Privacy Policy

BRIGHT MOVE – PRIVACY POLICY

Last Updated: 10.11.2025

Bright Move Limited (“Bright Move”, “we”, “us”, “our”) is committed to protecting your personal information and ensuring transparency over how we process it. This Privacy Policy sets out how we collect, use, disclose, store, and protect personal data when you use our website, register for an account, bid in auctions, apply for tenancies, interact with our lettings or management teams, or engage any of our services.

This Policy is designed to comply with:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Privacy and Electronic Communications Regulations (PECR)
• Industry standards for property, lettings, and auction services

By accessing the Bright Move website or providing your personal information, you acknowledge that you have read and understood this Privacy Policy.

1. Who We Are

Data Controller:
Bright Move
Phone: 0114 327 0680
Email: info@brightmove.co.uk
Website: www.brightmove.co.uk
Office Address: 588 Attercliffe Rd, Sheffield, S9 3QS

Bright Move operates a range of property services, including:

• Modern Method & Traditional property auctions
• Residential and commercial lettings
• Tenant referencing and onboarding
• Property management
• Estate agency sales
• Landlord services
• Online account portals for buyers, sellers, landlords, and tenants
• Marketing and valuation services

We are registered with the ICO as a Data Controller.

2. Personal Data We Collect

The type of personal data we collect depends on how you interact with Bright Move. We may collect:

A. Identity & Verification Data

• Full name
• Date of birth
• Nationality
• Identification documents (passport, driving licence, BRP)
• AML/KYC verification results
• Right to Rent documentation (tenants only)

B. Contact Data

• Postal address
• Email address
• Telephone numbers
• Emergency contact information (tenancies)

C. Financial & Credit Data

• Bank statements
• Salary or employment verification
• Proof of funds
• Mortgage Decision in Principle
• Credit history (from referencing agencies)
• Rent payment history

D. Property & Transaction Data

• Tenancy applications and agreements
• Auction registration and bidding records
• Reservation Agreements
• Landlord instructions and service agreements
• Details of property viewings and valuations
• Property management reports
• Maintenance requests and contractor notes

E. Technical & Usage Data

• IP address
• Device information
• Browser type
• Login timestamps
• Cookies and analytics data
• Website behaviour (pages visited, session tracking)

F. Communication Data

• Emails exchanged with Bright Move
• Web forms and enquiries
• Call logs or notes from telephone conversations
• Chat or messaging tool interactions

G. Special Category Data (Only Where Required by Law)

We only collect sensitive data where legally required, such as:

• Identification verification during AML checks
• Right to Rent documentation, which may indirectly reveal nationality or immigration status
• Credit risk indicators from referencing partners

We do not collect health, religious, political, or biometric data unless required to fulfil statutory duties.

3. How We Collect Your Data

We collect data from the following sources:

Directly From You

• When you register on our website
• When you submit tenancy applications
• When you register to bid in auctions
• When you upload documents for referencing or AML
• When you submit valuation or contact forms
• During telephone or email communication

Through Our Digital Platform

• Automated data from cookies
• Login and session activity
• Saved property preferences

From Third Parties

• Referencing agencies (credit checks, employment verification)
• AML/KYC service providers
• Solicitors acting on your behalf
• Landlords, tenants, or sellers providing information related to your transaction
• Mortgage brokers or financial institutions (where authorised)
• Contractors providing management reports

From Public Sources

• Land Registry
• Electoral Roll (where accessible through third-party verification services)
• Companies House

4. How We Use Your Personal Data

We process your data for the following purposes:

A. Auction Services

• Registering you to bid
• Verifying identity and proof of funds
• Processing Reservation Fees and Deposits
• Issuing Memorandums of Sale
• Communicating with sellers, solicitors, and partners
• Fraud prevention and financial compliance

B. Estate Agency Sales

• Arranging viewings
• Sharing your details with sellers (where legitimate)
• Submitting offers
• Coordinating communication between parties

C. Lettings and Tenant Services

• Managing tenancy applications
• Conducting referencing and identity checks
• Drafting tenancy agreements
• Completing Right to Rent checks
• Setting up utilities, council tax, and tenancy records
• Communicating with landlords

