Privacy Policy (GDPR Compliant)
Last updated: 20.10.2025
Welcome to Move Assistant ("we", "our", "us"). We are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website and services (the "Service").
By using our Service, you acknowledge that you have read and understood this Privacy Policy.
1. Data Controller
Move Assistant is the data controller responsible for your personal data.
If you have any questions, concerns, or requests related to this policy, you can contact us at:
📧 Email: hello@moveassistant.co.uk
📍 Registered address: Henleaze House Business Centre, 13 Harbury Road, Henleaze, Bristol, BS9 4PN
2. What Personal Data We Collect
We collect and process the following categories of personal data:
a) Data You Provide Directly
When you interact with us, you may provide:
- Email address – for report delivery, early access registration, or follow-up communication
- Postcode – to generate property and area insights
- Local area district – for early access registration and location-based services
- Information interests – to tailor content and services to your needs
- Preferences – such as which report features or data interests you most
- Feedback or queries – if you contact us for support or suggestions
Early Access Registration Data Storage:
- Purpose: We store your email address to fulfill our commitment to deliver location intelligence reports when they become available
- Legal Basis: Legitimate business interest (UK GDPR Article 6(1)(f) & Data Protection Act 2018) - fulfilling early access registrations and delivering requested reports
- Retention Period: Up to 12 months after registration, or until reports are delivered and follow-up communication is complete
- Security Measures: Stored in Azure (UK South region) with encryption at rest, access controls, and regular security audits
- Your Rights: You may request deletion of your registration data at any time by contacting hello@moveassistant.co.uk
b) Data Collected Automatically
When you use the Service, we automatically collect:
- IP address and approximate location
- Browser type, device information, and operating system
- Pages viewed, time spent, and access timestamps
- Referring URLs and usage logs
c) Data from Public and Third-Party Sources
To build your property or area reports, we use publicly available and licensed datasets, such as:
- UK Police Data (crime statistics)
- Office for National Statistics (demographics)
- EPC Register (energy and property data)
- Postcodes.io (postcode reference)
We do not collect or infer sensitive personal data (such as ethnicity, political beliefs, or health data).
3. Lawful Basis for Processing
Under the UK GDPR (as incorporated into UK law by the Data Protection Act 2018), we rely on the following legal bases to process your personal data:
| Purpose | Legal Basis |
|---|---|
| To store early access registration details and deliver reports when available | Legitimate interests (Article 6(1)(f)) - fulfilling early access commitments |
| To generate and deliver your requested report | Performance of a contract (Article 6(1)(b)) |
| To communicate with you about your request | Performance of a contract (Article 6(1)(b)) |
| To send you service updates or feedback requests | Legitimate interests (Article 6(1)(f)) |
| To improve our website and user experience | Legitimate interests (Article 6(1)(f)) |
| To comply with legal obligations | Legal obligation (Article 6(1)(c)) |
| For marketing (if you opt-in) | Consent (Article 6(1)(a)) |
You may withdraw your consent at any time by contacting us.
4. How We Use Your Data
We use personal data to:
- Generate and deliver your Move Assistant report
- Respond to your queries and feedback
- Improve website content and functionality
- Prevent abuse, fraud, and unauthorized access
- Comply with our legal obligations
We do not sell, rent, or trade your data.
5. Data Sharing and Third Parties
We only share your data where necessary, and under strict confidentiality agreements:
- Service providers (e.g. hosting providers, analytics, email services) who process data on our behalf and under our instructions.
- Legal authorities where required by law or to protect our rights.
- Business transfers – in the event of a merger, acquisition, or sale of assets, we may transfer data under the same privacy obligations.
All third-party processors are GDPR-compliant and located in the UK, EU, or in countries with adequate data protection safeguards.
6. International Transfers
If data is transferred outside the UK/EU (for example, to a cloud provider in another country), we ensure it is protected by:
- Adequacy decisions by the UK/EU Commission, or
- Standard Contractual Clauses (SCCs) approved by the UK/EU, or
- Equivalent legally binding safeguards.
7. Data Retention
We retain your personal data only as long as necessary to fulfill the purpose it was collected for, including:
- Early access registration data: up to 12 months after registration, or until report delivery and follow-up is complete
- Report request and contact data: up to 12 months after your request
- Analytics data: up to 26 months (for trend analysis)
When data is no longer needed, we securely delete or anonymize it. You may request early deletion of your data at any time by contacting us.
8. Your Data Protection Rights
Under the UK GDPR and Data Protection Act 2018, you have the following rights:
- Right to access – request a copy of your personal data.
