PRIVACY AND COOKIE NOTICE
CB Williams Property Limited
Last updated: 12 August 2026
This Privacy and Cookie Notice explains how CB Williams Property Limited collects, uses, shares and protects personal information. It also explains how the website uses cookies and similar technologies.
It applies to clients, prospective clients, client representatives, family members, household staff and candidates, suppliers, professional advisers, contractors, website visitors and other individuals whose personal information we process in connection with our business.
1. Who we are
CB Williams Property Limited, trading as CB Williams Property ("CB Williams Property", "we", "us" or "our"), is the data controller responsible for the personal information described in this notice, except where we expressly act as a processor on a client's documented instructions.
CB Williams Property Limited is registered in England and Wales under company number 10155716. Our registered office is Second Floor, 201 Haverstock Hill, London, NW3 4QG.
We are registered with the Information Commissioner's Office under reference ZA540254.
Privacy enquiries and requests may be sent to enquiries@cbwilliamsproperty.com or to our registered office.
2. The services covered by this notice
This notice applies to personal information processed in connection with:
Search & Acquisition.
Buying Advice.
Sales Consultancy & Management.
Private Residence Management & Concierge.
Property projects, private arrangements and other agreed advisory or management services.
Website enquiries, newsletters, events and business administration.
3. Personal information we may collect
Identity and contact information
This may include names, titles, dates of birth, postal addresses, email addresses, telephone numbers, nationalities, signatures and details of authorised representatives.
Property and lifestyle requirements
This may include information about a property search, proposed purchase or sale, preferred locations, budgets, household requirements, family circumstances, schooling, travel patterns and lifestyle priorities where relevant to an instruction.
Property, transaction and financial information
This may include property addresses, ownership information, offers, valuations, transaction details, source-of-funds information, financing arrangements, invoices, budgets, expenditure authorities and payment records. We do not ask visitors to provide payment-card details through the general website enquiry form.
Identity verification and compliance information
Where required, we may collect identity documents, proof of address, beneficial ownership information, source-of-funds or source-of-wealth information, sanctions and politically exposed person screening results, and other records required for anti-money-laundering, fraud prevention or regulatory purposes.
Residence and household information
For Private Residence Management & Concierge, we may process information concerning the residence, authorised occupants and representatives, household staff, guests, contractors and suppliers. This may include contact details, schedules, access arrangements, maintenance records, household procedures, travel or event arrangements and other information necessary to manage the agreed responsibilities.
Access credentials, alarm information and other sensitive security information are handled on a restricted, need-to-know basis and should not be submitted through a general website enquiry form.
Household staff, candidate and supplier information
Where we assist with household staffing or supplier appointments, we may process professional histories, qualifications, references, availability, remuneration expectations, right-to-work information and other information relevant to selection, appointment, onboarding and coordination.
Specialist recruitment, employment-law, payroll and vetting providers may be engaged where appropriate. The client or their nominated employing entity will normally remain the employer of household staff.
Communications and relationship information
We may retain correspondence, meeting notes, call records, instructions, reports, preferences, complaints, feedback and other information arising from our relationship with you.
Website and technical information
This may include IP address, browser type, device information, pages requested, dates and times of access, security logs, form submissions and information stored through essential or user-requested browser technologies.
Marketing preferences
We record whether you have asked to receive property insights and updates, the source and date of that request, and any subsequent unsubscribe or objection.
Special category and criminal offence information
We do not routinely seek sensitive personal information. Where an instruction genuinely requires information concerning health, accessibility, dietary requirements, religious requirements or another special category, we will process only what is necessary and only where a valid legal condition applies.
Any criminal-record or formal background screening required for household recruitment will normally be undertaken by an appropriate specialist provider. We will not retain more information from that process than is necessary.
Children
Our website and services are not directed at children. We may receive limited information about children from a parent, guardian or authorised representative where relevant to a property or household instruction. We will process that information only where necessary and with appropriate care.
4. How we obtain personal information
We may obtain personal information:
Directly from you, including through enquiries, meetings, correspondence, forms and engagement documentation.
From a family member, representative, trustee, family office, employer or other person authorised to act for you.
From estate agents, property owners, solicitors, surveyors, financial advisers, lenders and other professionals involved in a property matter.
From household staff, recruitment agencies, contractors, suppliers, event or travel providers and other parties involved in an agreed instruction.
From public sources, including Companies House, HM Land Registry, planning records, professional registers and sanctions or compliance databases.
Automatically through the operation and security of our website and business systems.
