Privacy Policy

Sole Move Limited t/a SoleMove ("SoleMove", "we", "our", or "us") is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, share, and protect your information, and sets out your rights under UK data protection law, including the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Company Name: Sole Move Limited t/a SoleMove
Company Registration Number: 12416031
Registered Office Address: 2 Frederick Street, London, WC1X 0ND
Trading Address: 104 High Street, Colliers Wood, London, SW19 2BT
Phone: 0203 488 4633
WhatsApp: +44 7503 891027
Email: info@solemove.co.uk

For the purposes of data protection law, SoleMove acts as the data controller of the personal data you provide to us. In some cases, we may also act as a data processor when handling information on behalf of other organisations.

2. What Personal Information We Collect

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

• Identification and contact details: name, postal address, phone number, email, WhatsApp.
• Personal identifiers: date of birth, gender, marital status, nationality, tax status.
• Professional and financial details: employment information, bank details, national insurance number, credit history.
• Property details: ownership information, mortgage/insurance details, proof of funds, right-to-rent/AML documentation.
• Service-related information: tenancy agreements, inventories, EPC ratings, surveys, photographs, utility details, move-in/move-out records.
• Digital information: IP address, browser type, login credentials, communication and marketing preferences.
• Sensitive information: we don't ask for information about your health, ethnic origin, religion or other 'special category' data. If you choose to tell us about a disability or health condition so that we or the landlord can make adjustments for you, we'll use it only for that, and only with your explicit consent.

We do not provide services directly to children, but in some cases (such as tenancy applications) we may collect information about dependents.

3. How We Collect Your Information

We may obtain your data through:

• Direct interactions – when you contact us via phone, email, WhatsApp, our website, or in person.
• Service use – when you engage us for property sales, lettings, or related services.
• Third-party sources – referencing agencies, property portals, credit agencies, financial institutions, utility providers, government databases, Land Registry, or Companies House.
• Automated collection – through cookies, analytics, and online tracking tools when you use our website.

4. How We Use Your Information

We process your information to:

• Provide property sales, purchases, lettings, and management services.
• Conduct anti-money laundering, right-to-rent, and fraud prevention checks.
• Carry out tenant referencing, credit checks, and affordability assessments.
• Process payments, manage deposits, and maintain accounts.
• Prepare legal and contractual documentation.
• Comply with our legal and regulatory obligations.
• Improve our services, website, and customer communications.
• Send relevant updates and marketing (where you have consented).

Our legal bases for processing include: contract performance, legal obligations, legitimate interests, and consent (where required).

If you apply to rent a home through us, this is what we rely on for each use of your information:

• Passing your offer to the landlord, referencing and credit checks: legitimate interests. The landlord and we need to check that the tenancy is affordable and right for both sides before it is agreed.
• Right to Rent checks: legal obligation (Immigration Act 2014).
• Anti-money laundering checks, only needed where the rent is £10,000 a month or more: legal obligation (Money Laundering Regulations 2017).
• Taking, refunding or using your holding deposit and setting up your tenancy: contract, including steps you ask us to take before your tenancy starts.
• Keeping financial records: legal obligation.
• Marketing emails: your consent, which you can withdraw at any time.

5. Sharing Your Information

We only share your personal data with trusted third parties where necessary, including:

• Property buyers, sellers, landlords, tenants, and counterparties to a transaction.
• Other estate agents or developers in joint instructions or sub-agency agreements.
• Professional advisers (solicitors, surveyors, auditors, insurers, financial advisers).
• Credit reference and tenant referencing agencies.
• Tenancy deposit schemes or deposit replacement providers.
• Utility suppliers and switching services.
• Property portals and marketing service providers.
• IT support providers and cloud storage services.
• Local authorities, HM Land Registry, HMRC, and other government bodies.
• Law enforcement agencies or courts where legally required.
• Prospective purchasers or investors if we sell or restructure our business.

We will never sell your data to third parties.

6. Data Security

At SoleMove, the security of your personal information is of the utmost importance. We have put in place strong technical, organisational, and physical safeguards to ensure your data is protected from loss, misuse, alteration, or unauthorised access. Our security practices include:

• Secure IT systems – our digital platforms are protected with encryption, firewalls, and access controls. Only authorised personnel with a legitimate business need can access personal information.
• Physical protection – any hard copy files are stored in secure facilities with restricted access.
• Employee training – all staff and contractors who handle personal data receive regular data protection and confidentiality training.
• Third-party safeguards – when we share data with trusted service providers, we require them to apply the same high standards of security and confidentiality.
• Data protection registration – we pay the data protection fee to the ICO, the UK's data protection regulator, and are listed on its public register.

These measures are regularly reviewed and updated in line with evolving industry best practices and regulatory requirements.

7. How Long We Keep Your Data

We retain your personal data only for as long as is necessary for the purposes outlined in this Privacy Policy or as required by law.

In practice:

• Applications that don't go ahead: 6 months after the decision.
• Right to Rent check copies: for the whole tenancy and 1 year after it ends, as the Home Office requires.
• Anti-money laundering checks (sales, and lettings at £10,000 a month or more): 5 years after the sale completes or our relationship ends, as the Money Laundering Regulations require.
• Tenancy, sale, deposit (including holding deposit) and payment records: 6 years after the end of the financial year in which the tenancy, sale or our work for you ends, to meet HMRC rules and deal with any claims.

We keep information for longer only if we need it for a dispute or legal claim, or the law requires it.

8. International Data Transfers

Although we are based in the UK, some of our trusted third-party providers may process data outside the UK or EEA. Where this occurs, we ensure appropriate safeguards (such as adequacy decisions or standard contractual clauses) are in place to protect your data.

9. Your Rights

Under data protection law, you have the following rights:

• Access – request copies of the personal data we hold about you.
• Rectification – correct inaccurate or incomplete data.
• Erasure – request deletion of your personal data.
• Restriction – limit how we process your data.
• Objection – object to processing, including marketing.
• Data portability – request your data in a transferable format.
• Automated decision-making – not be subject to significant decisions made solely by automated means.

To use any of these rights, email info@solemove.co.uk.

If you're unhappy with how we've handled your personal information, you have the right to complain to us. Email info@solemove.co.uk or write to Sole Move Limited, 104 High Street, Colliers Wood, London SW19 2BT. We'll deal with it under our complaints procedure.

You can also complain to the ICO at ico.org.uk.

10. Marketing Preferences

We may contact you with information about properties, services, or offers that may interest you. You can update your marketing preferences or withdraw consent at any time by contacting us at info@solemove.co.uk or using unsubscribe links in our emails.

11. Cookies and Similar Technologies

Our website does not use analytics, advertising or tracking cookies. It remembers, for your current visit only, that you have already seen our logo introduction, and this is deleted when you close your browser.

The map on our Contact page is provided by Google Maps, and Google may set its own cookies when the map loads. You can read how Google uses this information at policies.google.com. Contact and newsletter forms send the details you enter to our service providers so that they reach us, and do not place cookies on your device.

If we add analytics or other non-essential cookies in future, we will ask for your consent first and update this policy.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law or our business practices. Any updates will be published on our website with a new "Last Updated" date.

13. Contact Us

If you have any questions, requests, or concerns about how your data is handled, please contact us:

Email: info@solemove.co.uk
Phone: 0203 488 4633
WhatsApp: +44 7503 891027
Address: Sole Move Limited, 104 High Street, Colliers Wood, London, SW19 2BT