- Right to rectification – correct incomplete or inaccurate data.
- Right to erasure – request deletion ("right to be forgotten").
- Right to restrict processing – limit how we use your data.
- Right to data portability – receive data in a structured, machine-readable format.
- Right to object – to processing based on legitimate interests or direct marketing.
- Right to withdraw consent – at any time, where consent was the lawful basis.
To exercise your rights, email hello@moveassistant.co.uk.
We will respond within 30 days as required by law.
If you are not satisfied, you may also lodge a complaint with your local supervisory authority, for example: Information Commissioner's Office (ICO) – www.ico.org.uk
9. Cookies and Tracking
Our website uses cookies and similar technologies to enhance your experience and understand usage patterns. We only set non-essential cookies (analytics and marketing) after you give your explicit consent.
What are cookies?
Cookies are small text files stored on your device when you visit our website. They help us provide you with a better experience and allow certain functionalities to work properly.
Types of cookies we use:
a) Strictly Necessary Cookies (Always Active)
These cookies are essential for the website to function properly and cannot be disabled. They do not require your consent under GDPR as they are necessary for the service you requested.
| Cookie Name | Purpose | Duration | Provider |
|---|---|---|---|
| cc_moveassistant | Remembers your cookie preferences so we don't ask you again | 1 year | Move Assistant (First-party) |
| moveassistant_variant | Ensures you see the same page layout each time you visit | 30 days | Move Assistant (First-party) |
b) Analytics Cookies (Requires Consent)
These cookies help us understand how visitors interact with our website by collecting and reporting information anonymously. This helps us improve the website and user experience. These cookies are only set if you accept analytics cookies.
| Cookie Name | Purpose | Duration | Provider |
|---|---|---|---|
| _ga _ga_* _gid |
Helps us understand which features you find most useful so we can improve them | Up to 2 years | Google (Third-party) |
| ai_user ai_session |
Helps us spot and fix issues quickly to keep the site running smoothly for you | 1 year / Session | Microsoft Azure (Third-party) |
c) Marketing Cookies (Future Use)
We do not currently use marketing or advertising cookies. If we introduce them in the future, we will update this policy and request your consent.
Managing Your Cookie Preferences
When you first visit our website, you will see a cookie consent banner that allows you to:
- Accept all cookies – Enable all cookie categories
- Reject all – Only essential cookies will be used
- Manage preferences – Choose which categories to accept
You can change your cookie preferences at any time by:
- Clicking the "Cookie Settings" link in the footer of any page
- Managing cookies in your browser settings
Third-Party Analytics
We use the following analytics services (only with your consent):
- Google Analytics (via Google Tag Manager) – Website usage analytics with IP anonymization enabled. Data is processed according to Google's privacy policy: https://policies.google.com/privacy
- Microsoft Application Insights – Error tracking and performance monitoring. Data is processed in accordance with Microsoft's privacy statement: https://privacy.microsoft.com/en-gb/privacystatement
Browser Cookie Controls
Most web browsers allow you to control cookies through their settings. You can:
- View and delete cookies
- Block all cookies
- Block third-party cookies
- Clear cookies when you close your browser
Note: If you disable all cookies, some parts of our website may not function properly, and you may not be able to request reports.
Learn how to manage cookies in popular browsers:
Consent Withdrawal
You can withdraw your consent at any time by:
- Clicking the "Cookie Settings" link in the footer
- Changing your preferences in the cookie consent modal
- Clearing your cookies via browser settings
When you withdraw consent, we will stop setting analytics cookies and will delete existing analytics cookies where technically possible.
10. Data Security
We implement appropriate technical and organizational measures to secure your data, including:
- Encryption of data in transit and at rest
- Secure cloud hosting
- Limited access on a need-to-know basis
- Regular reviews of our data handling practices
However, no system is entirely immune from risk. You share data at your own discretion.
11. Children's Data
Our services are not directed to children under 16.
We do not knowingly collect data from minors.
If we learn we have collected such data, we will delete it promptly.
12. Changes to This Policy
We may update this Privacy Policy periodically.
The latest version will always be available at:
moveassistant.co.uk/privacy.html
If we make material changes, we may notify you by email or by posting a prominent notice on our site.
13. Contact
If you have questions or wish to exercise your data protection rights, please contact:
Move Assistant
📧 hello@moveassistant.co.uk
📍 Henleaze House Business Centre, 13 Harbury Road, Henleaze, Bristol, BS9 4PN