September 2026
At CS Property Group Ltd and the companies within our group, we are committed to protecting and respecting your privacy.
This policy explains when and why we collect personal information about you, how we use it, the conditions under which we may share it with others, how we keep it safe and secure, and your rights and choices in relation to your information. It applies to our customers, clients, landlords, tenants, residents, prospective tenants, contractors, and visitors to our websites.
This policy should be read alongside our Cookie Policy and any specific privacy notice we give you when we collect your information.
Who we are
We are a group of companies working on behalf of landlords, tenants, residents and freeholders to provide property management, lettings, block management and related property services.
In this policy, references to “CSPG”, “we”, “us” or “our” mean CS Property Group Ltd and the companies it owns (its subsidiaries), which currently include:
- CS Block Management Ltd
- CS Company Secretaries Ltd
- CS Lets Ltd
- MKP Management Ltd
We also operate a number of regional lettings and management brands, each with their own history (for example MKP Management). Where a particular company or brand is responsible for your information, we will tell you.
CS Property Group Ltd is a company registered in England and Wales (registered number 11530729). Each company in the group is a separate legal entity and acts as a data controller for the personal information it holds about you. CS Property Group Ltd co-ordinates data protection across the group and is your central point of contact.
Any reference to “you” or “your” is a reference to you as a user, customer, client, landlord, tenant, resident, applicant, contractor or other individual whose personal information we process.
Our contact details
If you have any questions about this policy or our privacy practices, or if you wish to exercise any of your rights, you can contact us:
- By email: [email protected]
- By post: CS Property Group Ltd, Kings Court, London Road, Stevenage, SG1 2NG
The person responsible for data protection within the group is Lee Ball (Director). You can reach our data protection contact using the details above.
We are registered with the UK’s Information Commissioner’s Office (ICO). Our data protection registration reference(s) are:
CS Block Management Ltd – ZA557791
CS Lets Ltd – ZA259387
CS Company Secretaries Ltd – ZC241054
MKP Management Ltd – ZA555729
The personal information we collect
Depending on the nature of your relationship with us, we may collect and use the following categories of personal information:
- Identity data: such as your name, gender, date of birth, nationality, photograph, copy of your passport or other ID, previous addresses, National Insurance number, and supporting documents such as payslips or bank statements.
- Contact data: such as your email address, residential address, billing address and telephone numbers.
- Financial data: such as your bank account and payment details.
- Transaction data: such as details of payments to and from you and other details of services you have received from us.
- Technical data: such as internet protocol (IP) address, browser type and version, time zone setting, operating system and platform, and other technology identifiers on the devices you use to access our websites.
From time to time, we may also handle more sensitive personal information about you. Where we do, we only process it where we are permitted to under data protection law, for example with your explicit consent or another lawful basis available to us. We ask that you do not provide us with sensitive personal information unless we specifically request it.
Certain checks, such as identity, referencing and Right to Rent immigration checks, are carried out for us by a specialist third-party provider (Goodlord). Where those checks involve documents such as your passport or visa, they are handled in line with that provider’s own privacy information as well as this policy.
How we collect your information
Information you give us directly
You may give us your personal information yourself, for example by completing forms on our website, or by corresponding with us by email, post, phone or messaging. This includes information you provide when you:
- Complete web forms on our websites
- Send us an email
- Telephone or text us
- Send us a WhatsApp message (as an alternative to text messaging)
- Contact us via property marketing platforms such as SpareRoom, OpenRent, IdealFlatmates, Zoopla and similar sites where we advertise rooms or services
- Contact us via social media where we have a presence, such as Facebook, Instagram or LinkedIn
Information from third parties and public sources
We may also receive personal information about you from third parties and publicly available sources, based in the UK or overseas, including:
- Referencing, identity and Right to Rent check providers (currently Goodlord)
- Companies House
- The Electoral Register
- Credit reference and anti-fraud agencies (via our referencing provider)
- Landlords, tenants, managing agents or other parties connected to a property we manage
How and why we use your information
Data protection law requires us to rely on one or more lawful bases to use your personal information. The table below sets out the main ways we use your information and the lawful bases we rely on. In practice, more than one basis may apply.