5. Why we use personal information and our lawful bases
Enquiries and proposed appointments
We use information to respond to enquiries, understand proposed requirements, conduct conflict and eligibility checks, prepare proposals and take steps requested before entering into a contract. We rely on steps taken at your request before a contract and our legitimate interests in considering and responding to prospective instructions.
Providing our services
We use information to provide agreed acquisition, buying, sales, residence-management, concierge and related services; communicate with relevant parties; provide reports and recommendations; coordinate appointments; and administer the client relationship. We rely principally on performance of our contract with the client and, where information concerns another person, our legitimate interests in delivering the instruction properly and efficiently.
Legal, regulatory and professional obligations
We use information for identity verification, anti-money-laundering checks, sanctions screening, accounting, tax, insurance, complaints, regulatory reporting and cooperation with lawful requests. We rely on compliance with legal obligations and, where appropriate, our legitimate interests in protecting our clients and business.
Suppliers, advisers and household arrangements
We use information to identify, brief, appoint or coordinate appropriate professionals, household staff, contractors and suppliers. We rely on performance of the relevant client contract and our legitimate interests in delivering the agreed instruction and maintaining appropriate professional relationships.
Business administration and protection
We use information to manage our records, fees, insurance, service quality, security, risk, complaints and legal claims. We rely on legal obligations and our legitimate interests in operating and protecting the business and establishing, exercising or defending legal rights.
Website operation and security
We use limited technical information to deliver, maintain and secure the website, prevent misuse and diagnose faults. We rely on our legitimate interests in providing a secure and reliable website. Where consent is legally required for a cookie or similar technology, that technology will not be used unless consent has been obtained.
Marketing
We send property insights and business updates where you have asked to receive them or where another lawful basis is available under applicable electronic-marketing rules. Website newsletter subscriptions are based on consent. You may unsubscribe at any time.
Special category information
Where special category information is necessary, we will identify an additional condition under data-protection law, such as explicit consent, obligations connected with employment or social protection, vital interests, or the establishment, exercise or defence of legal claims. The applicable condition will depend on the circumstances.
6. When we share personal information
We share personal information only where necessary and proportionate. Recipients may include:
Members of the CB Williams Property team and individuals engaged to support an instruction.
A client's authorised representatives, family office, trustees or advisers.
Estate agents, property owners, solicitors, surveyors, architects, planning consultants, lenders and other property professionals.
Household staff, recruitment agencies, payroll and employment specialists, contractors, security providers, travel providers, event professionals and other suppliers relevant to an instruction.
Netlify, which supports website hosting and form processing.
Prismic, which provides website content-management services.
Klaviyo, which provides newsletter and email-marketing services.
Email, document-storage, customer-management, accounting, identity-checking and other technology providers used to operate our business.
Our accountants, lawyers, insurers and other professional advisers.
The Property Ombudsman, the Information Commissioner's Office, HM Revenue & Customs, law-enforcement agencies, courts and other authorities where disclosure is required or permitted by law.
A prospective purchaser, investor or adviser in connection with a genuine sale, restructuring or transfer of all or part of our business, subject to appropriate confidentiality arrangements.
Third-party professionals and suppliers will normally be appointed and paid directly by the client and will process information under their own privacy notices. Where a supplier processes information solely on our behalf, we require appropriate contractual and security protections.
We do not sell personal information.
7. International transfers
Some of our technology and service providers may process personal information outside the United Kingdom. Where this occurs, we use an approved transfer mechanism where required, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another safeguard permitted by law.
You may contact us if you would like further information about the safeguards applying to a particular transfer.
8. How long we retain personal information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, regulatory, insurance and reporting requirements. Our usual approach is:
Enquiries that do not proceed: normally up to 24 months after the last substantive contact.
Client and instruction records: normally six years after the appointment ends, unless a longer or shorter period is justified.
Anti-money-laundering records: normally five years after the business relationship ends or the relevant transaction completes, subject to applicable law.
Accounting and tax records: normally six years or such longer period as applicable law requires.
Complaints and legal claims: for the period needed to resolve the matter and normally up to six years afterwards, depending on the circumstances.
Marketing information: until consent is withdrawn, an objection is made or the information is no longer needed. We may retain a minimal suppression record to ensure that an unsubscribe request continues to be respected.
Unsuccessful household candidate information: normally up to 12 months after the recruitment process, unless a different period is agreed or legally required.
Access credentials and sensitive security instructions: only while operationally necessary, with access removed and information returned or securely deleted promptly when no longer required.
