PRIVACY NOTICE.

Move Revolution (The Moving Community Network Ltd) is committed to ensuring your privacy is protected, and using your personal information as set out in this Privacy Notice.

Introduction

Move Revolution (The Moving Community Network Ltd) is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice). This privacy notice provides you with details of how we collect and use your information.  We treat all your personal information as confidential in accordance with appropriate data protection legislation and your personal information will only be shared with other parties in accordance with this Privacy Notice.

Our Privacy Notice will provide details of:

1. What personal information we collect and how it is used
2. The way we collect your personal information
3. The way we share your data
4. The Legal basis for processing your personal information
5. The length of time we keep your personal information
6. The way we keep your personal information secure
7. Your rights with your personal information
8. How to contact us – questions, comments, requests and complaints.

1 – The types of personal information we collect and how we use your information

We will always collect your full name and contact details (phone number, email address and postal address) for the safety and wellbeing of our staff, as well as for the following reasons.

Where required by law e.g. “Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017” Move Revolution will also collect from you additional personal information to comply with these regulations. We reserve the right to employ a third party electronic verification for the purpose of verifying identity.  This search will not affect your credit rating.  Identity Information 1: One form of photographic identification (passport, drivers licence, identification card) Identity Information 2:  Proof of place of residence (such as a recent utility bill, bank statement etc.)

Selling a property / Considering selling a property

In addition to the personal information outlined above, if you are selling a property through Move Revolution we will collect information…

• To enable us to communicate with you about organising viewings
• To keep you updated with any offers received and negotiating the sale price of your property.
• If you are not the legal owner of the property you are looking to sell we will require legal details such as Power of Attorney, Grant of Probate or Guardianship Order
• In relations to your property under the Consumer Protection Regulations (CPR) Act 2015
• To ensure your exchange and completion run as smoothly as possible, for example dates of any pending holidays when you are unable to move etc.

We will use this information in order to fulfill our obligations to sell your property.  As the agent for our house sale, we will share your personal information with your appointed solicitors and the solicitors acting for your buyer in order to facilitate the purchase.

Purchasing a property (Buyer) / Considering purchasing a property (Applicant)

In addition to the personal information outlined above, if you are buying a property through Move Revolution we will collect information…

• To enable us to source a property to meet your needs.
• To enable us to communicate with you about organising viewings
• To negotiate the purchase of the property on your behalf
• To show proof of funds to validate your offer (cash purchase, deposit information etc.), and your mortgage agreement in principal (AIP)

During the sale process we may also collect additional information to ensure your exchange and completion run as smoothly as possible, for example dates of any pending holidays when you are unable to move etc. We will use this information in order to arrange a contract of sale.  As the agent for the property you are purchasing we will be sharing your personal information with your appointed solicitors and the solicitors acting for the current owner, as well as other estate agents within your chain of sale,  in order to facilitate the purchase of the property as quickly as possible. This will also include sharing a ‘Memorandum of Sale’ with your solicitors, the vendors and the vendors solicitor. (A Memorandum of Sale includes – names, addresses and solicitors details including contact numbers and email addresses for the solicitors)

Letting a property (Landlord) / Considering letting a property

In addition to the personal information outlined above, if you are looking to let your property/ies through Move Revolution we will collect information…

• To enable us to communicate with you about organising viewings
• To update you on any offers received and negotiating the rental price of your property
• If you are not the legal owner of the property you are looking to let we will require legal details such as Power of Attorney, Grant of Probate or Guardianship Order.
• Your bank account details in order to arrange payment of rent that is due

We will use this information in order to fulfil our obligations to let your property.

If you have engaged Move Revolution to manage your property on your behalf we will also ask your for additional emergency contact information in case we need to get in touch with where there is a matter requiring urgent attention. Please be aware that a tenant has the right to have their landlords name and address details (Section 48 Landlords and Tenants Act 1987)

Renting a property (Tenant) / Considering renting a property

In addition to the personal information outlined above, if you are looking to rent a property through Move Revolution we will collect information…

• To enable us to source a property to meet your needs.
• To enable us to communicate with you about organising viewings
• To negotiate the rental of the property on your behalf