| Purpose / Activity | Type of data | Lawful basis for processing |
| To respond to your enquiries and contact you
To provide customer support To assist with maintenance enquiries To arrange viewings of a property or room |
Identity
Contact |
Responding to a request you have made to us
Performance of a contract with you Our legitimate interests (running our business, keeping our records updated) |
| To verify your identity
To carry out referencing, Right to Rent and affordability checks |
Identity
Contact Financial Transaction |
Compliance with our legal obligations
Performance of a contract with you Our legitimate interests (preventing fraud and money laundering) |
| To carry out our obligations under any contract between you and us, and to provide the services, information and products you have asked for
To manage payments, rent and deposits To comply with legal, regulatory and court requirements |
Identity
Contact Financial Transaction Technical |
Performance of a contract with you
Compliance with our legal obligations Our legitimate interests (running our business, recovering debts due to us) |
| To administer and protect our business and websites, and to keep them secure
To understand how our websites are used |
Technical | Our legitimate interests (running our business, network and information security)
Consent (for non-essential cookies) |
| To protect against, detect and prevent fraud, money laundering and other risks, and to meet safeguarding obligations | Identity
Contact Financial Transaction |
Compliance with our legal obligations
Recognised / legitimate interests (fraud prevention and safeguarding) |
More about the lawful bases we rely on
- Consent: where you have given us clear consent to use your information in a particular way. You can withdraw your consent at any time.
- Performance of a contract: where we need to use your information to enter into or carry out a contract with you, such as a tenancy or management agreement.
- Legal obligation: where we need to use your information to comply with the law or a regulatory requirement, for example Right to Rent checks, anti-money-laundering rules, or tax and accounting duties.
- Vital interests: where it is necessary to protect someone’s life, health or safety, for example in a medical or safeguarding emergency.
- Legitimate interests: where it is reasonably necessary to achieve our (or a third party’s) legitimate interests, provided your rights do not override those interests. Our legitimate interests include running and improving our business, keeping our records up to date, recovering money owed to us, and protecting our business against fraud and other risks. Where we rely on legitimate interests, we consider and balance any impact on you.
- Recognised legitimate interests: for a limited set of activities recognised in law, such as crime prevention and safeguarding, where we may not need to carry out the usual balancing exercise.
Who we share your information with
We do not sell or rent your information to third parties, and we do not share it with third parties for their own marketing purposes.
We do share your information with trusted providers who help us run our business and deliver our services. These act as our processors and only use your information on our instructions. Depending on the services you receive, they may include:
- IT, cloud storage, communication and productivity providers (for example Microsoft 365 — Outlook, SharePoint and Teams — Dropbox and Monday.com)
- Property, lettings and block-management software providers (for example Resident, Goodlord and PayProp)
- Our accounting software provider (Xero)
- Our bank and payment providers (for example Barclays Bank)
- Messaging providers we use to communicate (for example WhatsApp)
- Print and mailing (hybrid mail) providers we use to produce and post physical letters on our behalf (for example CFH Docmail Ltd (“Docmail”))
- Tenancy deposit schemes (for example the Deposit Protection Service (DPS))
- Referencing, identity, Right to Rent and credit-check providers (currently Goodlord)
- Insurance providers, for example to arrange rent guarantee insurance where needed
- Professional advisers such as lawyers, accountants and auditors
- Regulators, ombudsman and redress schemes (for example The Property Ombudsman and The Property Institute), courts, and other authorities where we are required or permitted to do so
- Business partners with whom we work to deliver property management and lettings services to you
This list is not exhaustive and may change as our business and systems develop. We keep the providers we use under review.
Transferring your information outside the UK
Some of the providers we use are based outside the United Kingdom, or store or process information outside the UK. This means your personal information may be transferred to, and processed in, countries other than the UK.
