What does it mean?
The new General Data Protection Regulation comes in to effect from 25th May 2018. This is fresh moves Data Protection Statement
Your personal data is data which by itself, or with other data available to us can be used to identify you, create tenancy agreements and be used in the management of tenancies. We fresh move are the data controller and the data is held by a third party system called Jupix. Our Data Protection Officer can be contacted at Fresh Move, Dean Clarke House, Southernhay East, Exeter, EX1 1AP
Whether or not you become a customer, we’ll use your data for reasons set out below and if you become a customer we’ll use it to manage your tenancy. We will collect most of this information form the details you send to us via property portals or telephone enquiries or in the referencing process.
The Data may include
- Full name and personal details including contact details (e.g Home address, address history, email address, home and mobile telephone.
- Date of birth (to ensure you are legally old enough to sign a tenancy agreement
- Financial Details (e.g Salary and income details, employer’s details, pension statements, savings data)
- Personal Details (e.g how many people the property is for, how many dependents, if you have any pets and what your occupations are.
- Family, Lifestyle and Social requirements, Circumstances of moving e.g reasons for move,
- Information from credit references or fraud prevention agencies, electoral Roll, court records of debt judgements and bankruptcies and other publicly available sources
- Personal details of other named applicants. You must have their authority to provide their personal data to us and share this data protection statement with the beforehand together with details of what you have agreed on their behalf.
- Bank Details to make payments to or from
- Property ownership including insurance company details, mortgage company detail
- Next of kin (details of emergency contacts)
- Keep copies of identification (i.e. passport, driving licences and birth certificates)
Monitoring of communications
Subject to applicable laws, we’ll monitor and record your calls, emails, text messages, social media messages and other communications in relation to your dealings with us. We’ll do this for compliance and self-regulatory practices, crime prevention and detection, to protect the security of our communications systems and procedures, for quality control and staff training and when we need to see a record of what has been said.
Using your personal data
We’ll process your personal data
To be able to perform our duties as agents
- To find a suitable property that matches the criteria that you have given us via property alerts
- Record times and dates of viewings
- To obtain feedback on any viewings carried out
- To update you on any property related questions that arose
- To share with our referencing agency the details you provide to ensure suitability to enter a tenancy agreement
- To generate a Tenancy Agreement and related documents to enter a tenancy
- To be used in the management of the property in terms of maintenance, insurance, mortgage companies,
- To set up utilities accounts
- To monitor and track your tenancies
- To ensure a check out is completed
- To close any utility accounts
- To work with the DPS and any contractors on the hand-over of the property
- To reclaim any unpaid debts
- To market a Property
- To use your details on any Tenancy agreement and related documents in the formation of a tenancy.
- To share with contractors in the management and maintenance of a property
- To pay any rents owed or contracted bills paid
As necessary for our own legitimate interests
- For good governance, accounting, managing and auditing
- To search at credit referencing agencies if applying for a tenancy
- To monitor calls, emails, and other communications in relation to your tenancies/properties
- For market research, analysis and developing statistics and
- To send you marketing communications related to properties and agent services
As necessary to comply with a legal obligation
- When you exercise your rights under data protection law and make requests
- For compliance with legal and regulatory requirements and related disclosures
- For establishment and defence of legal rights
- For activities relating to the prevention, detection and investigation of crime
- To verify your identity, make credit, fraud prevention and money laundering checks
Based on your consent
- When you request us to disclose your personal data to other people or organisations such as a reference request
- To send you property alerts based on the criteria you give us
- To send you marketing communications where we’ve asked for your consent to do so
You are free at any time to change your mind and withdraw your consent.
Sharing of your personal data
Subject to applicable data protection law we may share your personal data with
- Landlords and property owners
- Subcontractors engaged by ourselves or our landlords to carry out works on your property
- Companies and other persons providing services to us
- Our legal and other professional advisors,
- Fraud prevention agencies, credit reference agencies and debt collection agencies
- Government bodies (HMRC for example)
- Courts to comply with legal requirements and for the administration of justice
- In an emergency
- To protect the security or integrity of our business operations
- To other people connected with your tenancy (such as guarantors)
- When we restructure or sell our business or its assets or have a merger or re-organisation
- Market research Organisations who help us to improve our products or services
- Anyone else where we have your consent by law
Your marketing and preferences and related searches
We’ll use your home address, phone numbers, email address and social media (Facebook, Google and message facility platforms) to contact you according to your preferences. You can change your preferences or unsubscribe at any time by contacting us. In the case of social media message’s you can manage your social media preferences via that social media platform.
If you have previously told us that you don’t want information or other products and services to be included in market research, we will continue to respect your wishes.
Your rights under applicable date protection law
- The right to be informed about our processing of your data
- The right to have your personal data corrected if its inaccurate and to have incomplete personal data completed
- The right to object to processing of personal data
- The right to restrict processing of personal data
- The right to have your personal data erased (the right to be forgotten)
- The right to request access to your personal data (data portability) and
You have the right to complain to the information commissioner’s office. It has enforcement powers and can investigate compliance with data protection law: ICO.org.uk