Moving In Privacy Policy

This Privacy Policy explains how Moving In, the trading name of AM ONE LONDON LIMITED, collects, uses, stores, and protects personal data. It applies to all Moving In customers in our operating area, including prospective, current, and former customers who use or enquire about our property-related services.

Who We Are

Moving In is a property services provider operated by AM ONE LONDON LIMITED. For the purposes of the UK General Data Protection Regulation and the EU General Data Protection Regulation, AM ONE LONDON LIMITED is the data controller for the personal data described in this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all personal data processed about individuals who interact with Moving In, including customers, prospective customers, guarantors, landlords, tenants, and website users, where they are located in our service area.

Types of Personal Data We Collect

We may collect and process the following categories of personal data, depending on your relationship with us and the services you use:

Identification and contact details, such as full name, postal address, previous addresses, date of birth, and contact details.

Tenancy and property information, such as property address, tenancy start and end dates, tenancy terms, inventory details, and maintenance records.

Financial information, such as rent amounts, payment history, bank or payment details where provided for rent and deposit payments, and information related to referencing and affordability assessments.

Verification and compliance data, such as identity documents and information required for anti money laundering, right to rent, or similar legal checks.

Communications and correspondence, such as emails, letters, notes of telephone conversations, and other communications you send to us or that we send to you.

Technical and usage information, such as information about how you use our website and online services, including device identifiers, IP address, browser type, and pages visited, where this is collected through cookies or similar technologies.

How We Collect Your Data

We collect personal data directly from you when you complete forms, sign agreements, contact us by any communication method, or use our services and website. We may also receive personal data from third parties, such as referencing agencies, credit checking agencies, landlords, previous landlords, guarantors, and other service providers who support our services.

Lawful Bases for Processing

We process your personal data only where permitted by law and rely on one or more of the following lawful bases:

Contract: where processing is necessary to enter into or perform a contract with you, such as a tenancy agreement, management agreement, or related services.

Legal obligation: where we are required to process personal data to comply with laws and regulations, including taxation, right to rent, anti money laundering, housing, and health and safety legislation.

Legitimate interests: where we have a legitimate business interest in processing your personal data and this is not overridden by your rights and interests, such as managing our business, recovering debts, improving services, or preventing fraud.

Consent: where you have given clear consent for a specific purpose. Where we rely on consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing before withdrawal.

Purposes for Which We Use Personal Data

We use your personal data for the following purposes:

To provide and manage property services, including marketing properties, arranging viewings, referencing, setting up and managing tenancies, and handling renewals or terminations.

To manage payments and accounts, including rent collection, deposit handling, maintenance charges, and issuing statements and invoices.

To comply with legal and regulatory obligations, including identity verification, right to rent checks, anti money laundering requirements, tax reporting, safety certifications, and responding to lawful requests from authorities.

To communicate with you, including responding to enquiries, providing service updates, sending notices related to your tenancy or agreement, and dealing with complaints or disputes.

To maintain and improve our services, including service administration, record keeping, training, quality control, and internal reporting.

To protect our business and prevent misuse, including fraud prevention, security monitoring, enforcing contracts, and defending legal claims.

Use of Data Processors and Third Parties

We may share personal data with carefully selected third parties that act as data processors on our behalf. These processors may include:

IT and software providers, who supply and support our property management systems, customer relationship tools, and communication systems.

Payment and banking service providers, who process rent and other payments.

Referencing and credit checking agencies, who help us assess tenant suitability and affordability.

Maintenance and contractor services, where contact details are required to arrange repairs, inspections, and property visits.

Professional advisers, such as accountants, auditors, and legal advisers, where necessary for our business operations and legal interests.

All processors are bound by contractual obligations to process your personal data only on our instructions, to keep it secure, and to comply with applicable data protection laws.

Data Sharing and Transfers

We may share personal data with other independent data controllers where necessary, such as landlords, deposit protection schemes, insurance providers, regulatory or governmental bodies, local authorities, law enforcement, courts and tribunals, and where required by law or in connection with legal proceedings.

Where personal data is transferred outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other legally recognised measures, to protect your data and your rights.

Data Retention

We keep personal data only for as long as is necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting requirements and to resolve disputes. Retention periods will vary depending on the type of data and the applicable legal or regulatory obligations.

In general, we retain tenancy and contract related records for the duration of the relationship plus a period afterwards to comply with limitation periods and regulatory guidance. When personal data is no longer needed, it will be securely deleted, anonymised, or archived in line with our retention policies.

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include access controls, secure storage, staff training, and regular review of our security procedures. While we work to safeguard your data, no system can be completely secure, and we cannot guarantee absolute security of information transmitted to us.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions:

Right of access: you can request confirmation that we process your personal data and ask for a copy of the data we hold about you.

Right to rectification: you can ask us to correct inaccurate or incomplete personal data.

Right to erasure: in certain circumstances, you can request that we delete your personal data.

Right to restrict processing: you can ask us to limit how we use your data in specific situations.

Right to data portability: you can request a copy of certain personal data in a structured, commonly used format and have it transmitted to another controller where technically feasible.

Right to object: you can object to processing based on legitimate interests or to any direct marketing activities.

Right not to be subject to automated decision making: you have the right not to be subject to decisions based solely on automated processing that have legal or similarly significant effects on you, unless specific conditions are met.

To exercise any of these rights, you may contact us using the contact methods you normally use to reach Moving In. We may need to verify your identity before responding to your request.

Complaints and Supervisory Authority

If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in your country or region, including the Information Commissioner in the United Kingdom where applicable.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or other factors. Any updated version will be made available through our usual communication channels and will apply from the date it is published. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.

Contacting Moving In About Privacy

If you have any questions about this Privacy Policy or how Moving In, operated by AM ONE LONDON LIMITED, processes your personal data, you can contact us using the normal communication methods provided to you as a customer. Please specify that your enquiry relates to privacy or data protection so that we can direct it appropriately.