Privacy Policy — CFP Properties | City Finance Partners Ltd

Last updated: 1 January 2025 | Applies to: cfpproperties.co.uk

1. Who We Are

This Privacy Policy applies to City Finance Partners Ltd, a company registered in England and Wales, trading as CFP Properties ("we", "us", "our"). We operate the website cfpproperties.co.uk and provide short-term holiday and serviced accommodation letting services across the United Kingdom.

We are committed to protecting your personal data and to processing it in accordance with UK GDPR, the Data Protection Act 2018, and any other applicable UK data protection legislation.

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at: hello@cfpproperties.co.uk.

2. What Data We Collect

We collect personal data that you provide directly to us, including through our website contact forms and property owner enquiry forms. The categories of data we may collect include:

Identity data: your name.
Contact data: your email address, phone number.
Property data: property address, number of bedrooms, and other property details you provide in an owner enquiry.
Communications data: the content of messages you send us via our website forms.
Technical data: basic analytics data including IP address, browser type, and pages visited, collected via standard web hosting logs and analytics tools.

We do not collect any special category data (such as health data, racial or ethnic origin, or financial account details) unless you voluntarily include such information in a message to us, and we would not encourage you to do so.

3. How We Use Your Data

We use the personal data we collect for the following purposes:

To respond to your enquiries and communicate with you about our services.
To assess and process property owner applications.
To facilitate bookings and manage your stay.
To comply with legal obligations to which we are subject.
To improve our website and services based on how they are used.

The legal bases we rely on to process your personal data are: contract performance (where processing is necessary to enter into or perform a contract with you), legitimate interests (for responding to enquiries and improving our services), and legal obligation (where processing is required by law).

4. How Long We Retain Your Data

We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law. As a general guide:

Enquiry and contact form data: up to 2 years from the date of submission, unless a booking relationship is established.
Booking-related records: up to 7 years, in line with standard accounting and contractual record-keeping requirements.
Owner partnership data: for the duration of any agreement plus 7 years thereafter.

Where data is no longer needed, we will securely delete or anonymise it.

5. Sharing Your Data

We do not sell, rent, or trade your personal data to third parties for marketing purposes. We may share your data with:

Service providers who assist us in operating our business, such as web hosting providers, email services, and form processing tools (including Netlify, whose privacy policy applies to data transmitted through our website forms). These providers process data only on our instructions.
Professional advisers such as lawyers, accountants, and auditors where necessary.
Law enforcement or regulatory bodies where required by law or legal process.

6. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to request that we correct inaccurate or incomplete data.
Right to erasure: to request that we delete your personal data in certain circumstances.
Right to restriction: to request that we restrict processing of your data in certain circumstances.
Right to data portability: to receive your data in a structured, commonly used format in certain circumstances.
Right to object: to object to processing of your data where we rely on legitimate interests.

To exercise any of these rights, please contact us at hello@cfpproperties.co.uk. We will respond within one calendar month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

7. Cookies & Tracking

Our website may use essential cookies to ensure it functions correctly. We do not currently use advertising or tracking cookies. Where any analytics data is collected, it is used in aggregate form only to understand how the website is used and to improve the user experience. We do not use this data to identify individual visitors.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. Our website is served over HTTPS. Form submissions are processed via Netlify's secure infrastructure.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The date at the top of this page indicates when it was last revised. We encourage you to review this page periodically.

10. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or our data practices, please contact us:

City Finance Partners Ltd (trading as CFP Properties)
Email: hello@cfpproperties.co.uk
Phone: 020 XXXX XXXX
Registered in England and Wales