GDPR Policy – Your Key Move Ltd

Effective Date: 19/01/2022
Review Date: Annually
Contact: sales@yourkeymove.com

1. Purpose of This Policy

Your Key Move Ltd (“we”, “our”, or “us”) is committed to protecting the privacy and rights of individuals in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This GDPR Policy outlines how we collect, use, store, protect, and share personal data within the scope of our operations as an estate agency.

2. Our Role as a Data Controller

We act as a Data Controller when we determine the purposes and means of processing personal data. We may also act as a Data Processor when working on behalf of third-party clients such as landlords, tenants, or legal professionals.

3. Lawful Bases for Data Processing

Under Article 6 of the UK GDPR, we process personal data on the following legal bases:

Consent – For marketing communications or optional services
Contractual necessity – To fulfil our obligations in property sales, lettings, and management
Legal obligation – To comply with legal duties, including anti-money laundering and tax laws
Legitimate interests – To run our business effectively, such as fraud prevention or analytics
Vital interests – Rarely, to protect someone’s life or safety

4. What Personal Data We Collect

We may collect and process the following categories of personal data:

Category	Examples
Identity Data	Full name, date of birth, nationality, ID documents
Contact Data	Address, email address, phone number
Financial Data	Bank details, credit checks, payment history
Transaction Data	Sale or rental history, offers, tenancy details
Technical Data	IP address, browser data (via cookies)
Marketing Data	Preferences, opt-in/out status
Special Category Data	Only where necessary and with explicit consent (e.g., disability for housing needs)

5. How We Use Your Data

We use your data for the following purposes:

Facilitating property sales and lettings
Processing tenancy applications and referencing
Arranging property viewings, valuations, and surveys
Managing tenancy agreements and landlord obligations
Meeting anti-money laundering, legal and regulatory obligations
Sending property updates or newsletters (with consent)
Responding to enquiries and complaints

6. Data Sharing and Third Parties

We may share your personal data with:

Solicitors, surveyors, and mortgage advisors
Utility companies and service providers
Landlords or tenants (as appropriate)
Referencing and credit check agencies
Government agencies (e.g. HMRC, local authorities)
IT service providers (e.g. CRM, email systems)

All third parties must meet our data protection standards. Data is never sold.

7. International Transfers

We generally store and process your data in the UK. Where we transfer data outside the UK/EEA, we ensure appropriate safeguards are in place (e.g. Standard Contractual Clauses).

8. Data Security

We implement appropriate technical and organisational measures to secure your data, including:

Encrypted databases and email communications
Access control and staff training
Regular data audits and reviews
Secure file transfer protocols

9. Data Retention

We retain personal data only as long as necessary:

Tenancy and sales records: Up to 6 years after transaction completion (in line with the Limitation Act 1980)
Marketing data: Until consent is withdrawn or updated
Financial data: 6 years for tax and audit compliance

Data is securely deleted or anonymised when no longer required.

10. Your Data Rights

Under the UK GDPR, you have the following rights:

Right to be informed – About how your data is used
Right of access – To see what data we hold
Right to rectification – To correct inaccurate data
Right to erasure – To request deletion of your data (when applicable)
Right to restrict processing – Under certain conditions
Right to data portability – To transfer your data
Right to object – To certain types of processing (e.g., marketing)
Rights related to automated decision making – Including profiling

You can exercise these rights by contacting sales@yourkeymove.com.

11. Marketing Communications

We will only send marketing communications if you have opted in. You can unsubscribe at any time via the link in emails or by contacting us directly.

12. Cookies

Our website uses cookies to enhance user experience and for analytics. See our full Cookie Policy for details.

13. Complaints

If you are concerned about how we handle your data, please contact our Data Protection Lead at sales@yourkeymove.com.

If you are not satisfied with our response, you can contact the UK Information Commissioner’s Office (ICO):
https://ico.org.uk | Tel: 0303 123 1113

14. Policy Updates

We may update this policy from time to time to reflect changes in law or business operations. The latest version will always be available on our website.