FastMove Privacy and Fair Processing Policy

Background

Here at FastMove, we are 100% committed to respecting and protecting your privacy. This information enclosed (privacy policy) identifies what happens to any personal data that you agree to give to us, or any data we may collect from or about you. It applies to all products and services, and instances where we collect your personal data. The data we store about you is only relevant to our industry. This privacy notice applies to all personal information processed by or on behalf of CEJ Properties LTD (T/A FastMove).

Our website and services may contain links to independent websites which are not provided by us. Such independent sites are not under our control, and we are not responsible for and have not checked and approved their content or their privacy policies.

Changes to this privacy policy

Please note we may change this privacy notice from time to time. This for example will be to reflect the changes in law. As this policy is open to change I would encourage you to check this notice for changes whenever you visit us at www.fastmove.org.uk

How do we collect the personal information about you?

FastMove will collect personal information from the following general sources:

  • From you directly, and any information from friends, family members, associates or beneficiaries of products and services.
  • Information generated about you when you use our products and services
  • A broker or other intermediary who we work with to provide products or services or quote to you.
  • Business partners (for example, financial services institutions, insurers, account beneficiaries, our partner agents or others who are a part of providing your products and services or operating our business).
  • A number of other sources such as Fraud Prevention Agencies, Credit Reference Agencies, other lenders, HMRC, DWP, publically available directories and information (for example, telephone directory, social media, internet, news articles), debt recovery and/or tracing agents, other organisations to assist in prevention and detection of crime, police and law enforcement agencies.
  • On occasion we buy or rent information about you or customers generally from third parties including demographic information, claims history, fraud information, marketing lists, publicly available information and other information to help improve our products and services or our business.

What type of information will we collect from you?

The personal information we collect from you will typically include the following:

  • Full name and contact details (including your contact number, email and postal address)  
  • Information relating to your identity where we are required by law to collect this to comply with the Money Laundering Regulations 2017 and the Immigration Act
  • Information on your close connections where we are required to conduct conflicts of interests under regulatory obligations
  • Information on any access requirements you have necessary to enable us to find suitable properties for you, which may consist of special category personal data comprising details of any disability or other health information about you
  • Details about your areas of interest where we wish to send you marketing information about similar products and services
  • Usage information aboutvisits to our website (which enable our website to remember information about you and your preferences) and use of our site.  [Please read our ‘Cookie Policy‘ for further details.] This may include information about your visit, including [the full Uniform Resource Locators (URL),] [clicks through to and from our site (including date and time),] [products you viewed or searched for’] [page response times,] [download errors,] [length of visits to certain pages,] [page interaction information (such as scrolling, clicks, and mouse-overs),] [methods used to browse away from the page,] [OTHER] and any phone number used to call our customer service number
  • Other technical information, including what devices you use to connect to our App, device location data where this function is not disabled by you on your device, [the Internet protocol (IP) address used to connect your computer to the Internet,] [your login information,] [browser type and version,] [time zone setting,] [browser plug-in types and versions,] [operating system and platform
  • Your communications with us, including a record of the email or telephone correspondence created when you contact us as part of a product or service query

Where we need to collect personal data by law (for example to meet our obligations to prevent fraud and money laundering) or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

On what basis can we process your information?

The legal grounds under data protection legislation for processing your personal data are as follows:

  • It is necessary for the performance of a contract to which you are a party, or to take steps prior to entering into a contract with you, for us to provide you with our products and services
  • You have given us explicit consent to the processing of your personal data for one or more specific purposes, namely 1) where you have given us consent to receive electronic marketing by us and/or 2) to process your Special Category Personal Data described above. You do not need to provide us with marketing consent in order to receive our services
  • It is necessary for the purposes of our legitimate interests, except where our interests are overridden by the interests, rights or freedoms of affected individuals (such as you). To determine this, we shall consider several factors, such as what you were told at the time you provided your data, what your expectations are about the processing of the data, the nature of the data, and the impact of the processing on you. Our legitimate interests include processing necessary to improve and to promote our services and product and to better understand our customers’ interests and knowledge of the property market and to administer the technical aspects of our service and products.
  • Where we need to comply with a legal obligation; or in rare    circumstances
  • Where we need to protect your interests (or someone else’s interests); and/or
  • Where it is needed in the public interest or for official purposes

What are we going to do with your information?

