Privacy Policy

Privacy Policy

Relocate North is committed to ensuring that your privacy is protected and will treat all information held about you in accordance with this Policy and current UK legislation. This Privacy Policy applies to the use and processing of personal data collected and used by Relocate North. For these purposes Relocate North is a ‘data controller’ meaning that we decide how and why the personal data that we collect is used.

This Privacy Policy explains:

• How we collect personal information.

• How we use the information which we collect

• Your rights and how you can manage the use of your personal information.

• Procedures that we have in place to safeguard your privacy.

• How you can contact us or make a complaint.

This Privacy Policy applies to your use of the Relocate North website and/or mobile applications used by Relocate North or when you otherwise provide your personal data to Relocate North. Please read this Privacy Policy carefully and contact us if you have any questions. Should you have any queries in respect of this Privacy Policy or our use of personal data or if you would like to exercise any of your data subject rights, please contact us at [email protected]

Information We Collect

What personal data do we process about you?

Personal data is information, or any combination of separate pieces of information, that could be used to identify you.

We shall only gather personal information we need for our business purposes to provide you with the services you have requested, or to comply with our regulatory obligations. This also includes appropriate news and information, where you have agreed or requested this from us.

We may collect information about you from a variety of sources. This includes information we collect directly from you, information we collect when you visit our website, view our online content, use our mobile applications or other services; and information we collect about you from other third-party sources.

Information we collect directly from you;

We may collect information directly from you when you use our website, the mobile applications we use, or in telephone calls and email correspondence with us, or when information is provided directly to us.

The following are examples of personal information we may collect directly from you:

Your name, title, and/or company name
Contact details, including telephone (mobile and landline) and e-mail
Date of birth
Gender
Information about dependents or vulnerable people in your household (if you have provided this information)
Financial records and payments (such as credit card, bank account details) and other relevant financial records (such as utility or bank policy’s)
Documents proving identity (eg. Utility bills, passports or driving licences) if you have chosen to provide this information.
Marketing and communication preferences.
Details of any application or enquiry made to us, communication, survey responses or complaint.
Information required to meet any health and safety requirements or obligations that may be relevant.
Details of your business or your professional profile
Services requested
Demographic information such as preferences and interests related to your search.
Moving locations and moving date(s)
Information on areas, property or services or facilities that you are interested in to assist us with providing our services.

Information we collect when you visit our site:

We use cookies and other tracking technologies to collect information when you visit our site. For more information on this, please see our Cookie Policy. The following are examples of information we may collect:

Technical information; Internet protocol (IP) address, Information about your device, browser type and version, Information about your devices’ operating system and platform.

Information about your visit; Data about your usage of our website, web pages you view, including which features you use, frequency and length of visit to pages, page interaction, clickstream to, through and from our site (including date and time), when you download material, your contributed content, your online activity data, your preferences and also the methods used to browse away from our platform.

Location data; through your IP address, GPS and other means. We will only collect your location information when you are using our website.
• Marketing ID or similar
We may combine the information you provide to us with the information we collect from you.

Information we collect from third party sources:

We also collect your personal data from the following third-party sources: publicly available sources (such as the telephone directory), third party reference agencies, social media platforms, and legitimate marketing lists. Examples of information we may collect from other sources are;

Name
Postal address;
Email address and telephone numbers;
Date of birth;
Reference and background data;
Employment information (such as your employers name and job title); and
Publicly observed activities or information made available by you to the public, including social media channels and other internet services.

The use of sensitive data:

The law treats some types of personal data about you as “special” as such data requires more protection because of its sensitive nature.
This includes information about your race, religious or other beliefs, physical or mental health, sex life or sexual orientation, or political opinions. This also applies in relation to criminal offences. We do not normally seek such data. We will only collect or use this type of personal data (a) with your explicit consent or (b) if the law requires us to do so.

