Privacy Policy

Last Updated: 21st August 2025

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.

By using our services or visiting our website, you consent to the practices described in this Privacy Policy.

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, Collier's Wood, London, SW19 2BT Phone: 020 3488 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.
• Special category data (sensitive data): where required by law (e.g., AML checks), we may process limited sensitive data such as proof of identity documents.

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).

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.
• Regulatory oversight – SoleMove is a registered member of the Information Commissioner’s Office (ICO), ensuring that our practices meet UK data protection standards.

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.

Typically, property and financial records are kept for up to 2 years after the end of our relationship for tax and regulatory purposes. Certain documents may be kept longer if required by legal obligations or disputes.

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 exercise any of these rights, please email info@solemove.co.uk.

You also have the right to complain to the Information Commissioner’s Office (ICO) at www.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. 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.

12. 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: 020 3488 4633
WhatsApp: +44 7503 891027
Address: Sole Move Limited, 104 High Street, Collier’s Wood, London, SW19 2BT