Privacy notice

Last updated: [insert date on publication]

This notice explains what personal information MoveSmart collects, why we use it, who we share it with and the rights you have. It applies to this website and to the MoveSmart platform.

Who we are

MoveSmart is a trading name of Move-Smart-Pro Limited, a company registered in England and Wales (company number 17353681), registered office [registered office address]. We are the data controller for the personal information described in this notice.

If you have any questions about this notice or about how we handle your information, contact us at team@movesmart.co.uk. We are registered with the Information Commissioner's Office (ICO) under reference [ICO registration number].

Who this notice covers

We provide services to letting agents and, through them, to landlords and tenants. Depending on your role you may be a tenant or guarantor being referenced, a landlord whose property is being let, a letting agent using the platform, or someone who contacts us through this website. This notice covers all of these.

The information we collect

• Identity and contact details: name, date of birth, address history, email, phone number.
• Financial and affordability information: income, employment, bank transaction data (where you use open banking), payroll data, rent history and affordability indicators.
• Verification and compliance data: identity documents, right-to-rent and immigration status documents, and the results of anti-money-laundering, politically-exposed-person, sanctions and fraud checks.
• Tenancy and property information: the property, the proposed tenancy, references, guarantor details, inventories and related documents.
• Account and usage data: login details for platform users, and technical information such as device and browser type and how you use the site (see our cookie policy).

Some of this is more sensitive, for example information that may reveal immigration status, or records of alleged fraud. We only handle it where the law allows and with appropriate safeguards.

Where we get it from

We collect information directly from you, and we also receive it from letting agents and landlords acting on your tenancy, from credit reference agencies, from open banking and payroll providers you authorise, from identity and fraud-prevention services, and from publicly available sources.

Why we use it, and our lawful bases

• To perform a contract, or take steps before entering one: carrying out referencing, setting up insurance, deposit replacement, utilities and other services you or your agent have asked for.
• To meet legal obligations: right-to-rent, anti-money-laundering and other checks we are required to carry out, and our financial and record-keeping duties.
• For our legitimate interests: running and improving the platform, preventing fraud, keeping our services secure and recovering sums due, where these interests are not outweighed by your rights.
• With your consent: for optional analytics cookies and for any marketing you have agreed to receive. You can withdraw consent at any time.

Automated decisions

Referencing may involve automated processing that produces a score or an initial result, for example on affordability or fraud risk. Where a decision that significantly affects you is made solely by automated means, you have the right to ask for a person to review it, to express your view and to contest the outcome. A member of the referencing team is available behind every case.

Who we share it with

We share personal information only where it is needed to provide the service or meet a legal duty, with:

• the letting agent and landlord connected to your tenancy;
• insurers, underwriters and claims handlers for rent guarantee, deposit replacement and property insurance;
• credit reference agencies, open banking and payroll providers, and identity and fraud-prevention agencies;
• partners who deliver connected services such as utilities, conveyancing and mortgages, where you ask to use them;
• our technology and processing suppliers, who act on our instructions under contract;
• regulators, law-enforcement and others where we are required or permitted to by law.

We do not sell your personal information.

Sending information outside the UK

We aim to keep personal information within the UK. Where a supplier processes it outside the UK, we put appropriate safeguards in place, such as an adequacy decision or standard contractual clauses, so your information keeps the same protection.

How long we keep it

We keep personal information only as long as we need it for the purposes above and to meet legal, regulatory and insurance requirements, after which it is securely deleted or anonymised. Retention periods vary by service and we can give you the detail for your situation on request.

Your rights

You have the right to ask us to give you a copy of your information, to correct it, to delete it, to restrict or object to how we use it, and to receive it in a portable form, and to withdraw any consent you have given. To exercise any of these, contact team@movesmart.co.uk. We will respond within the time the law allows, normally one month.

If you are unhappy with how we have handled your information you can complain to the ICO at ico.org.uk, or by calling 0303 123 1113, though we would ask you to raise it with us first so we can try to put it right.

Cookies

This website uses cookies. Please see our cookie policy for the detail and for how to manage your choices.

Changes to this notice

We may update this notice from time to time. The date at the top shows when it was last changed, and we will tell you about significant changes where appropriate.