own business purposes, the data controller is:
CPS Handiworks Limited
Company number: 09796410
Registered office: 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ
Email: info@cpshandiworks.com
Telephone: +44 7956 719886
Where we process tenant information strictly on behalf of a managing agent or landlord, our respective data protection roles will be established in the relevant service agreement.
3. Information We Collect
Depending on your relationship with us, we may collect:
Personal and contact information
- Name, email address and telephone number.
- Billing and correspondence addresses.
- Property addresses and contact preferences.
- Landlord, tenant and managing-agent contact details.
Membership information
- Subscription plan and start date.
- Properties registered under the membership.
- Membership status, renewal and cancellation records.
- Payment and invoice history.
Property maintenance information
- Maintenance requests and repair descriptions.
- Appointment and access instructions.
- Inspection reports and photographs.
- Maintenance history and job completion records.
- Compliance certificates and renewal dates.
- Communications relating to repairs and maintenance.
Website and technical information
- IP address and browser information.
- Device type and website usage information.
- Cookie preferences.
- Website interaction and performance information.
Payment information
Payments may be processed through authorised third-party payment providers. We may receive payment status, transaction references and limited payment information.
We do not intend to store complete payment-card details on our own systems.
4. How We Collect Information
We may collect personal information when you:
- Visit our website.
- Complete an enquiry or subscription form.
- Contact us by telephone, email or messaging service.
- Make a payment.
- Request a property inspection or repair.
- Submit photographs or property information.
- Communicate with our employees or contractors.
- Are identified as a tenant or authorised contact by a landlord or managing agent.
We may also receive relevant information from property owners, managing agents, contractors and payment service providers.
5. Why We Use Personal Information
We process information for the following purposes and lawful bases:
| Purpose | Typical lawful basis |
|---|---|
| Register and administer memberships | Contract |
| Process subscriptions and payments | Contract / legal obligation |
| Arrange repairs and inspections | Contract / legitimate interests |
| Communicate with tenants and agents | Legitimate interests / contract, depending on the relationship |
| Maintain property records | Contract / legitimate interests |
| Maintain financial and tax records | Legal obligation |
| Handle complaints and disputes | Legal obligation / legitimate interests |
| Protect website and account security | Legitimate interests |
| Send direct marketing | Consent or legitimate interests where legally permitted |
| Use non-essential cookies | Consent |
Where we rely on legitimate interests, we consider the necessity of the processing and the rights of affected individuals.
6. Tenant and Managing-Agent Information
Where CPS Handy Hero provides maintenance coordination services for landlords or managing agents, we may receive tenant names, contact details, property addresses and repair information.
We use this information to:
- Receive and assess maintenance reports.
- Arrange contractor appointments.
- Communicate about access and repairs.
- Record maintenance activity.
- Update authorised landlords or managing agents.
- Maintain relevant records and resolve disputes.
We will only disclose tenant information where there is an appropriate lawful basis.
Managing agents and landlords must provide any privacy information they are responsible for supplying to tenants.
Where CPS acts as a processor on behalf of another controller, a suitable data processing agreement will be put in place.
7. Property Inspections and Photographs
CPS may take photographs during inspections or maintenance visits to document property condition, defects, completed work and recommended repairs.
Photographs may be included in digital inspection reports and Property Passport records.
We will take reasonable steps to avoid capturing unnecessary personal information, private documents or identifiable individuals.
Inspection photographs will not be used for advertising or promotional purposes without an appropriate lawful basis and any required permissions.
8. Payments and Subscription Providers
We may use third-party providers to process card payments, Direct Debits, invoices and recurring subscription payments.
Such providers may process information under their own privacy notices and contractual arrangements.
We will only share information reasonably necessary to administer payments and related services.
Payment provider(s): [Insert confirmed providers]
9. Website Hosting, Analytics and Cookies
Our website may use hosting, security, analytics and functionality services.
Strictly necessary cookies may be used to operate essential website functions.
