Privacy notice, last updated September 2026
What we do with tenant and agent data.
Property addresses, tenant names and tenant phone numbers pass through this business every day. This page says exactly what happens to them.
Who we are
C2P Property Maintenance, 28 Mersey Road, Biggleswade, Bedfordshire, SG18 8NQ. C2P Property Maintenance is a sole trader business. We are the data controller for the personal data described here. Registered with the Information Commissioner’s Office, registration no. [Z0000000].
Contact us about data protection: hello@c2ppropertymaintenance.co.uk or 07597 059630.
What we collect, and why
| Data | Why | Lawful basis |
|---|---|---|
| Your name, agency, phone, email | To take the job, reply to you, and invoice | Contract |
| Property address | To get to the job and put it on the invoice | Contract |
| Tenant name and mobile number | To arrange access directly with the tenant | Legitimate interests, carrying out repairs you have instructed |
| Photos of the fault and the completed work | To record the job, show you what was done, and settle any dispute | Legitimate interests |
| Notes about vulnerability | To prioritise attendance safely | Legitimate interests, and vital interests in an emergency |
| Invoice and payment records | Accounting and tax | Legal obligation |
| Gas safety records | Gas Safety (Installation and Use) Regulations 1998 | Legal obligation |
Where tenant data comes from
Usually from you, the agent, not from the tenant. That means the tenant may not know we hold their number until we contact them. When we first contact a tenant we say who we are, who instructed us, and that they can ask us to delete their number once the job is closed.
If you send us tenant details, please make sure your own privacy notice tells tenants that contractors may be given their contact details to arrange repairs.
Who we share it with
- A specialist we bring in for part of a job, and only the details that job needs.
- DS Plumbing & Heating (Gas Safe no. 969794) for gas work.
- Our accountant and, where relevant, HMRC.
- Our IT suppliers: [email provider], Resend (which delivers website form submissions to our inbox), Vercel (which hosts the website), [accounting software]. All are contracted processors within the UK or EEA, or covered by an approved transfer mechanism.
How long we keep it
| Record | Kept for |
|---|---|
| Tenant name and phone number | [12 months] after the job closes, then deleted |
| Job record, photos and notes | [6 years], the limitation period for a contract claim |
| Invoices and accounting records | 6 years from the end of the accounting period (HMRC) |
| Gas safety records | At least 2 years, as the regulations require |
| Form submissions that never became a job | [3 months] |
Photos
We photograph faults and completed work as a record of the job and to send you an update. Photos of a property interior are taken with the tenant’s knowledge.
We publish some job photos on the recent jobs page and on our Google Business Profile. Before anything is published we remove or blur house numbers, street signs, personal belongings and anything else that identifies the property or the tenant, and we do not publish an interior photo without the tenant’s consent. If you or a tenant want a published photo taken down, email us and it comes down the same working day, no reason needed.
Cookies and tracking
This site sets no cookies and runs no analytics, advertising or session-recording scripts. There is one small JavaScript file, which opens the mobile menu and the services accordion. That is why there is no cookie banner: there is nothing to consent to.
Our web host keeps standard server logs, including IP addresses, for [00 days] for security and troubleshooting.
Your rights
You, and any tenant whose details we hold, can ask us to: confirm what we hold, provide a copy, correct anything wrong, delete it where we are not required to keep it, restrict or object to how we use it, or provide it in a portable format. Email hello@c2ppropertymaintenance.co.uk. We reply within one month, free of charge.
If you are unhappy with how we have handled your data you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would rather you told us first so we can put it right.
Security
Job data is held in [named systems], with access limited to the people working on the job. Devices are encrypted and passwords are managed. Form submissions are transmitted over HTTPS. We do not keep tenant details in paper diaries or in a shared inbox that anyone can read.
Changes
If this notice changes materially we will update the date at the top and, where it affects a live job, tell you directly.
On this page
Ask us about your data
We reply within one month, free of charge, usually the same week.
Call 07597 059630