D. Landlord and Property Management Services

• Managing maintenance requests
• Coordinating repairs
• Managing rent collection
• Conducting inspections
• Facilitating tenancy renewals
• Sharing tenant issues where appropriate

E. Legal & Regulatory Compliance

We process data to meet obligations under:

• Anti-Money Laundering (AML) regulations
• Right to Rent legislation
• HMRC requirements
• FCA or auction-related obligations where applicable
• ICO guidance for data protection

F. Marketing & Communications

Where legally permitted, we may contact you about:

• New properties that match your criteria
• Auction updates
• Landlord services
• Market insights

You may opt out at any time.

G. Website Functionality & Analytics

• Monitoring website usage
• Improving user experience
• Security and fraud prevention
• Identifying technical issues

5. Lawful Basis for Processing

We process personal data under the following legal bases:

• Contractual necessity – required to enter or manage a contract (tenancies, auctions, landlord services)
• Legal obligation – required by law (AML, Right to Rent, tax compliance)
• Legitimate interests – improving services, ensuring security, preventing fraud
• Consent – for marketing communications or non-essential cookies

6. Sharing Your Personal Data

We share personal data only where necessary and lawful. Depending on the service you engage with, your information may be shared with:

A. Legal and Professional Parties

• Solicitors acting for buyers, sellers, landlords, or tenants
• Conveyancers involved in auction or sales transactions
• Accountants or auditors (for regulatory purposes)

B. Referencing, AML, and Compliance Providers

• Tenant referencing agencies
• Credit-checking services
• Anti-Money Laundering (AML) providers
• Identity verification partners
• Fraud prevention agencies

C. Landlords, Tenants, Buyers, and Sellers (Where Relevant)

We may disclose personal data when necessary to progress:

• tenancy applications
• tenancy agreements
• property sales
• auction purchases
• maintenance or access arrangements
• contractual negotiations

D. Contractors and Service Providers

• Maintenance and repair contractors
• Inventory clerks
• Inspection service providers
• IT and hosting providers
• Payment processors

We only provide the minimum data necessary for them to perform their duties.

E. Government or Regulatory Authorities (Where Required)

• HMRC
• ICO
• Local authorities (e.g., licensing or council tax setup)
• Law enforcement
• The Home Office (Right to Rent checks)

F. Marketing and Communication Providers

• Email service providers
• CRM systems
• Website analytics platforms (e.g., Google Analytics)

We never sell personal data to third parties.

7. International Data Transfers

Some of our service providers may store or process data outside the UK.

Where this occurs:

• We ensure UK GDPR-compliant safeguards
• Standard Contractual Clauses (SCCs) or equivalent measures are used
• Data is stored securely using encryption and access controls

We do not permit transfers to countries lacking adequate protection unless robust safeguards are in place.

8. Data Security

Bright Move employs technical and organisational measures to protect personal data, including:

• Encryption at rest and in transit
• Access control and role-based permissions
• Multi-factor authentication for critical systems
• Secure document uploads
• Firewalls and intrusion detection systems
• Staff training in data protection and confidentiality
• Regular security audits and monitoring

Despite these measures, no system is entirely secure. Users submit information at their own risk.

9. Data Retention Policy

Bright Move retains personal data only for as long as necessary for the purposes for which it was collected or to meet legal and regulatory obligations.

Below is a detailed retention schedule covering all divisions of Bright Move.

A. General Website & Account Data

Data Type – Website analytics data
Retention Period: Up to 26 months
Reason: Site performance & optimisation

Data Type – User account details
Retention Period: 7 years after last activity
Reason: Contractual + legal limitation periods

Data Type – Enquiry form submissions
Retention Period: 2 years
Reason: Customer service & follow-up

B. Auction Services

Data Type – Bidding registration forms
Retention Period: 7 years
Reason: Contractual records & fraud prevention

Data Type – Bidding history
Retention Period: 7 years
Reason: Dispute resolution & audit trail

Data Type – Reservation Agreements
Retention Period: 7 years
Reason: Contractual + financial obligations