How we use personal data:

Relocate North uses the personal data gathered to provide you with our services you have requested, to deliver to you information tailored to your requests, to respond to your enquiries and to conduct other Relocate North business operations. We use your personal data to provide you with our services. We will only use your personal data where we have a valid lawful basis to do so. The table below lists examples in which we use your personal data and the lawful basis we rely on to do so.

Categories of Personal Data	Purposes of Processing	Lawful Basis
Personal data we collected to provide our services to you. Name, email address, mobile and land line telephone number	To provide our services to you in connection with your relocation including but not limited to arranging meetings, viewings of services and amenities, property previews, school and area search	Necessary to maintain our relationship with you To enter and perform our obligations under any contract we have with you.
Data gathered for checks to identify your identity, Client Due Diligence checks, credit reference checks. Passport or driving license, financial Policys, bank details, third party credit check, company check (when these are applicable)	To verify your identity. To conduct our client due diligence checks and credit rating and reference checks on behalf of us or that of a third party (for example, school).	Legal obligation. Our legitimate interests in running our business.
Details about your dependents or vulnerable people in your household. Names and contact details of dependents.	To accommodate your relocation requirements or school search, and/or to comply with public health guidelines and regulations.	Legal obligation. Necessary to enter into and perform our obligations under any contract we have with you.
Financial and transactions information. Bank and account details, tax number (when applicable).	Financial management, compliance with tax requirements, legal and regulatory requirements, providing services to you.	A legal obligation. Necessary to maintain our relationship with you To enter into and perform our obligations under any contract we have with you.
Data related to fraud detection and prevention. Full name, postal address, and tax number.	To check your identity and ensure fraudulent transactions are detected and prevented.	Legal obligation Legitimate interest.
Your email address and /or postal address.	To send you email and/or postal messages with information about Relocate North and other services and/or content you have requested to receive, or which we think may be of interest to you.	Our legitimate interests in running our business/ consent.
Data used to operate our business e.g. training, improvement of process efficiency, develop new products or services.	To operate our business efficiently.	Legitimate interest of Relocate North and of third parties.
Data provided when calling Relocate North. Names, telephone numbers time of call, and other data relating to the call.	To enable us to process calls, to answer your questions and respond to your requests.	Legitimate interests in running our business. For the performance of a contract or to take specific steps before entering a contract with you.
Data used for external audits and quality checks. Client personal data.	To enable us to operate at the highest standards. To comply with our legal and regulatory obligations.	Legal obligation. Our legitimate interests in running our business.
Information provided to competent authorities or regulatory bodies. Tax number, national insurance number, nationality, date of birth, company registration number (as company information as applicable).	Legal and regulatory obligations.	Legal obligation.

We will only use your personal data for the reasons we have set out above.
If we need to use your personal data for any other reason, we will let you know and tell you the reason along with the relevant lawful basis, unless the law prevents us from doing so.

Who do we share your personal data with?

We share your Personal Data within Relocate North and with other organisations so we can provide our services to you.

In some circumstances we may also need to share your Personal Data if we are under a duty to disclose or share it to comply with a legal obligation.

We have set out below who these organisations are and the reasons for sharing your personal data with such organisations.

We do not sell or share your personal information to companies outside of Relocate North, and we only share your personal information within Relocate North as necessary.

Information sharing with third parties and third-party service providers

We engage third-party service providers to perform a variety of business operations on our behalf. In doing so, we may share your personal data with them. We provide our service providers with only the personal data they need in order to perform the services we request, and we contractually require that they protect this information appropriately and not use it for any other purpose. In providing our services, we may disclose your personal data to third-parties and third-party service or solution providers, for example:

Third parties at the request of the client
The counterparty to your property transaction e.g. your landlords, tenants, vendors
Anti-Money Laundering (AML) and Knowing Your Customers (KYC) verification service providers
Third party contractors
Government departments
Regulatory Authorities
Property Developers
Insurance providers, insurance brokers, insurers
Representatives or professional advisers such as solicitors, accountants and surveyors, estate agents
Utility service providers or utility management services
Schools

