Terms, Conditions and Terms of Business

Last Updated: Feb 2025

These Terms & Conditions govern the use of services provided by Carter Property Management Ltd (“we,” “us,” “our”) and apply to all landlords, tenants, and users engaging with our services or visiting our website at www.carterpropertymanagement.co.uk.

By using our services, you agree to these Terms. We may update these Terms from time to time, with the latest version always available on our website. Significant changes will be communicated in writing.

1. Introduction

Our property management services provide landlords with a seamless and stress-free way to manage their properties, covering tenant communication, compliance, maintenance, and financial reporting. We ensure that properties meet all legal requirements and that landlords receive high-quality service.

2. Our Services

We offer full property management services, including:

• Tenant Deposit Handling (TDS registration and management)
• Rent Collection with monthly statements
• Lease Management
• Tenant Communication
• 24/7 Online Accounting & Maintenance Support
• Property Inspections & End-of-Tenancy Management
• Legal Compliance & Certification
• Coordination of General Repairs & Safety Maintenance

3. Landlord Obligations

• Landlords must be registered with Rent Smart Wales and authorize Carter Property Management as their managing agent.
• Landlords are responsible for ensuring their properties comply with housing and safety regulations, including having:
  • Energy Performance Certificate (EPC) (Minimum rating E)
  • Landlord Gas Safety Certificate
  • Electrical Installation Condition Report (EICR)
  • Wired Interlinked Smoke Alarms & Carbon Monoxide Detectors
  • Fire Safety Compliance
• Landlords authorize us to instruct qualified contractors for required safety inspections and maintenance.

4. Maintenance & Repairs

• Tenants must report maintenance issues via the Tenant Portal.
• Non-urgent repairs will be approved by the landlord before work is carried out.
• Urgent repairs (including gas leaks, flooding, and heating failure) will be arranged immediately.
• Costs incurred will be deducted from rental income or invoiced separately if the rent does not cover them.

5. Payments & Fees

• Rent payments are collected and transferred to landlords after deducting any commissions or disbursements.
• Landlords will receive a statement via email or post.

6. Termination

• This agreement remains in effect until either party provides three months’ written notice.
• Immediate termination may occur if either party fails to comply with these Terms for more than four weeks.

7. Complaints Procedure

We aim to provide the highest standard of service. If you have a complaint, please email [email protected] with details. Complaints will be acknowledged within five working days, and we aim to resolve them within four weeks.

8. Governing Law

These Terms & Conditions are governed by the laws of England & Wales.

Privacy Policy for Carter Lettings and Property Management Ltd 

T/A Carter Property Management 

Effective Date: 1.2.2025

1. Introduction

 Carter Lettings and Property Management Ltd (“we”, “our”, “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you interact with our services, including our website, customer service, and any of our property management services.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We may collect and process the following types of personal information:

• Personal Details: Name, address, phone number, email address, and date of birth.
• Financial Information: Bank details, payment history, and credit checks.
• Property Information: Property address, lease agreements, maintenance requests, and related communications.
• Communication Data: Emails, messages, and other communication between you and us.
• Identification Information: Passport number, driving license, or other identification for verification purposes.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide property management services, including lease administration, rent collection, and maintenance.
• To process payments and financial transactions.
• To communicate with you about our services, including updates, maintenance schedules, and relevant offers.
• To comply with legal obligations, such as property laws and tenant rights.
• To improve our services and customer experience.
• For marketing purposes, where you have consented to receive promotional materials (you can opt-out at any time).

4. Legal Basis for Processing Your Information

Under UK GDPR, we process personal data based on the following legal grounds:

• Consent: Where you have given us consent to use your data (e.g., for marketing communications).
• Contractual Necessity: To fulfil our contract with you, such as managing property leases or processing payments.
• Legal Obligation: To comply with laws, such as tax reporting or tenant rights.
• Legitimate Interests: To ensure we can offer the best service and manage our properties effectively, without infringing on your rights and freedoms.

5. Sharing Your Information

We do not sell or rent your personal information to third parties. However, we may share your data with the following parties:

• Service Providers: Contractors, maintenance companies, or other service providers that help manage properties.
• Legal Authorities: When required to do so by law or to protect our rights or the rights of others.
• Third-Party Vendors: For payment processing or other necessary operational tasks.

We ensure that any third parties with whom we share personal data are compliant with relevant data protection laws and handle your information securely.

6. Data Retention

We will retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law or regulatory bodies.

7. Your Rights

You have the following rights regarding your personal information:

• Access: You have the right to request a copy of the personal data we hold about you.
• Rectification: You can request correction of inaccurate or incomplete data.
• Erasure: In certain circumstances, you can request that we delete your personal data.
• Restriction: You can request a restriction on the processing of your personal data.
• Data Portability: You can request to receive your data in a commonly used electronic format for transfer to another organization.
• Objection: You can object to the processing of your data, including for direct marketing purposes.

If you wish to exercise any of these rights, please contact us using the details below.

8. Security of Your Information

We take the security of your personal data seriously and implement appropriate technical and organizational measures to protect it from unauthorized access, alteration, disclosure, or destruction. However, please be aware that no data transmission over the internet is completely secure.

9. Cookies

Our website uses cookies to improve user experience. A cookie is a small file stored on your device that allows us to recognize you on future visits and remember your preferences. You can manage cookies through your browser settings.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the updated policy on our website, and where appropriate, notifying you via email.

11. Contact Us

If you have any questions about this Privacy Policy, or wish to exercise your data protection rights, please contact us:

Carter Lettings and Property Management Ltd
Unit 3 Jones Arcade, Ystrad Mynach, CF82 7AX
[email protected]

Cookies

Last Updated: Feb 2025

1. What Are Cookies?

Cookies are small text files stored on your device that help us improve website functionality and user experience.

2. How We Use Cookies

• Essential Cookies: Required for website functionality.
• Analytics Cookies: Help us understand website usage and improve services.
• Marketing Cookies: Used to personalize ads and promotions.

3. Managing Cookies

• You can disable cookies in your browser settings.
• Some features of our website may not work properly if cookies are disabled.

4. Updates to This Policy

We may update this Cookie Policy periodically. Any changes will be posted on our website.

For more details, contact [email protected].