Data Type – Proof of funds documentation
Retention Period: 5 years
Reason: AML Regulations

Data Type – AML/KYC verification
Retention Period: 5 years (legal requirement)
Reason: Anti-Money Laundering

C. Sales (Estate Agency)

Data Type – Viewing records
Retention Period: 3 years
Reason: Legitimate interest & safety

Data Type – Offers submitted
Retention Period: 6 years
Reason: Contractual & complaint handling

Data Type – Seller information
Retention Period: 7 years
Reason: HMRC + contractual

D. Lettings – Tenants

Data Type – Tenancy applications
Retention Period: 12 months if unsuccessful
Reason: Legitimate interest

Data Type – Referencing data
Retention Period: Duration of tenancy + 6 years
Reason: Contractual & compliance

Data Type – Right to Rent documentation
Retention Period: 12 months after tenancy end
Reason: Legal requirement

Data Type – Tenancy agreements
Retention Period: 6 years after tenancy ends
Reason: Statutory limitation

Data Type – Rent payment records
Retention Period: 6 years
Reason: Financial & audit obligations

Data Type – Maintenance reports
Retention Period: 6 years
Reason: Property compliance

E. Landlords & Property Management

Data Type – Landlord service agreements
Retention Period: 7 years
Reason: HMRC + contractual

Data Type – Property inspection reports
Retention Period: 6 years
Reason: Compliance & audit

Data Type – Maintenance work orders
Retention Period: 6 years
Reason: Property records

Data Type – Contractor invoices & correspondence
Retention Period: 6 years
Reason: Financial requirements

F. Financial & Tax Records

Data Type – Payment records
Retention Period: 7 years
Reason: HMRC requirement

Data Type – Invoices & receipts
Retention Period: 7 years
Reason: Financial compliance

Data Type – Refunds, adjustments, and disputes
Retention Period: 6 years
Reason: Legal limitation period

G. Communications

Data Type – Emails & correspondence
Retention Period: 6 years
Reason: Audit trail & dispute management

Data Type – Call notes
Retention Period: 3 years
Reason: Customer support

H. Marketing Data

Data Type – Marketing preferences
Retention Period: Until withdrawn
Reason: Consent-based

Data Type – Newsletter subscriptions
Retention Period: Until unsubscribed
Reason: Ongoing marketing

I. Data Subject Requests (DSRs)

Data Type – Copies of access/erasure requests
Retention Period: 3 years
Reason: ICO audit requirements

10. Anonymised and Aggregated Data

Bright Move may retain anonymised or aggregated data (which does not identify individuals) for research, analytics, and service improvement purposes indefinitely.

11. Your Rights Under Data Protection Law

Under UK GDPR and the Data Protection Act 2018, you have several important rights regarding your personal data. Bright Move is committed to honouring these rights promptly and transparently.

You may exercise these rights at any time by contacting: info@brightmove.co.uk

A. Right of Access

You may request:

• confirmation that we process your data
• a copy of your personal data
• supporting information about how and why we process it

We will respond within one calendar month.

B. Right to Rectification

You may request correction or updating of inaccurate or incomplete data.

C. Right to Erasure (“Right to Be Forgotten”)

You may request data deletion where:

• data is no longer necessary
• consent is withdrawn
• you object to processing
• data was processed unlawfully

We may refuse erasure where:

• law requires data retention (e.g., AML, tax)
• it is needed for legal claims or dispute resolution

D. Right to Restrict Processing

You may request that the processing of your data be paused when:

• accuracy is contested
• processing is unlawful but you prefer restriction to deletion
• data is no longer needed but you want it retained for legal claims
• you object and verification is pending

E. Right to Data Portability

You may request a digital copy of data you provided in a structured, machine-readable format.

F. Right to Object

You can object to:

• processing based on legitimate interests
• marketing communications
• profiling linked to marketing

Bright Move will cease processing unless there is an overriding lawful basis.

G. Right to Withdraw Consent

If we rely on consent (e.g., for marketing), you may withdraw it at any time.