Other Situations

We may transfer or otherwise process your Personal Data:

As part of the sale of the Relocate North brand to another company (we have a legitimate interest to ensure the business can be continued by the buyer);
When we have received your instruction, due to the nature of the service we are providing, to share your personal data. For example, if you want us to arrange a meeting on your behalf, we will have to share your name and contact details with the service providers;
To protect, defend or exercise the rights and property of Relocate North (including enforcing our Terms and Conditions);
When required by law, court order and/or government authorities which might include background checks (such as credit reference checks through agencies, or fulfilling other regulatory purposes); or
Where you tell us to share your personal data or have given us your consent to do so, for example, where you ask us to share your details with your estate agent, solicitor, bank, or your advisors.

If you would like any further information on which third parties your personal data is shared with and the reasons why, then please contact us using the details below.

How we keep your personal data secure

We take the security and privacy of our customers’ personal information extremely seriously and we have appropriate internal security procedures in place which cover the storage, access, and disclosure of your information, to help ensure that your data is not lost, stolen, accessed by unauthorised third parties, or tampered with in any way. When you provide us with your Personal Data, we will process it using our systems, meaning your details will be inputted into our secure databases. Your personal data will only be accessible by employees of Relocate North that need to see your data (depending on the services that we are providing to you).
However, we cannot guarantee your personal data will be free from every security risk that may be possible when your information is sent to and from the website, as the internet is an insecure medium.

How long do we keep your Personal Data?

Relocate North will retain Personal Data for the period necessary to fulfil the purposes outlined in this Privacy Policy (for as long as you are a client or prospective client) unless a longer retention period is required or permitted by law.
Where you have contracted with us for our services, we will keep your personal data for as long as is required:

To ensure that we can communicate with you about any questions, issues, complaints or disputes you may have in connection with any of the services we have provided to you.
To comply with the rules on accounting, reporting or other regulatory or statutory obligations; or
To provide you with relevant information about products and services that you may be interested in.
To protect our assets and enforce our agreements.

Where we have used your personal information to contact you for marketing communications we will contact you, at least every 36 months to ensure you are happy to continue receiving communications from us.

Where we have processed your data for any other reason (such as where you have contacted us with an initial enquiry) we will retain your data for up to 12 months.

Marketing preferences

Your communication options;

If you have registered with services from us, we will send you emails about services from the Relocate North which we think will interest you, unless you have opted out of such emails. This is based on our legitimate interests in promoting our business and to provide you with information about relevant services.

You can change your mind at anytime about receiving these emails. This can be done by clicking on the “unsubscribe” link at the bottom of any email. If you choose to stop receiving these marketing emails, we will still send you emails that are necessary for our relationship with you relating to the service we provide.

From time to time, we may contact you by post, e-mail or telephone to ask you for your feedback and comments on our services. If you no longer wish to receive marketing or other correspondences, please let us know by sending us an email to [email protected] to let us know your marketing preferences.

Delete or amending your data

You can make a request for the Personal Data that you have shared with Relocate North to be deleted at any time. If you wish us to erase your data held by us, please contact us ([email protected]). You can make a request for the Personal Data that you have shared with Relocate North to be amended at any time, please contact us ([email protected]) with details of any amendments that you would like to make. We will deal with your requests as necessary under applicable law. In some cases, we may not always be able to comply with your request of erasure for specific legal and regulatory reasons.

