Privacy policy – Move To East

Your privacy is important to us, and so is being transparent about how we collect, use and share information about you. Therefore, this privacy policy is intended to help you understand and will explain how your personal information is collected, used and shared by Move To East Ltd. Please read this privacy policy carefully. When using our website, this privacy policy should be read alongside, and in addition to, the website terms and conditions.

In this privacy policy, references to “we” or “us” or “Move To East” or MTE are references to Move To East Limited.

Move To East is one of East London’s most successful property Management Companies. We only offer residential property letting and Management services, to enable us to provide our services we need to collect and process personal information. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR) and we are responsible as ‘controller’ of that personal information for the purposes of this law

Personal information we collect about you

We may collect and use the following personal information about you:

Your name and contact information, including email address, telephone number and company details if applicable
Information to enable us to check and verify your identity, which will be at least one form of photographic identification (such as a passport, a driving licence or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill)
Your gender information, if you choose to give this to us
Your billing information, transaction and payment card information
your professional or personal online presence, e.g. LinkedIn profile, if you share it with us
Your contact history, transaction and instruction history with us
Your Right to Rent status, nationality and immigration status and information from related documents, such as your passport or other identification, and immigration information, e.g. if you are a potential tenant applying for a tenancy
Information to enable us to undertake Anti Money Laundering and Terrorist Financing electronic checks on you
Information about how you use our website, IT, communication and other systems
Your responses to surveys, competitions and promotions
information specific to your requirements relating to the property you are looking to buy or rent through our services which may include us sending you properties’ details to help with your search

We will also confirm whether you have any relatives or close connections working at Move To East so that we can consider potential conflicts of interest and if identified how to manage these, in accordance with our statutory and regulatory obligations. This personal information is required to provide our services to you. If you do not provide the personal information we ask for, it may delay or prevent us from providing services to you

How We Collect Personal Data

We collect most of this personal information directly from you—in person, by telephone, text or email and/or via our website. However, we may on rare occasions also collect information from publicly accessible sources, e.g. Companies House or HM Land Registry or internet search engines.

We also use different methods to collect data from and about you, including:

Direct interactions (personal data you disclose when you fill in forms, surveys, or correspond with us by post, phone, email, live chat, web, social or otherwise; through the job application process; or through property portals when you enquire about our services).
Indirect interactions (personal data you disclose to third parties such as payment service providers, data brokers or aggregators (e.g. Zoopla, Openrent(based inside the UK/EU), or Facebook (based outside the EU); or which is available through publicly available sources or registers such as Companies House, the Electoral Register, Government or Police Databases).
Aggregated data (personal data, usually anonymised or aggregated to groupings, from systems such as our website, and phone systems; or service providers such as credit check or profiling companies).

How We Use Personal Data

We collect information about you: to process the purchase, rental, sale or let of a property through Move To East (or from one of our clients); to contact you about services and offers we think may be of interest to you in relation to the purchase, rental, sale or let of a property; when you apply for a role with us and/or are successful; where it is necessary for us to comply with our legal obligations (such as anti-money laundering and estate and letting agency laws, regulations and/or codes of practice) or where it is otherwise lawful for us to do so.

Under data protection law, we can only use your personal information if we have a proper reason for doing so, e.g.:

to comply with our legal and regulatory obligations;
for the performance of our contract with you or to take steps at your request before entering into a contract;
for our legitimate interests or those of a third party; or
where you have given consent

Marketing Communications

We may use your personal information to send you updates (by email, telephone calls, SMS or post) about our services, including exclusive offers (mainly for free market appraisal of your property), or highlighting of current market trends and properties on the market that may be of interest to you. We have a legitimate interest in processing your personal information for marketing purposes (see above). This means we do not usually need your consent to send you marketing communications. However, where consent is needed, we will ask for this consent separately and clearly. We will always treat your personal information with the utmost respect and never sell or share it with other organisations for marketing purposes. You have the right to opt out of receiving promotional communications from us at any time by:

contacting us by post at 48 Shelley Avenue, E12 6SW (Att: Customer Relations Team) or by telephone at 0204 581 8380; or • using the ‘unsubscribe’ link in marketing emails: this will unsubscribe you from marketing communications but you will still be able to receive property details if you are an applicant buyer or tenant (subject to a separate unsubscribe option).

