This document is the privacy policy notice for Moovahome and Moovahome Rooms Ltd. In this document “we”, “our”, “us” and “Moovahome” refer to either Moovahome or Moovahome Rooms Ltd.
Introduction
Moovahome are committed to keeping your personal data safe and complying with the EU General Data Protection Regulations. We will keep this policy up to date with any changes in regulations to evidence how we will comply.
Personal data can be anything that may or may not identify an individual.
This policy documents how we collect and process personal data when selling, purchasing or renting a property from us.
For us to provide a service which complies with the law and our policies we need to process your personal data such as Name, Address, Telephone contact details, Email address, Identification i.e Passport Driving License amongst other things.
Processing your data means collect, store, transfer or otherwise use your personal information, so there may be times when we are required to disclose your information to third parties such as tradesmen, credit reference agencies or solicitors to complete our service.
We may not list every item of your personal data we will collect and process in this policy as this can be dependent on personal circumstances. However, we are committed to being open and honest with you as to the reasons why additional information is needed. You will be kept informed if this is required and we will obtain your consent prior to us processing this.
We do not sell, trade or rent any of your personal data.
Lawful base for processing data
The law states we must have a legal base for processing your data. There are six possible lawful bases for processing, with no one being more important that the other. The most appropriate base will depend on the purpose for us processing the data. These bases are set out in article 6 of the GDPR.
We will take care to get the lawful base right the first time, and we will not change the lawful base without good reason to. The legal base we may use are:
1. Contract
When you instruct Moovahome to sell, rent or purchase a property you enter into a contract with us. For us to meet the terms and conditions of this contract we are required to process your personal information. You will be given a legal contract which both you and Moovahome will be required to sign. We will process your information throughout the duration of this contract and until either party terminate the contract.
Before you disclose to us the personal information of another person, you must obtain their written consent to both the disclosure and the processing in accordance with this policy.
2. Consent
Occasionally you may require one of our products or services without needing to be bound by a contract. If this is the case, we will ask for your consent for us to process your personal data for a specific purpose.
We will continue to process your information on this base until you withdraw your consent. You may withdraw your consent by writing to us at hello@moovahome.co.uk or sending us a letter to our registered address found at the end of this policy. This may mean that we can no longer provide our products and services to you.
3. Legal obligation
If we are required to process your information by law, we will comply with this. Your personal data may be shared to legal authorities for fraud prevention and anti-money laundering checks.
4. Legitimate interests
To enable us to run our company effective and efficiently, we may process your personal data unless there is a good reason to protect your personal data. We may do this to:
Processing your data
We may use your personal information to:
• Verify your identity
• Complete referencing checks to confirm your suitability
• Provide you with advice on our products and services
• Manage and make payments that are due to us or our clients
• Instruct third-parties to undertake work such as solicitors or tradesmen
• Resolve complaints
• Improve our products and services
• Develop innovative ways of working
• Listen back to telephone calls you have had with us to provide training and feedback to staff
Individuals Rights
The GDPR provides the following rights to individuals:
1. The right to be informed about how your data is collected and used. We believe this privacy policy does this. A copy of this policy can also be found on our website.
2. The right to access your personal data we hold.
3. The right to have inaccurate data rectified. We do our best to make sure the quality of our work is to a high standard. However, should you notice any errors, please inform a member of the Moovahome Team.
4. The right to have your data erased in certain circumstances.
5. The right to restrict the processing of your data in certain circumstances.
6. The right to data portability. This allows you to obtain and reuse your personal data for your own purposes across different services.
7. The right to object to the processing of your data in certain circumstances.
8. Rights in relation to automated decision making and profiling
Should you wish to exercise any of these rights you can make a request to us either verbally or in writing. We will assess the reason as to why we have your data and will inform you if we can’t comply with your request i.e you are in a contract or we are required to do something by law within one calendar month or receipt. We will also advise you if any fees apply for this request.
Retaining personal data
The time period for how long we need to retain your personal data will depend on your circumstance.
1. Property queries
We will not retain any of your personal data if you have just queried a property with us and not taken any of our products or services i.e if you attend a viewing but are not interested in the property. An exemption to this will apply if you have asked us to get in touch with you if we have any other properties that may suitable.
2. Claims
We will retain your personal data for as long as you may legally bring a claim against us or a client, or if a claim is made against you i.e recovery of rent payment or eviction from a property.
3. Legal and regulatory requirements
We will retain your personal data for as long as we are legally required to do so following the termination of a contract or for accounting purposes.
Security of your data
Moovahome are committed to keeping your personal data safe and secure. We have safeguarding measures in place to prevent unauthorised loss, misuse or theft of your information such as:
• Our IT systems have sufficient encryption and firewall controls
• All employees have received GDPR training
• We have secure storage within our private offices
• Paper documents are disposed of securely via a third-party waste disposal contractor
If a data breach is identified, we have a process in place for individuals to report this to the Director. We are aware of our responsibilities and when to report security incidents to the ICO.
Should you wish to, you can make a complaint to the Information Commissioners Office (ICO), who have enforcement powers and will investigate our compliance with the law. www.ico.org.uk
Payment Information
Moovahome have a POS terminal within the office to take payments from customers. These card payments can be taken over the phone or made in person. We do not record or store any card information. Receipts for transactions made over the phone are scanned into the system, emailed to the customer and then securely destroyed.
Customers are given a form to set up a standing order with their bank to make rent payments. We do not process customers bank information for any purpose.
Complaints
Moovahome are proud of the service we provide to our customers and clients. We accept that sometimes things don’t go to plan but will do everything we can to put things right as soon as possible.
If you are unhappy with a service you have received, you can make a complaint either verbally or in writing to a member of the Moovahome Team or to the Director, Ashley Cain. Ashley will investigate your complaint and hope to resolve this to your satisfaction. Should you not be happy with the resolution, you can escalate your complaint to the Property Redress Scheme.
Working for us
If you make an application for a vacancy we have, we may process your personal information to assess this. If you are successful in your application, you will be provided with additional information detailing how we use your information as an employer. If you are not successful, your information will not be retained.
Processing data outside of the EU
All processing of data takes place within the EU. If Moovahome begin a relationship with a third-party outside of the EU, we will ensure we make contractual arrangements for them to safeguard your personal data.
Our details
Moovahome’s registered address is 20 Ergo Business Park, Kelvin Road, Swindon, SN3 3JW. You can get in touch with us by writing to this address, calling the office on 01793 512345 or emailing hello@moovahome.co.uk