Where legally required, non-essential analytics, advertising and tracking cookies will only be activated after valid consent has been obtained.
Visitors must be able to reject non-essential cookies and withdraw their consent as easily as they gave it.
We will provide clear information about the cookies used, their purposes and duration.
Website platform: Webflow, subject to confirmation of the live configuration.
Analytics and advertising tools: [List all tools actually installed]
Cookie details: [Insert cookie inventory or link to Cookie Policy]
10. Sharing Your Information
We may share relevant information with:
- CPS employees and authorised representatives.
- Qualified tradespeople and subcontractors.
- Managing agents, landlords and authorised property contacts.
- Payment processors and accounting providers.
- Website hosting and technical service providers.
- IT, communications and customer-management providers.
- Professional advisers, insurers and legal representatives.
- Public authorities where required or permitted by law.
We do not sell personal information to advertisers or data brokers.
We require appropriate confidentiality, security and data protection safeguards where applicable.
11. International Transfers
Some technology providers may process information outside the United Kingdom.
Where personal information is transferred internationally, we will use a lawful transfer mechanism and appropriate safeguards as required by UK data protection law.
These may include adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses, where appropriate.
12. How Long We Keep Information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, contractual and dispute-resolution requirements.
Our retention schedule will specify appropriate periods for:
- Membership and account records.
- Payment and financial records.
- Maintenance reports and inspection photographs.
- Tenant communications.
- Enquiries and marketing information.
- Website analytics and technical logs.
When information is no longer required, we will securely delete or anonymise it, unless lawful retention is necessary.
Detailed retention schedule: [To be approved and implemented]
13. How We Protect Information
We use appropriate technical and organisational safeguards designed to protect personal information against unauthorised access, loss, alteration or disclosure.
These may include access restrictions, authentication controls, secure payment processing, staff confidentiality requirements and appropriate supplier security arrangements.
No internet-based system can be guaranteed completely secure, but we take reasonable steps to manage identified risks.
Where required by law, we will report qualifying personal data breaches to the Information Commissioner's Office and affected individuals.
14. Your Data Protection Rights
Depending on the circumstances, you may have the right to:
- Request access to personal information held about you.
- Request correction of inaccurate information.
- Request deletion of information.
- Request restriction of processing.
- Object to certain processing activities.
- Request data portability where applicable.
- Withdraw consent where processing relies on consent.
- Challenge qualifying solely automated decisions.
Some rights are subject to legal exceptions.
To exercise your rights, email info@cpshandiworks.com.
We will respond within the applicable statutory timeframe.
15. Marketing Communications
We may contact customers and prospective customers about CPS services where permitted by applicable law.
Where consent is required, we will obtain it before sending marketing communications.
Marketing emails will include an appropriate unsubscribe method.
Customers may opt out of direct marketing at any time by contacting us.
Opting out of marketing does not prevent us from sending essential service, billing or contractual communications.
16. Children's Information
Our services are intended primarily for adults and authorised property representatives.
We do not knowingly collect personal information directly from children for marketing or subscription registration.
If children's information is incidentally included in property records or photographs, we will handle it in accordance with applicable data protection requirements.
17. Third-Party Websites
Our website may link to third-party websites and services.
We are not responsible for the privacy practices of independently operated websites.
Visitors should review the privacy policies of those providers.
18. Changes to This Policy
We may update this Privacy Policy to reflect changes in our services, technology or legal obligations.
The latest version will be published on our website with its effective date.
Where legally required, we will notify affected individuals of material changes.
19. Complaints
If you have concerns about how we handle personal information, please contact us first:
Email: info@cpshandiworks.com
You also have the right to complain to the Information Commissioner's Office (ICO).
Website: www.ico.org.uk
20. Contact Us
CPS Handiworks Limited
CPS Handy Hero Subscription
Website: www.cpshandiworks.com
Email: info@cpshandiworks.com
Telephone: +44 7956 719886
Registered office: 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ
Privacy enquiries: info@cpshandiworks.com