Whenever we transfer your information outside the UK, we make sure a similar degree of protection applies to it by relying on at least one of the following safeguards:
- Transferring to a country that the UK government has decided provides an adequate level of protection (an “adequacy” decision or “data bridge”); or
- Using specific contracts approved for use in the UK — such as the International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses — which give personal information the same protection it has in the UK; or
- Another safeguard permitted under UK data protection law.
If you would like more information about how we protect your information when it is transferred outside the UK, please contact us using the details above.
Automated decision-making
Some referencing and affordability checks are carried out through our third-party provider (Goodlord) and may involve an element of automated processing (for example scoring against affordability or credit criteria). Decisions about whether to offer you a tenancy are not made solely by automated means without human involvement. If we ever carry out a decision producing legal or similarly significant effects based solely on automated processing, we will tell you and explain your rights, including the right to ask for human review.
Cookies and similar technologies
Our websites use cookies and similar technologies, including tools such as Google Tag Manager and analytics, to help the site function and to understand how it is used.
We only place non-essential cookies (such as analytics and marketing cookies) where we are permitted to, and you can control these through the cookie banner and settings on our website. Essential cookies that are needed for the site to work do not require your consent. For full details of the cookies we use and how to manage them, please see our Cookie Policy.
Marketing and your choices
We do not currently send direct marketing communications. We may send you service-related messages that are necessary to manage our relationship with you, such as messages about your tenancy, property, payments or an enquiry you have made.
If this changes and we wish to send you marketing in future, we will only do so where we are permitted to, and you will always be able to opt out. If at any time you do not wish to receive certain communications from us, simply contact us at [email protected] stating your preference and we will update our records.
How long we keep your information
We keep your information for no longer than is necessary for the purposes for which it was collected. The length of time we keep it depends on operational and legal considerations — for example, we are legally required to hold some types of information to meet our statutory and regulatory obligations (such as health and safety, and tax and accounting requirements).
We review our retention periods on a regular basis and securely delete or anonymise information when it is no longer needed.
Keeping your information secure
When you give us personal information, we take appropriate technical and organisational measures to protect it. No transmission of information over the internet can be guaranteed to be completely secure, so while we do our best to protect your information, we cannot guarantee the security of information you send to us and you do so at your own risk. Once we receive your information, we use appropriate measures to protect it on our systems.
Your rights
Under UK data protection law, you have a number of rights over the personal information we hold about you. Exceptions apply to some of these rights, and not all will be available in every situation. Your rights include:
- Right of access: to ask for a copy of the personal information we hold about you.
- Right to rectification: to have inaccurate or incomplete information corrected.
- Right to restrict processing: to ask us to limit how we use your information in certain circumstances.
- Right to erasure: to ask us to delete your information in certain circumstances.
- Right to data portability: to ask us to provide certain information to you or another provider in a machine-readable format.
- Right to object: to object to our use of your information where we rely on legitimate interests.
- Rights relating to automated decision-making: as described above.
- Right to withdraw consent: where we rely on your consent, you can withdraw it at any time.
To exercise any of these rights, please contact us at [email protected] or by post using the details above. We may need to ask for further information or proof of identity before we act on your request. For more information about your rights, see the guidance published by the ICO at https://ico.org.uk/.
How to complain
If you are unhappy with how we have handled your personal information, please contact us first at [email protected] so we can try to put things right. We will acknowledge your complaint and respond as soon as we can.
You also have the right to complain to the ICO, the UK’s data protection regulator, at any time:
- Website: https://ico.org.uk/make-a-complaint/
- Helpline: 0303 123 1113
We would, however, appreciate the chance to address your concerns before you approach the ICO.
Children’s privacy
Our services are not designed for, or intentionally aimed at, children aged 13 or under. We do not knowingly collect or keep personal information about anyone under the age of 13. If you believe we hold such information, please contact us and we will delete it.
Changes to this policy
We keep this policy under regular review and may update it from time to time. Any changes will be posted on our website, so please check this page occasionally. This policy was last updated in September 2026.
