Privacy Policy
Introduction
We support your fundamental rights to privacy and we aim to do everything we can to safeguard those rights and protect the security of personal data we process. This Privacy Policy describes how we will handle and protect personal information in providing our services. It explains how we collect, use, disclose and transfer the information that you provide to us online or offline, including through our partners or our website.
This Privacy Policy applies to our processing of your data when you use our move or home set-up services, or when we provide services to our business partners who may be estate agents, managing agents, landlords, or other moving service providers (“Business Partners”).
This Privacy Policy also addresses how we use data of our Business Partners and business contacts (please see the last part of Section 2 below).
When we receive personal data about you in providing our services we will process it in accordance with all applicable privacy laws and this Privacy Policy. You can find the Just Move In terms and conditions governing our services for end users at www.justmovein.com/ts-and-cs.
Please read this Policy in full to understand how your personal information will be handled.
1. Who is Just Move In?
Just Move In is owned and run by Ethical Introductions Ltd, registered in England with company number 09280849 and registered office at Unit 3 Vista Place, Coy Pond Business Park, Ingworth Road, Poole, Dorset, BH12 1JY, United Kingdom. This is the company that decides on the purposes for which your data is processed and the methods of processing. In this Policy, references to ‘we’, ‘us’ or ‘our’ refer to Ethical Introductions Ltd. You can contact us at:
Data Protection
Ethical Introductions Ltd
The Echo
18 Albert Road
Bournemouth, BH1 1BZ
Email: my.data@justmovein.com
We welcome comments or questions about this Policy. You can also use these contact details to exercise your legal rights referred to below.
2. What are the purposes for which we process personal data? And what are the legal bases that allow us to process it?
We use personal data (relating to you, other members of your household, and/or other occupants of the property you are moving from or to) for the following purposes and relying on the following legal bases:
Processing necessary for the performance of our services contracts:
to deliver our move and home set-up services (e.g. setting up or closing accounts, including providing or changing payment details that you have provided for this purpose, in accordance with your instructions, or making change of occupancy notices on your behalf);
to generate quotations for you, and if you decide to proceed, registering you with the relevant new supplier;
to switch tariffs or suppliers if you have signed up for a switching service;
to communicate with you about those services;
to provide and deliver additional products and services at your request;
where we provide you with paid services, to charge for our services and collect payments;
to send information including confirmations, invoices, technical notices, updates, security alerts and support and administrative messages.
The legal basis for these operations is that they are necessary in order to perform the contracts for our services with you directly.
Processing necessary for our legitimate business interests:
providing services that are required by our Business Partners (e.g. informing utility providers such as water, sewerage, gas, electricity companies, and/or the local council, of a change of occupancy when you move out of or into a property);
managing “void periods” i.e. periods where a property is not occupied by a tenant. This may include switching utility providers on behalf of the landlord and informing them regarding the new tenant that moves in;
to maintain, and improve our sites, products and services. This may include contacting you by telephone, to discuss how we can better provide our services or to get feedback after a move. This may also include technical information as referred to in Section 6;
to maintain proper records (and where you have been introduced to us by one or more partners, keeping those partners informed of the services provided);
to respond to comments and questions and provide customer service;
to communicate with you about promotions, upcoming events, and other news about products and services offered by us and our selected partners where these have a clear connection to moving into a new home or our related services;
to make sure that our marketing is tailored to your interests;
to protect, investigate, and deter against fraudulent, unauthorised, or illegal activity.
The legal basis for these operations is that they are necessary for the legitimate interests of our business or our partners’ businesses. When deciding to rely on this legal basis we always need to assess whether the data is necessary for those interests and whether those interests could be overridden by your own individual rights and freedoms. We have concluded that these activities are within the type of data processing that any of our users would expect based on the relationship we have, are not intrusive, and do not have any negative impact on your privacy. We will re-assess this decision on a regular basis.
You may also have the right to opt out of this processing. If you wish to do so please email us at my.data@justmovein.com. Please bear in mind that if you object then this may affect our ability to carry out some services or all of our services for your benefit.
Processing with your consent
There may be cases in which our processing of your data is based on your consent.