We will hold and use personal information about you in the following ways:

  • To fulfil our obligations to you when providing you with our property services
  • To share your information with others where necessary to fulfil our property services for you or where acting as agent for a third party on your behalf
  • To comply with our statutory and regulatory obligations, including [verifying your identity, prevention of fraud and money laundering and to assess your credit worthiness
  • Communicate with you during the course of providing our services, for example with your enquiries and requests
  • Statistical purposes so we can analyse figures to help us manage our business and plan strategically for the future
  • To provide you, or to enable third parties to provide you, with information about goods or services we feel may interest you, where you have provided permission for us to do so or, if you are an existing customer only, where we choose to contact you by electronic means (including e-mail or SMS) with information about our own goods and services similar to those which you have already obtained from us or negotiated to obtain from us . For those marketing messages you can unsubscribe at any time
  • Track your use of our service including your use of our App in order to improve these
  • To notify you about changes to our service
  • To ensure that content from our site is presented in the most effective manner for you and for your computer

How long we keep your data for

We will retain your personal data for different periods depending on the service you have chosen to use us for, which may be a longer period than that for which we need to hold your data to provide those services, i.e. where we are under regulatory or statutory duties to hold your data for a longer period or need to retain it in the event of a legal claim or complaint

Who your information will be shared with

We will pass your details to the following organisations (our “data processors”) who carry out certain activities on our behalf as part of us providing our services:. :., Lancasters Property Services Ltd, property management and property sales agents, fraud prevention agencies, cloud computing host providers Jupix Ltd,  Microsoft, Apple and Sage UK Ltd, technical support service providers Intelesis Ltd, Direct Computers Ltd and STR computer services, advertising networks services, email marketing services e-Prop Services Ltd, GPEA Ltd, financial services providers Echo Finance Limited and The Mortgage Advice Bureau,  photography and brochure processing services e-House Ltd, energy performance certificate providers Yorkshire Energy Surveys Ltd.

We will also pass your details where necessary to your property solicitors and those of the other party to your transaction. We will also disclose your personal information to third parties apart from those listed above if:

  • In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets.
  • If our company or substantially all of our assets are acquired by a third party, in which case personal data held by us about our customers will be one of the transferred assets.
  • If we are under a duty to disclose or share your personal data in order to comply with any legal or regulatory obligation, or to protect the rights, property, or safety of our company, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

We will not share your information with third parties for marketing purposes without first obtaining your prior consent.

When we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and otherwise use your information in accordance with applicable data protection law.

We may disclose your personal information to our insurers and /or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.

In addition to the specific disclosures set out in this section, we may disclose your personal information where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person, or for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative out-of-court procedure.

Security of your data

Your data will be held on secure servers within the European Economic Area (“EEA”) with all reasonable technological and operation measures put in place to safeguard it from unauthorised access.  Where possible any identifiable information will be encrypted or minimised.

If we have given you a username and password which enables you to access certain parts of your matter on our systems, you are responsible for keeping it confidential. Please do not share it with anyone.

About FastMove and our Data Protection Officer

FastMove is a trading name of CEJ Properties LTD, our registered office is 1 Parkview Court, Shipley, Bradford, BD18 3DZ. We are a data controller of your personal data. We can confirm we have a dedicated data protection office “(DPO)” who is here to help with any questions or queries you have about any personal data we store about yourself. You can contact the DPO by email christian@fastmove.org.uk or in writing to the aforementioned address.