H. Rights Related to Automated Decision-Making

Bright Move does not make decisions based solely on automated processes that have legal or significant effects (e.g., tenancy refusers or auction acceptance).

Where automated checks are used (AML, credit referencing), human review is always involved.

12. Marketing Communications

A. When We Contact You

We may contact you with marketing communications relating to:

• auction properties
• new property listings
• rental opportunities
• landlord services
• market insights and newsletters

Marketing emails are sent only where:

• you have opted in; or
• you are an existing customer with a legitimate interest basis.

B. Your Rights Over Marketing

You may opt out at any time by:

• clicking “unsubscribe” in emails
• changing your account preferences
• emailing us directly

We will always honour your choice.

13. Cookies

Bright Move uses cookies to improve your browsing experience, understand website usage, and maintain essential site functionality.

A. Types of Cookies We Use

• Essential cookies: required to operate the website (e.g., login sessions)
• Analytics cookies: help us understand site usage and improve user experience
• Preference cookies: remember your settings and preferences
• Marketing cookies: only used with your consent

B. Cookie Management

You may refuse non-essential cookies by:

• adjusting your browser settings
• using our cookie preference tool
• blocking cookies manually

Blocking essential cookies may reduce website functionality.

A separate Cookies Policy can be provided if required.

14. Data Concerning Children

Bright Move does not knowingly collect or process personal data relating to individuals under 18 years of age.

If it is discovered that children’s data has been collected in error, we will:

• delete the data immediately, unless legally required to retain it
• notify the person who submitted it
• take steps to prevent recurrence

15. Third-Party Links

Our website may contain links to external sites and services. Bright Move is not responsible for:

• the content of third-party websites
• privacy practices or data handling of external parties
• accuracy of third-party information

We encourage users to review the privacy policies of all external websites they visit.

16. Complaints

We take data privacy seriously and aim to resolve concerns promptly and professionally.

If you have any questions, concerns, or complaints regarding how your personal data is processed, please contact our Data Protection Officer (or designated contact):

Phone: 0114 327 0680
Email: info@brightmove.co.uk
Website: www.brightmove.co.uk
Office Address: 588 Attercliffe Rd, Sheffield, S9 3QS

We will:

• Acknowledge your complaint within the standard timeframe
• Investigate the issue thoroughly
• Provide a written response within one calendar month (unless legally extended)
• Offer further guidance if you remain dissatisfied

17. Your Right to Contact the Information Commissioner’s Office (ICO)

If you are unhappy with our response or believe Bright Move is misusing your personal data, you have the right to report concerns to the ICO.

Information Commissioner’s Office
Website: https://www.ico.org.uk
Helpline: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

The ICO recommends contacting the organisation first, as many issues can be resolved directly and faster.

18. Changes to This Privacy Policy

Bright Move may update this Privacy Policy from time to time to reflect:

• changes in law or regulation
• updates to our services
• new data processing activities
• improvements in data protection practices

When changes are made:

• the “Last Updated” date at the top of the Policy will be revised
• a notice may be posted on our website
• significant changes may be communicated directly (email or account notice)

Continuing to use our website or services after updates constitutes acceptance of the revised Policy.

19. How to Contact Us

For enquiries relating to:
Data Protection / Privacy & General Customer Enquiries

Phone: 0114 327 0680
Email: info@brightmove.co.uk
Website: www.brightmove.co.uk
Office Address: 588 Attercliffe Rd, Sheffield, S9 3QS

If you require this Policy in an accessible format, we can provide alternative versions on request.

20. Legal Notices

20.1 This Privacy Policy forms part of Bright Move’s overall compliance framework and applies to all website visitors, clients, auction participants, tenants, landlords, and any individuals interacting with our services.

20.2 All data is handled in accordance with:

• UK GDPR
• Data Protection Act 2018
• PECR (for marketing and cookies)
• Anti-Money Laundering Regulations
• Right to Rent statutory requirements
• Professional obligations applicable to estate agency and auction services

20.3 Where Bright Move relies on third-party systems or processors, these providers operate under strict contractual obligations to protect your personal data.

20.4 Nothing in this Policy limits your statutory rights under data protection law.