Where you are introduced to us by our business partners, those partners should ask you (verbally or in writing) for your consent to share your personal details with Just Move In and provide information on how they will be used. In other cases, as communicated to you when signing up with a partner, our service may be included within your contract with that partner, and so no further consent will be required. Where applicable, please also consult the Business Partner through which you came to us and review their privacy policies and terms, which will set out further information about how they use and share personal data, including in connection with our services.
Where we rely on your consent as the legal basis for processing your data, you may withdraw that consent at any time by emailing us at my.data@justmovein.com. However, any processing that occurred before you withdrew consent will still be legal.
Processing necessary to comply with legal obligations
We will also need to process data where required for compliance with legal or regulatory obligations that apply to our business e.g.:
tax and accounting;
to respond to requests and legal processes from courts, regulators or law enforcement authorities;
to protect our rights and property or those of our Business Partners, suppliers and others. This includes enforcing our agreements, policies, and terms and conditions.
Data of our Business Partners and business contacts
We also need to process your personal data if we have or are considering a business relationship with you or your employer. This may include data relating to your work with the following, for the following purposes:
a Just Move In Business Partner or supplier (e.g. an estate agency, other moving services provider, a utility or home services provider, or a credit referencing or financial services provider), in order to manage our contracts and services, issue and process invoices, make and collect payments, and keep records;
a supplier, potential supplier and other business contacts, in order to evaluate, purchase, and pay for goods and services, or otherwise collaborate with them;
potential partners, in order to expand our business and resources.
Processing this data is necessary for the performance of our contract with you (where there is one), and for our legitimate interests in managing and growing our services, resources and business.
As this data always relates to your professional life (work email, work telephone, information about professional services and contracts etc.) and/or is obtained from sources where it is voluntarily offered (e.g. your employer, websites, trade shows, professional networking) there will be no negative impact on your privacy or rights, and our use is within what a professional data subject would reasonably expect.
Although applicable laws do not require us to obtain your consent for such data processing, you may still be entitled to exercise your statutory rights in relation to such processing where applicable (see Section 8 below).
3. Do we provide data to any third parties?
Our overarching principle is that we will restrict access to your data to the minimum number of people and organisations necessary. However, we do need to provide your data to third parties at times e.g. to provide our services and to comply with the law. Specifically, we may share your data:
Where necessary or authorised for the provision of our services:
Where we have agreed or are legally obligated on behalf of yourself or a landlord (or a managing agent acting on behalf of a landlord) to provide change of occupancy notifications to utility providers (water, sewerage, gas, and electricity companies) and/or the local council, i.e. we will provide the name of the incoming tenant in place of the previous tenant or, where applicable, the landlord;
Where we use third-party organisations to help facilitate changes of address and occupation.
Where we register you or your property at your request with a chosen supplier e.g. energy, broadband, TV, cleaners, removals, bill aggregation, tariff switching, or insurance, or any other tradespeople or service providers that we work with and make available as part of our services from time to time.
With those who need it to do work for us in order to provide our services to you or market our services, or whose services we use in managing and maintaining our data records.
During any sale or transfer of our business or assets. This could include through a merger, financing, acquisition, or bankruptcy transaction or proceeding. In these events we will endeavour to ensure that the purchasing or contracting organisation(s) continue the same obligations and responsibilities in terms of holding and processing of personal data as are set out in this Policy.
For legal, protection, and safety purposes e.g.:
to comply with laws or any regulatory obligation;
to respond to lawful requests and legal processes from courts, regulators or law enforcement authorities;
to protect our rights and property of those of our staff, Business Partners, suppliers and others. This includes enforcing our agreements, policies, and terms and conditions.
In an emergency. This includes protecting the safety of our employees and agents, our Business Partners, or any other person.
We regularly work with our Business Partners to help them fulfil their legal obligations and business requirements around change of occupancy notifications, to manage void (unoccupied) periods, and to provide a better move experience for their customers or staff. If you were introduced through a Business Partner, we may share your information with each organisation that referred you to help them measure impact and to allow them to communicate with you about other move or home related services.
We sometimes work with suppliers who store data outside of the UK or the European Union and European Economic Area (EEA), and other places not officially recognised by the UK authorities or European Commission as having equivalent data protection laws. Where we do so, we ensure that such transfers are protected under schemes that offer additional safeguards, such as approved contractual clauses that ensure equivalent levels of data protection. If we receive a valid request, we may make available a copy of such safeguards.
