GDPR – MOVE HOLMES PRIVACY POLICY

We respect the privacy of your personal data and recommend that you read the notice carefully. Our privacy notice will explain what information we
collect, why and how we collect it, and your rights in relation to your personal data. Our use of your personal data is subject to your instructions and
agreement, the EU General Data Protection Regulation [GDPR], other relevant UK and EU legislation and our professional duty to protect your data. This
website is managed by Move Holmes. The data controller is Move Holmes, 21 Caunce Street, Blackpool, FY1 3LA

Personal Data

When you visit our website, office or telephone our office, you may be asked to provide certain information about yourself, e.g. to make a property enquiry
and arrange a property viewing. We will collect:
• Your name
• Email address
• Telephone number
• Information to enable us to check and verify your identity and UK residence
• Information relation to the reason you are seeking our advice or response, e.g. to arrange a property viewing
If you use our service, we may ask you to provide additional personal information, for example, to create a Tenancy Agreement, Terms of Business or
Guarantor Agreement. The information we ask for may include all or some of the following:
• Full name, email address, contact numbers, current address and where appropriate next of kin details, e.g. to inform a parent a tenant is ill.
• University or employment status and relevant references
• Information to enable us to check and verify your identity and for credit-check or other purposes, including date of birth, passport and National
Insurance Number
• Your financial details relevant to your application
• Any other relevant information to enable Move Holmes to comply with our legal and contractual responsibilities, including mortgage statements,
proof of property purchase and building and contents insurance

How do we collect your information?

We collect most information from you directly or when you complete one of our standard application or registration forms, in order that we may assist you.
We may also collect information directly from a third party with your consent third party providers may include;
• Credit referencing agency and reports
• Employers;
• Next of kin, spouse, partner or other family member;
• Government or land registers
• Insurance companies
• Your bank or building society
• Your referees and guarantors
• University, employer or other professional bodies
• Property portal websites including Rightmove, Zoopla and other third-party sites Move Holmes employs [we recommend you read each thirdparty portal sites Privacy Notice]
• Via our website [moveholmes.co.uk] We use cookies on our website to improve the experience of the user
• Third party contractors

Why do we collect your personal data and what is our legal basis?

We will only collect information from you that is relevant to the service[s] you require of Move Holmes and to enable us;
• To provide you with information, products or services that you request from us
• To comply with our legal obligations
• To establish a contract with you, e.g. a Tenancy Agreement or Terms of Business and provide the service you require
• For any other purpose where you have given consent
• For our legitimate interests or those of a third party, e.g. financial ability to rent a property.

Third party disclosure

From time to time we may disclose your information to third party suppliers and subcontractors who act on our behalf or assist us in relation to the
services we provide. For example, we may disclose your information to credit referencing agencies regulatory bodies so we may comply with our legal and
regularity obligations, or maintenance contractors in order that the repair can be completed. We only allow your personal data to be handled by third party
service providers provided we are satisfied they take appropriate measure to protect your personal data. You can request a copy of our Third-Party Data
Processor Agreement, so that you are satisfied all data processors who act for Move Holmes meet there GDPR obligations.

Where is your personal data held?

Information will be held as strictly confidential at our offices and those of third party agencies, service providers, agents and representatives, including;
credit referencing agencies external service suppliers and representatives of Move Holmes

How Long will your personal data be kept?

Your personal information will be kept securely after we have finished advising or acting for you but will not be kept for longer than necessary for the
purpose, we obtained it for. Any information that is no longer needed will be securely deleted or anonymised. The retention period may vary depending on
our obligations and the information we hold, for example
• To meet possible legal and regularity requirements. It is best practice to keep financial records for a minimum of 6 years to support HMRC
audits.
• To meet agreed industry practices. Property sales related

How do we store your personal data?

In order to comply with legal obligation onus to furnish information to authorities e.g. The Home Office, deposit protection schemes and to demonstrate our contact with you, if any.

Keeping your data secure

Your computers are all password protected. Our offices have alarm systems also password protected. Our filing cabinets are locked in a secure room. Our staff are restricted as to access to information on a need to know basis.

Promotional communication

We may, if you authorise us, provide you with relevant marketing information, including property information and offers and promotions, by email, phone, mail, text and other forms of electronic communication. You can opt-out from receiving marketing communication at any time by contacting
[email protected]

Your Rights

You have the following rights, which can be exercised anytime and free of charge;

• The right to be informed
  • You have the right to be informed about the collection and use of your personal data
• The right of access
  o You have the right to access your personal data. We have an obligation to respond to your request to access your data with one month
• The right to rectification
  • If the data we hold is inaccurate or incomplete, you have the right for your personal data to be rectified
• You can make a request for rectification verbally or in writing. We must respond to a request within one month
• Right to erasure
  • If you do not want us to hold your personal data any longer you have the right to request it is removed and deleted. This is also known as the ‘right to be forgotten’
  • You can make a request verbally or in writing and we will respond within one month confirming that the data has been deleted or if we have a legitimate interest to hold onto the information. For example, to meet our legal requirements
• The right to restrict processing
  • If you don’t want us to process the data you have submitted, you have the right to restrict us doing so. We may still store the data to comply with your other rights and other
    obligations, but it will not be used.
• The right to data portability
  • The right to data portability allows you to obtain and reuse any personal data we hold on you. For example, you have the right to request that we may copy and transfer the data to
    another controller and service provider. Your personal data will be transferred in a safe and secure way.
• The right to object
  • You can object to us processing your personal data at any time.
• Right in relation to automated decision making and profiling
  • This included the right to not subject to decision making or profiling by automated means and without human interaction that has a legal or similarly significant effect on you.

Changes to this policy

This privacy notice was published on the 18/05/2018 and last updated in May 2019. You will be provided with reasonable prior notice of any substantial
changes on how we use your information. Any changes will be published when updated and in good time

How to contact us

Please contact us or our data protection officer by post, email or telephone if you have any questions about this Privacy Notice. Our Data Protection Officer
is Debbie Clarke who can be contacted via email at [email protected] Or at our office, Move Holmes, 21 Caunce Street, Blackpool, FY1 3LA

Complaints

In the first instance you should report your concerns directly to Move Holmes, we are governed by various regulatory bodies and will respond accordingly.
Move Holmes is a member of the ICO [which controls and enforces data protection]
For more information on the implications of the Data Protection Act for landlords and tenants please visit ico.org.uk/for-the-public/housing/landlords