Your banking service account details (bank or building society or similar) to allow us to manage an approve tenancy deposit account for you and to enable us to set up rent payments. ‘Right to Rent’ Scheme tenants only – provision of your biometric residence card, your immigration status document and/or your birth certificate to carry out our required checks We will use this information in order to arrange a lease for you. We also reserve the right to share your data with a third party referencing agencies to check your suitability to rent the property.  You may also be asked for payslips, bank statements and contract of employment. Please be aware the 3rd party referencing agencies will be collecting data such as previous landlord and employment references which they may share with us. Our Home Setup and Utility Management Scheme requires the following data to be collected : move-to and move-from addresses, moving dates, tenancy details, council tax status and other data required for the provision of those services (including data relating to other occupants or household members) to Ethical Introductions Ltd (T/A Just Move In).  For the purposes of fulfilling the contract for the Home Setup Services provided by Just Move In we will need to also provide relevant personal data to Just Move In. Just Move In will store and be a controller of such personal data.  Just Move In (full company name Ethical introductions Ltd) provides a privacy notice describing their use of data, available here : www.justmovein.com/privacy

2 – The way we collect your personal information

We will collect most of your personal information as follows

• Verbally during telephone conversations or face to face in your own home (if you are selling a property / letting a property) or at a property you are viewing
• Written on a Move Revolution Contract – Instructing us to sell your property. Agreeing for us to let your property. Agreeing to rent a property.
• At a Move Revolution event when you speak with a member of our team and provide your details via and iPAD.
• You may choose to submit information to us directly via :
  • Our Website (moverevolution.com –contact us form or live chat)
  • In response to marketing or other communications
  • In connection with an actual or potential business or employment relationship with us.

 You may also agree to third parties that they may disclose information about you to us that they will have collected.

We, and our service providers, may collect certain information via automated means i.e. cookies when you interact with our website or other digital platforms.  This information may include IP address, browser type, operating system, URL’s and information on any actions or interaction with our digital presence.

3 – The way we share your data

We do not sell, or otherwise disclose personal information we collect about you, apart from what has been clearly outlined in this Privacy Notice or as indicated via the consent process at the time the data was collected from you. We can share the information we collect as follows, but not limited to

• Vetted companies providing services directly related to the purchase, sale, letting or renting of a property – Developers, Mortgages, Solicitors, Surveyors, Energy Assessors, Contractors (Lettings) Tenant Referencing companies and Landlord Rent Guarantee companies, a designated utility broker, other Estate Agents who will receive the name and address of buyers and vendors within a related ‘chain of sales’.
• Regulators, Governmental organisations, law enforcement authorities and courts, tribunals and arbitrators as may be required in order to comply with our regulatory and legal obligations.
• Credit Agencies, Land Registry Office, Her Majesty’s Revenue and Customs (HMRC) Financial Conduct Authority (FAC) and other relevant regulatory bodies.
• Other letting agents may request information in relation to a previous tenancy.

International Data Transfers

• If we are required to share your data outside of the EEA, please be aware that some countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.
• Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is in place:
• We will only transfer your personal data to countries that the European Commission have approved as providing an adequate level of protection for personal data by; or
• Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or
• If we need to transfer your data to the US-based we will endeavorto make sure this is part of the EU-US Privacy Shield.
• If none of the above safeguards is available, we may request your explicit consent to the specific transfer.

4 – The Legal basis of processing data

We process your information under the following legal basis:

Performance of a contract:  When you enter into a contact with Move Revolution (you are selling, letting or renting a property) and we need to process your information in order to fulfil our contractual requirements.

Legal Obligation: When the processing is necessary for Move Revolution to comply with the law (not including contractual obligations) for example Anti Money Laundering.

Legitimate Interest: It is necessary for Move Revolution’s legitimate interests, or the legitimate interests of a third party to process the following data unless there is a good reason to protect the individual’s personal data, which overrides those legitimate interests.