Your rights

In this section we have summarised the rights that you have under data protection law.  Some of the rights are complex, applying only in certain circumstances and subject to certain exceptions, and in the interests of keeping this policy concise, not all of the details have been included in our summaries.  Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

You have the right:

  • To object to us processing your personal information for marketing purposes. If you object, we will stop processing your personal information for this purpose.  When we collect your data, you can choose whether you wish to receive marketing communications from us. If you wish to stop receiving marketing communications, you can opt out at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails.
  • To access the information we hold about you and certain information about our processing of it and your rights in relation to it.
  • In certain circumstances, to obtain erasure of the personal information we hold about you, subject to certain exceptions.
  • To rectification of the information we hold about you.
  • In certain circumstances, to restrict our processing of your personal information or object to us processing it. If you object, we will stop processing your personal information unless certain exceptions apply.
  • Where our legal basis for processing your personal information is your consent or the performance of a contract and we process it by automated means, to be provided with the personal information we hold about you in structured, commonly used and machine-readable format and to transmit the information to another controller.
  • To not be subject to a decision based solely on automated processing, including profiling, that produces legal effects concerning you or similarly affecting you, subject to certain exceptions.
  • Where our processing of your personal information is based on your consent, to withdraw that consent at any time.  If you withdraw your consent, we will stop the relevant processing, but it will not affect the lawfulness of our processing before the withdrawal.

How you can request erasure of your data

 You can ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where you have withdrawn consent for us to process it (as explained below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

How you can withdraw your consent

You have the right at any time to withdraw any consent you have given us to process your personal data. Please note if you withdraw your consent it will not affect the lawfulness of any processing of your personal data we have carried out before you withdrew your consent. Should you wish to do so you can change your consent preferences at any time by contacting us at office@fastmove.org.uk

To exercise any of these rights, email us at christian@fastmove.org.uk or write to us at 1 Park View Court, Shipley, Bradford, BD18 3DZ.  In addition, you can exercise your right to object to direct marketing at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails.

If you consider that our processing of your personal information infringes data protection laws, you have the right to lodge a complaint to a supervisory authority responsible for data protection. You may do this in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.  More information about lodging a complaint with the Information Commissioner’s Office (the relevant UK supervisory authority) can be found at https://ico.org.uk/concerns/.

Security precautions in place to protect your information

We take appropriate technical and organisational precautions to secure your personal information and prevent its loss, misuse or alteration. All information you provide to us is stored on our secure servers. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Use of Cookies

Like many other websites, our website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns.

Cookies allow us to provide important site functionality so you don’t have to re-enter lots of information. They also allow us to remember what links and pages you have been or viewed during a session. This helps us deliver a better, more personalised service to you.

It is possible to switch off cookies by setting your browser preferences. For more information on the Cookies we use please write to us at 1 Park View Court, Shipley, Bradford, BD18 3DZ.

Transferring your information outside of European Economic Area (“EEA”)

Although FastMove is based in the UK sometimes your name and email may be transferred outside the European Economic Area to one of our third party software providers which aids our electronic communications with you. If we do so we’ll make sure that suitable safeguards are in place, for example by using approved contractual agreements, unless certain exceptions apply.

What should you do if your personal information changes?

You should tell us so that we can update our records by calling head office at 03333 232 199 so we can update our records.

Do you have to provide your personal information to us?

We’re unable to provide you with our products or services if you do not provide certain information to us. In cases where providing some personal information is optional, we’ll make this clear.

Do we do any monitoring involving processing of your personal information?

In this section monitoring means any: listening to, recording of, viewing of, intercepting of, or taking and keeping records (as the case may be) of calls, email, text messages, social media messages, in person (face to face) meetings and other communications.

We may monitor where permitted by law and we’ll do this where the law requires it, or to comply with regulatory rules, to prevent or detect crime, in the interests of protecting the security of our communications systems and procedures and for quality control and staff training purposes. This information may be shared for the purposes described above.

What are your marketing preferences and what do they mean?

We may use your home address, phone numbers, email address and social media or digital channels (for example, Facebook, Google and message facilities in other platforms) to contact you according to your marketing preferences. You can stop our marketing at any time by contacting us using the details below or by following the instructions in the communication

Review of this Policy

We keep this Policy under regular review. If we change our Privacy Policy we will post the changes on this page and may place notices on other sections of the website.

Complaints about the use of your personal data

If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated by writing to The Data Protection Officer, FastMove at 1 Park View Court, Shipley, Bradford, West Yorkshire BD18 3DZ.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the UK data protection regulator, the Information Commissioner’s Office. 

Further information

You can obtain further information about data protection laws by visiting the Information Commissioner’s Office website at www.ico.org.uk.