The implementation of the General Data Protection Regulations (GDPR) on 25th May 2018, will govern how personal data is processed. This Notice explains how we use the personal information we collect about you, what steps you need to take if you prefer to limit the use of that information and the procedures that we have in place to safeguard your privacy.
We are committed to ensuring that your privacy is protected in accordance with the law, and all personal information shall be held and used in accordance with the Data Protection Act 1998 and General Data Protection Regulations (2018) Further details of which are available from the Information Commissioner’s website www.ico.gov.uk .
When you enquire or register for property, products and services provided by Moving Inn you will provide us with certain personal information. This information may be provided online through our websites, by telephone, by electronic communications or via direct contact with our employees. This information will be stored electronically in accordance with at least the minimum security requirements determined by the ICO.
The information that you provide will allow us to process your enquiry, confirm your identity and communicate with you to provide relevant products and services that we identify as suiting your needs. Your information may also be transferred or forwarded to its associated companies and or Landlords for administration, marketing or information gathering and similar purposes.
We analyse and assess your data to maintain and develop our relationships with you. We will use your personal information to keep you informed about suitable products and services provided by Moving Inn and carefully selected third parties, such as solicitors, mortgage advisers, and surveyors. This may involve sharing some or all of your information with carefully selected third parties. Where information is to be shared with carefully selected third parties, Moving Inn will endeavour to provide you with a further opportunity to opt out of receiving details of products and services at the relevant time.
In order that we are able to monitor supplier performance and customer satisfaction these third parties will pass certain information such as fulfilment and complaints data back to us. However, they are required to put a contract in place to ensure that your information is adequately protected, and they will remain bound by their obligations under the Act even when your personal information is processed outside Europe.
From time to time we or our agents and sub- contractors may occasionally contact you including by post, email or telephone to ask you for your feedback and comments on our services.
If you would prefer not to receive information from Moving Inn or carefully selected third parties you can opt out by contacting the branch, writing to the branch at 467 Norwood Road, London SE27 9DJ or by email Info@movinginn.co.uk.
In order to comply with Money Laundering Regulations 2017, we will request personal data and documents from Sellers and Buyer to confirm identity and address and, in the case of a purchase, will request evidence of funding and the source of any funds being used. We will also use some of your personal data to carry out electronic identity verification.
The data collected for the purposes of MLR 2017 will be processed for the purposes of preventing money laundering and terrorist financing and will not be used for any other purpose without your express permission.
We will retain your personal data for as long as you continue to give consent in order to maintain and develop our relationships with you by means of promotion of services, and products identified as suitable by us. Steps will be taken to ensure that the information is accurate, and kept up to date. Measures will also be taken to safeguard against unauthorised or unlawful processing and accidental loss or destruction or damage to the data.
Subject to certain exceptions, you are entitled to have access to your personal data held by us, including the right to request its amendment or removal. This can be done by contacting the branch.
DATA PROTECTION POLICY
Statement of policy
In order to operate efficiently, Moving Inn Limited has to collect and use information about people with whom it engages with. These may include members of the public, current, past and prospective employees, clients and customers, and suppliers. In addition, it may be required by law to collect and use information in order to comply with the requirements of central government. This personal information must be handled and dealt with properly, however it is collected, recorded and used, and whether it be on paper, in computer records or recorded by any other means, and there are safeguards within the Act to ensure this.
Moving Inn Limited regards the lawful and correct treatment of personal information as very important to its successful operations and to maintaining confidence between the organisation and those with whom it carries out business. The organisation will ensure that it treats personal information lawfully and correctly.
To this end the organisation fully endorses and adheres to the Principles of Data Protection as set out in the Data Protection Act 1998.
The principles of data protection
The Act stipulates that anyone processing personal data must comply with Eight Principles of good practice. These Principles are legally enforceable.
The Principles require that personal information:
- Shall be processed fairly and lawfully and in particular, shall not be processed unless specific conditions are met;
- Shall be obtained only for one or more specified and lawful purposes and shall not be further processed in any manner incompatible with that purpose or those purposes;
- Shall be adequate, relevant and not excessive in relation to the purpose or purposes for which it is processed;
- Shall be accurate and where necessary, kept up to date;
- Shall not be kept for longer than is necessary for that purpose or those purposes;
- Shall be processed in accordance with the rights of data subjects under the Act;
- Shall be kept secure i.e. protected by an appropriate degree of security;
- Shall not be transferred to a country or territory outside the European
Economic Area, unless that country or territory ensures an adequate
level of data protection.
The Act provides conditions for the processing of any personal data. It also makes a distinction between personal data and ”sensitive” personal data.
Personal data is defined as, data relating to a living individual who can be identified from:
- That data;
- That data and other information which is in the possession of, or is likely to come into the possession of the data controller and includes an expression of opinion about the individual and any indication of the intentions of the data controller, or any other person in respect of the individual.
Sensitive personal data is defined as personal data consisting of information as to:
- Racial or ethnic origin;
- Political opinion;
- Religious or other beliefs;
- Trade union membership;
- Physical or mental health or condition;
- Sexual life;
- Criminal proceedings or convictions.
Moving Inn Limited will, through appropriate management and the
use of strict criteria and controls:
- Observe fully conditions regarding the fair collection and use of personal information;
- Meet its legal obligations to specify the purpose for which information is used;
- Collect and process appropriate information and only to the extent that it is needed to fulfil operational needs or to comply with any legal requirements;
- Ensure the quality of information used;
- Apply strict checks to determine the length of time information is held;
- Take appropriate technical and organisational security measures to safeguard personal information;
- Ensure that personal information is not transferred abroad without suitable safeguards;
- Ensure that the rights of people about whom the information is held can be fully exercised under the Act.
In addition, Moving Inn Limited will ensure that:
- There is someone with specific responsibility for data protection in the organisation;
- Everyone managing and handling personal information is appropriately supervised;
- Queries about handling personal information are promptly and courteously dealt with;