• Move Revolution Buyers / Applicants : During the purchase of a property we will be collecting and updating personal data to enable; the Move Revolution team to tailor property communication to meet the needs of our buyers; to ensure our buyers have appropriate funding solutions to purchase the required property; to ensure we can assist with the exchange and completion of the property as quickly as possible. Prior to and following the purchase of a property we will remain in contact with our buyers and applicants via email, written communication and phone calls. This will include – local information about where they live (Surrey, Sussex and Kent), an opportunity to re-value their property, relevant market information and inviting our buyers and applicants to local events run by, or attended by Move Revolution.
• Move Revolution vendors / Potential vendors: Prior to and following the performance of a sales contract we will remain in contact with our vendors and potential vendors via email, written communication and phone calls this will include local information about where they live (Surrey, Sussex and Kent), an opportunity to re-value their property, relevant market information and inviting our vendors and potential vendors to local events run by, or attended by Move Revolution.
• Move Revolution Landlords / Potential landlords: Prior to and following the performance of a letting contract we will remain in contact with our Landlords and potential landlords via email, written communication and phone calls this will include relevant letting service information, relevant market information and inviting our landlords and potential landlords to local events run by, or attended by Move Revolution.
• Move Revolution tenants / Potential tenant: Prior to and following the performance of a rental contract we will remain in contact with our tenants via email, written communication and phone calls this will include local information about where they live (Surrey, Sussex and Kent), information about potential rental properties, relevant market information and inviting our tenants and potential tenants to local events run by, or attended by Move Revolution.
• At a Move Revolution event : When you meet a member of the Move Revolution team at one of our events, you will be presented with an form to complete prior to entering our event.  This will clearly outline how your data will be used following your attendance at our event.

Consent: When you meet a member of the Move Revolution team at an event we are attending the individual will be given clear consent in order for us to process their personal data.  This will be for a specific purpose, for example keeping in contact with information about future Move Revolution events, information about the area they live, requesting a member of our team to contact them about one of our services. Where we process any other information under consent we will seek clear and unambiguous consent prior to processing of your data.

Vital Interests:  In the unlikely situation that it is necessary to process personal data to protect someone’s life this will be carried out under vital interest.

Public Task:  This specifically relates if the processing of personal data is necessary for Move Revolution to perform a task in the public interest, or for a Move Revolution official function, and the task or function has a clear basis in law.

5 – The length of time we keep your personal information

Statutory and regulatory obligations of Estate Agents require us to keep your personal data for a longer period than the process of selling, buying, letting or renting your property, your data will be kept for a minimum of 7 years.

6 – The way we keep your personal information secure

The security of your personal information is very important to us; Move Revolution is committed to protecting the information we collect.  We have put measures in place to prevent unauthorised access to your personal information including (but not limited) to the followings

All our client information is stored on our secure client management system. Access to this system is restricted to only those in our business who need to access your information for legitimate business purposes. A hard copy of any personal information required to perform contractual tasks or those of legitimate interest are stored in locked cabinets.

All our members of staff who need to access personal data to perform their job roles have received appropriate training.

7 – Your rights regarding your personal information

Move Revolution recognise your rights in relation to your personal information.

You have the right to :

• be informed about how we use your personal information
• obtain access to your personal information we hold on our system
• ask for your personal information to be updated if you have additional information or you believe the information is not correct.
• request for your personal information to be deleted
• to withdraw your consent, if we are relying on consent to process your data, and if we are relying on legitimate interest and there are not overriding compelling grounds for us to continue with processing
  • if we are processing your personal data unlawfully
  • if we need to delete your personal information to comply with a legal requirement.
• request for your personal information use to be restricted if you consider the personal data is incorrect, when it is not lawful, where you have raised an objection about the use of your data or where you need us to keep your data due to a legal claim.
• request a copy of your personal data that we have used to perform our agreement with you.

If you would like to discuss the above with us please contact privacy@moverevolution.com

8 – How to contact us – questions, comments, requests and complaints

If you have any questions, comments or requests about the way in which we use your personal information please contact Cliff Cooper, Managing Director who will endeavor to solve your specific issue. Please do not hesitate to contact us in writing or by sending us an email.

Cliff Cooper, Move Revolution, The Moving Community Network Ltd T/A Move Revolution, Vantage House, MidStreet, South Nutfield, Surrey RH1 4JY

Email – privacy@moverevolution.com

If we cannot resolve the situation you have the right to contact the data protection authority, ICO UK. If you require assistance in contacting ICO UK please email us on privacy@moverevolution.com

Privacy Notices Updates

We will update this Privacy Notice from time to time; we would suggest you review this notice at regular intervals.  Should we make substantial changes to our Privacy Notice we will endeavor to inform you about these direct changes

May 2018