Website and security logs: for the shortest period reasonably required for security, fault diagnosis and provider administration.
We may retain information for longer where required by law, where a dispute or investigation is anticipated or continuing, or where an individual has asked us to retain it and we have a lawful basis to do so.
9. Security and confidentiality
We use proportionate technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.
Access is limited according to role and need. Information concerning private residences, household arrangements, security, travel and personal requirements is treated as confidential and shared only where necessary for the agreed purpose.
No method of transmission or storage is entirely secure. If you believe information has been disclosed incorrectly or that a security incident has occurred, please contact us promptly.
10. Our role in residence and household management
CB Williams Property will usually act as an independent data controller for information used to administer the client relationship, meet legal obligations and manage our own business records.
In some residence-management instructions, we may process information solely on a client's documented instructions. Where we act as a processor, the respective responsibilities of the client and CB Williams Property will be addressed in the engagement documentation or a separate data-processing provision.
Clients should ensure that household staff, guests, contractors and other relevant individuals receive appropriate privacy information where the client is the controller of their personal information.
11. Marketing communications
You may ask to receive property insights and updates from CB Williams Property. We will record your preference and use your contact details for that purpose.
You may unsubscribe at any time by using the link in a marketing email or by contacting enquiries@cbwilliamsproperty.com. Withdrawing marketing consent will not affect service or administrative communications that we need to send in connection with an enquiry or appointment.
We do not share personal information with unrelated organisations for their own direct marketing.
12. Cookies and similar technologies
What these technologies are
Cookies are small text files placed on a device. Similar technologies include local storage and other methods of remembering information or accessing information stored on a device.
Technologies currently used
The public website does not currently use advertising cookies or general visitor-tracking analytics cookies. It uses limited essential or user-requested technologies, which may include:
Technical functions needed to deliver and secure the website and process forms.
Local storage used to remember a visitor's chosen display or colour-theme preference.
A Prismic preview cookie used only when an authorised website editor accesses preview functionality.
The website contains links to external services such as Instagram, LinkedIn and WhatsApp. Those services may set cookies or collect information after you choose to visit them. Their own privacy and cookie notices will apply.
Consent
Essential technologies do not require consent where they are strictly necessary to provide a service requested by the visitor or to secure the website. Where we introduce analytics, advertising or another non-essential technology, it will remain disabled until the visitor has made an appropriate choice, where consent is legally required.
We do not treat continued browsing as consent to non-essential cookies.
Managing browser storage
You can use your browser settings to view, block or delete cookies and other stored information. Blocking essential technologies may affect the operation of some website functions. If a consent-management facility is introduced, a Cookie Settings link will be provided so that choices can be changed or withdrawn.
13. Your data-protection rights
Depending on the circumstances and lawful basis, you may have the right to:
Request access to your personal information.
Ask us to correct inaccurate or incomplete information.
Ask us to erase information where there is no lawful reason to retain it.
Ask us to restrict the way information is used.
Object to processing based on legitimate interests and object at any time to direct marketing.
Receive certain information in a structured, commonly used and machine-readable format and ask for it to be transferred where applicable.
Withdraw consent at any time where processing is based on consent.
Complain to the Information Commissioner's Office.
These rights are not absolute and may be subject to legal exemptions. We may need to verify your identity before responding. We will not ordinarily charge a fee, although the law permits a reasonable fee or refusal in certain circumstances involving manifestly unfounded or excessive requests.
To exercise a right, contact enquiries@cbwilliamsproperty.com.
You have the right to object at any time to the use of your personal information for direct marketing.
14. Automated decision-making
We do not make decisions about individuals based solely on automated processing where those decisions produce legal or similarly significant effects.
15. Other websites
Our website may link to websites operated by other organisations. We do not control those websites and are not responsible for their privacy practices. You should review the privacy information provided by the relevant organisation before submitting personal information.
16. Changes to this notice
We may update this notice to reflect changes in our services, systems, suppliers or legal obligations. The latest version will be published on our website and the date at the beginning of the notice will be revised.
Where a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of affected individuals.
17. Contact and complaints
Questions, requests and concerns about this notice or our handling of personal information should be sent to:
CB Williams Property Limited
Michelin House, 81 Fulham Road, London, SW3 6RD
enquiries@cbwilliamsproperty.com
We would appreciate the opportunity to address a concern first. You may also complain to the Information Commissioner's Office at www.ico.org.uk or by calling 0303 123 111