4. How long do we retain your personal data?
We will retain your personal data only for the period necessary to fulfil the purposes for which it was provided, unless a longer retention period is required or permitted by law (e.g. for tax and accounting or mandatory recordkeeping).
If you have agreed to open a JMI account or are included in a household member’s account with us then we will retain your data for as long as that account is open and then for up to six years after that in case of legal claims.
5. Where do we obtain your data from?
We obtain information about you in a range of ways:
Information we receive from Business Partners
If you consent to a Business Partner providing us with your information, or if our service is included within the scope of services you have agreed with that Business Partner, then we will normally receive your name, the address you're moving to, tenancy start date or expected completion date, email address and phone number. We may also receive additional information about the property or your preferences which will affect the services we can provide: e.g. a SKY dish is not allowed at the property, or all occupants of the property are exempt from council tax.
Information you give us
We may also collect personal information from you directly if you fill in a form on our website, if one of our managers speaks to you over the phone, or when you correspond with us (e.g. through our website, or by telephone, e-mail, messaging, or letter).
Information we get from others
We may get information about you and your property from other sources including the national energy databases. We may add this to information we get from the other sources mentioned above.
6. Technical information
Information automatically collected
For online users, we automatically log information about you and your computer. For example, when visiting our site, we log your computer operating system type, browser type, browser language, the website you visited before browsing to our site, pages you viewed, how long you spent on a page, access times and information about your use of and actions on our site.
Cookies
Cookies are small text files that are placed on your computer by websites that you visit. Like most organisations, we use cookies in order to make our websites work, or work more efficiently, as well as to recognise returning visitors and personalise content and ads for them. You can find further information regarding our use of cookies on the following page: https://justmovein.com/cookies.
Pixel tags
We may also use pixel tags (which are also known as web beacons and clear GIFs) on our site to track the actions of users on our site. Unlike cookies, which are stored on the hard drive of your computer or mobile device by a website, pixel tags are embedded invisibly on webpages. Pixel tags measure the success of our marketing campaigns and compile statistics about usage of the site at an aggregate level, so that we can manage our content and promote the site more effectively.
IP addresses
We may collect information about your computer or mobile device, including where available your IP address, operating system, log in times and browser type. We use this information to better understand how visitors use our site and for internal reporting purposes.
We may anonymise and share this information with our sponsors, or advertising, analytics, or social media partners.
7. How secure is your data?
We want you to feel confident about using Just Move In and we are committed to protecting the personal information we collect. We limit access to personal information about you to employees and contractors who reasonably need access to it in order to do their jobs. We have (and require our suppliers to have in place), appropriate technical and organisational physical, electronic, and procedural safeguards to protect the personal information that you provide to us against unauthorised or unlawful processing and against accidental loss, damage or destruction, including under written data processing agreements with any third party service providers.
8. What are your rights?
You have various legal rights in relation to data that we process about you e.g.:
To ask for access to it;
To ask for inaccuracies or out of date information to be corrected;
To ask for it to be deleted (the "right to be forgotten"); or if not deleted, to ask us to restrict its processing;
To object to its processing for specific purposes;
To ask for a copy to take to another service provider.
You can also ask us not to send you direct marketing communications.
If you wish to exercise any of these rights, please email: my.data@justmovein.com (or write to the address in Section 1). If you are not satisfied with our response on any matter, you also have a right to contact the UK Information Commissioner’s Office (www.ico.org.uk) to ask them for a resolution of your concern.
9. Changes to this Notice
From time to time we may change this Policy. If material changes are made to this Policy, we will communicate this clearly on our website. If you do not agree to these changes, please do not continue to use our services.
Last updated: July 2024
Annex: Key Data Processing Partners
Hover for links.
Google Workplace
Trevor.io
Outworx (South Africa)
RoWeb (Romania)
Twilio (and Sendgrid) (Data centres are in USA)
Campaign Monitor (Data centres are in USA & Germany)
Acuity Scheduling (Data centres are in USA)
ZenDesk (Data centres are in Ireland)
Debounce (Data centres in Europe)