You and your rights

Individual rights;

In certain circumstances, you have rights provided by applicable law in relation to your personal data, as set out below:

The right of rectification – You have the right to request changes to rectify any inaccurate personal information we hold about you. You also have the right to have incomplete personal information we hold about you completed, by providing a supplementary statement to us;
The Right of Access – You are entitled receive confirmation as to whether your personal information is being processed by us, as well as various other information relating to our use of your personal information. You have the right to access your personal information which we are handling;
The right to data portability – You have the right to receive the personal information we hold about you in a structured, format and to send this to another organisation controlling your personal information;
The Right of Erasure – You have the right to require us to erase your personal information which we are handling in the following circumstances:
*We no longer need to use your personal information for the reasons we told you we collected it for.
*Where we needed your consent to use your personal information and you have withdrawn your consent.
*You object to our use of your personal information and we have no compelling reason to carry on handling your personal information.
*Our handling of your personal information has broken the law.
*We must erase your personal information to comply with a law we are subject to.
To right to obtain restriction of the processing of personal data;
The right to object to the processing of personal data (including direct marketing); and
The right to withdraw your consent at any time if we are relying on consent to process your personal data (this will not affect the lawfulness of any processing based on consent which was carried out before you withdrew your consent).

Data subject access request

You will not usually have to pay a fee to exercise any of the rights in this section. However, if your request is clearly unfounded, repetitive, or excessive, we may refuse to comply with your request or charge a reasonable fee for the administrative cost of complying with your request. We may need to ask you for specific information to help us confirm your identity and to ensure we can satisfy your request. This is a security measure to ensure your personal data is not disclosed to anyone who is not entitled to receive it.

We aim to respond to all requests within one month. Occasionally it may take us longer than a month to respond, if your request is particularly complex or you have made several requests; we will let you know within the month if this is the case and will keep you updated on our response time. Please contact [email protected] to request a copy of personal data about you which we hold.

Consent

Where you have provided consent for our processing of your personal data, you may withdraw that consent at any time by contacting [email protected]. We will cease processing your personal data as soon as reasonably practicable following our receipt of your withdrawal.

Children’s privacy

Our sites is not directed to children under the age of thirteen and we do not knowingly collect personal data from children under the age of thirteen on our site.

How to make a complaint

If you consider that we have processed personal data in violation of applicable law, please contact us as described below. If you consider that we have processed personal data in violation of applicable law and failed to remedy such violation to your reasonable satisfaction, you can contact us at [email protected]. You may also lodge a complaint with a supervisory authority if you have reasons to believe that we have not met our legal obligations (e.g. the Information Commissioner in the UK) or the national courts to seek a remedy if you think that your rights in relation to your personal data have been breached.

Links to third party sites and social media

Our site may provide links to other websites and apps for your convenience and information. These websites and apps may operate independently from us. Linked sites and apps may have their own privacy notices or policies, which we strongly recommend you review.
To the extent any linked websites or apps are not owned or controlled by us, we are not responsible for their content, any use of the websites or apps, or the privacy practices of the websites or apps.
Once you have used links to leave our site, we are not responsible for the protection and privacy of any information that you provide whilst visiting such sites.

Social networks and third party plug-ins

Our website may include plugins from social networks or other third parties. An example of a plugin is the Facebook “Like” button. Where legally permitted, these plugins may communicate with and send information to the party that provided the plugin, even if you do not click on the plugin. This information may include your IP address, information about your browser and device, and the address of the web page you are visiting on our site. Loading, using or clicking the plugins may also place, read and transmit cookies. These cookies may contain a unique identifier the social network or third-party assigns to you. The loading, functionality and your use of the plugins are governed by the Privacy Policy and terms of the party that provided the plugin.
Please remember that any information you submit or post as user-generated content to Social Media sites become public information. You should exercise caution when deciding to disclose your personal, financial, or other information in such submissions or posts. Relocate North cannot prevent others from using such information in a manner that may violate this Privacy Policy, Relocate North is not responsible for the results of such postings.

Updates to our Privacy Policy

Relocate North’s Privacy Policy will be reviewed as our service develops or if the law changes. We will display the latest version of our Privacy Policy on our website.

Contact

If you have any queries or feedback on our website, or you would like further information regarding our Privacy Policy or our use of your Personal Data, please email [email protected]