Disclosures of your personal data

We may share your personal data with trusted companies outside of the Move To East Ltd, such as: to third parties with whom we have a contractual relationship to perform, or assist us in performing the purchase, rental, sale or let of a property; IT and system administration service providers; anti-money laundering verification service providers; tenancy deposit schemes (or deposit replacement service providers); utility switch companies; utility suppliers; trade contractors; survey companies; surveyors, EPC providers, inventory clerks, managing agents, property auctioneers, auction legal pack providers; local authorities and government law enforcement agencies; Government departments (e.g. HM Land Registry); property developers; third party data services who help us to segment and understand our audience so that we can send the most relevant and targeted communications possible; advertisers and advertising networks (including social media) to select and serve relevant Move To East adverts to you based on the fact that you use that third party network and are a contact of Move To East; professional advisers including lawyers, bankers, auditors who provide consultancy, banking, legal, insurance and accountancy services and insurers; credit or reference providers (including for the purposes of debt recovery); other agents with whom we have entered into a sub-agency agreement and where they have introduced a potential purchaser/vendor/landlord/tenant for your property; the counterparty to your transaction; property portals through which you request our services; other parties to whom we may choose to sell, transfer, or merge parts of our business or our assets.

Where you apply for a role with us we may disclose or share your personal information within the Move To East Ltd.

Where your personal data is held

We are, through technical and organisational means, committed to ensuring the security of, and prevention of unauthorised access to, your personal data. For example, we limit who can access your personal data to those individuals and third parties who need to know it and who are subject to a duty of confidentiality. We also systematically monitor outbound emails for the purposes of protecting confidential and personal data and assisting in our ability to identify potential data breaches. If we become aware of a data breach we will, where we are required to, notify the Information Commissioner’s Office. If we believe that the data breach is serious, we may notify you as well.

How long your personal information will be kept

We will keep your personal information while you have an active matter with us or we are providing services to you. We will keep your personal information, as a minimum, for as long as necessary:

to respond to any questions, complaints or claims made by you or on your behalf;
to show that we treated you fairly;
to keep records required by law. and thereafter
5 years from any last communication with you for marketing of our services to you as detailed above under ‘How and why we use your personal information’ and under ‘Marketing communications’. We will not retain your personal information for longer than necessary for the purposes set out in this policy.

International Transfers

We will not transfer your personal data outside of the United Kingdom, except to a country offering the same level of protection for your personal data or to an organisation that commits to abide by the same standards. For example, with certain service providers, we may use specific contracts approved by the UK Information Commissioner’s Office which ensure that your personal data has the same protection as it would have in the United Kingdom (and you can request a copy of the relevant provisions of these contracts using the contact details below).

Your rights

You have the following rights, which you can exercise free of charge:

Access: The right to be provided with a copy of your personal information (the right of access). Rectification: The right to require us to correct any mistakes in your personal information.

To be forgotten: The right to require us to delete your personal information—in certain situations, subject at all times to our legal and regulatory obligations.

Restriction of processing: The right to require us to restrict processing of your personal informationin certain circumstances, e.g. if you contest the accuracy of the data.

Data portability: The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations.

To object: The right to object: at any time to your personal information being processed for direct marketing; – in certain other situations to our continued processing of your personal information, e.g. processing carried out for the purpose of our legitimate interests.

Not to be subject to automated individual decision-making: The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.

For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the UK General Data Protection Regulation. If you would like to exercise any of those rights, please:

Email, call or write to us— see below: ‘How to contact us; and

– Let us have enough information to identify you;

– Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and

– Let us know what right you want to exercise and the information to which your request relates

How to contact us

To contact us about how we handle your personal data, please contact us atadmin@movetoeast.com. If you have a complaint about the way in which your personal data has been processed, you have the right to contact the Information Commissioner’s Office but we would suggest that you first complete our internal complaints procedure and we will try to address your concerns.