Data Protection – Privacy Notice for Cardigan Bay Properties

What is the purpose of this privacy notice?

This privacy notice aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through this website when you contact us about a property, request a valuation or a viewing, request to sign up to our newsletter or be added to our database, ask for a referral for survey, solicitor, mortgage advice, energy performance assessor, etc

This website is not intended for children and we do not knowingly collect data relating to children.

You must read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Data controller

Tanlen Estate Limited t/a Cardigan Bay Properties, a limited company is the controller and responsible for your personal data (collectively referred to as “Business”, “we”, “us” or “our” in this privacy notice). Our contact details are Unit 4a, Parc Aberporth, Aberporth, Ceredigion, SA43 2DZ. For all data matters contact Helen Worrall and Tania Dutnell on 01239 562 500 / info@cardiganbayproperties.co.uk

Third-party links outside of our control

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

When you leave our website, we encourage you to read the privacy notice of every website you visit.

Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioners Office.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

• Identity Data: includes first name / last name / username / marital status / title / date of birth / gender.
• Contact Data: includes address / email address / telephone numbers.
• Other information relevant to selling property or buying a property such as proof of funds and finance
• We also collect, use and share Aggregated Data such as statistical, analytical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect your personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

We use different methods to collect data from and about you including through:

Directly: you may provide us with your details when you contact us via email or phone, from the contact us form on our website, from a property portal or a social media site.

This includes personal data you provide when you:

• Apply for our products or services
• Request a viewing or a valuation on a property
• Subscribe to our service or publications
• Request marketing to be sent to you

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances to process your request or business interest with our company:

• Performance of Contract: this means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
• Legitimate Interest: this means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by emailing us at info@cardiganbayproperties.co.uk or calling 01239 562 500
• Comply with a legal or regulatory obligation: this means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us: Helen Worrall or Tania Dutnell at info@cardiganbayproperties.co.uk or calling 01239 562 500

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, with the legal bases we rely on to do so.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us 

Helen Worrall or Tania Dutnell at info@cardiganbayproperties.co.uk or calling 01239 562 500

if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To register you as a new customer	(a) Identity (b) Consent (c) Contract	Performance of a contract with you or add you to our mailing list
Register you for Anti-Money Laundering (buyers and sellers)	(a) Identity	Legal Obligation
To register you for solicitors, mortgage advisors, EPC or surveyors products or services	(a) Consent	Legitimate interest

What do you use the personal data for?

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

We have established the following personal data control mechanisms: Access Controls, Data Minimization, Purpose Limitation, Data Subject Rights, Security Measures & Accountability.

Opting out

You can ask us or third parties to stop sending you marketing messages at any time

by logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences or by following the opt-out links on any marketing message sent to you by emailing us at: info@cardiganbayproperties.co.uk

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of:

• If you choose to sell your home or buy a home with Cardigan Bay Properties, we have a legal obligation to retain some information about your transaction for six years from the date your transaction completes.
• If you choose to have your home valued by Cardigan Bay Properties, or view a property that is marketed by Cardigan Bay Properties, we will also retain information about your appointment for six years from the appointment date.
• We may also retain some information to resolve disputes, enforce our agreements, support business operations, and continue to develop and improve our Services.
• Publicly available information: we also use sources of public data to find out information about your property. If you request the removal of your data, we will retain publicly available information about your property but remove your personal association to it. The information we retain about you will be held in accordance with our Privacy Policy.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

For more information about the cookies we use, please see below

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact

Helen Worrall or Tania Dutnell at info@cardiganbayproperties.co.uk or calling 01239 562 500

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.

• Internal Third Parties: Home owners (confirmation or names for viewings)
• External Third Parties: Solicitors (notification of sale); Surveyors (survey quote); Mortgage Advisors (mortgage quote); Energy Performance Assessors (EPC)
• Service Providers acting as processors based in Wolverhampton and the UK who provide Data storage on our secure servers, and our data feed providers, https://www.altosoftware.co.uk/
• Anti Money Laundering Checks Thirdfort – ID verification, anti-money laundering and Source of Funds checks 17-21 Risborough St, London SE1 0HG, 0161 768 0083
• HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based the United Kingdom. HMRC may request data when conducting an audit for Anti-Money Laundering purposes.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

It may be necessary to transfer your data to a destination outside the European Economic Area. For example, certain processing of data for analytics purposes, e.g. Google Analytics, will take place in the United States of America. By submitting your personal data, you agree to this transfer, storing or processing. We will take all the reasonable steps necessary to ensure that your data is treated securely and in accordance with this Privacy Policy.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for 6 years after they cease being customers.

In some circumstances you can ask us to delete your data: see Your legal rights below for further information.

We may also retain some information to resolve disputes, enforce our agreements, support business operations, and continue to develop and improve our Services. Publicly available information: we also use sources of public data to find out information about your property. If you request the removal of your data, we will retain publicly available information about your property but remove your personal association to it. The information we retain about you will be held in accordance with our Privacy Policy.

Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:

• The right to request a copy of the personal data which we hold about you;
• The right to request that we correct any personal data if it is found to be inaccurate or out of date;
• The right to request your personal data is erased where it is no longer necessary to retain such data;
• The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;
• The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable 9i.e. where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means);
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
• The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority); direct marketing or processing for the purposes of scientific/historical research and statistics).

If you wish to exercise any of the rights set out above, please contact
Helen Worrall or Tania Dutnell at info@cardiganbayproperties.co.uk or calling 01239 562 500.

No fee required – with some exceptions

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

This notice was last updated on 11/01/2026 and historic versions can be obtained by contacting us.

Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.

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 collect online.

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers.

Our website may contain links to other websites of interest.  However, once you have used these links to leave our site, you should note that we do not have any control over that 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.

About Cookies and Other Tracking Technologies

• Cardigan Bay Properties, and our third party analytics and advertising partners, use cookies and other tracking technologies to collect and process information about you through Our Site. 
• We use cookies and other tracking technologies to recognise you as an existing user of Our Site; understand the interests of our customers; improve our website by customising content for you; determine whether an email has been opened and acted upon; and measure the effectiveness of advertising channels.

Our Site uses the following cookies:

• Strictly necessary cookies. These are cookies that are required for the operation of Our Site. They include, for example, cookies that enable you to log in to secure areas of Our Site.
• Analytical / performance cookies. These allow us to see how you move around Our Site so that we can ensure that Our Site performs well and we can make any improvements that are necessary to help you find what you are looking for more easily. This includes (but is not limited to):
  • Google Analytics (which lets us know how users came to our site and which pages were visited)
• Functionality cookies. These cookies recognise you when you return to Our Site, allowing us to personalise our content and remember your preferences.
• Targeting cookies. These cookies record your visits to Our Site, the pages you have visited and the links you have followed. This information is used to make Our Site and advertising on Our Site more relevant to your interests, and we may share this information with third parties for this purpose.

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical / performance cookies or targeting cookies.

• To opt-out of our use of cookies, you can activate the setting on your browser which allows you to refuse the setting of cookies or to prompt you before accepting a cookie from websites you visit.
  For more information on how to manage cookies or adjust your settings on your browser, please visit your browser’s help centre:  Google Chrome, Internet Explorer, Mozilla Firefox and Safari. 
• To manage cookies on your mobile phone or tablet please consult your manual or handbook.
• You should note however that by deleting or blocking all cookies, Our Site may not function correctly and you may not be able to access certain areas.
• If you visit Our Site using a different browser and/or device, you will need to adjust your settings as preferred.

To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact:

Helen Worrall or Tania Dutnell at info@cardiganbayproperties.co.uk or calling 01239 562 500

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK.