Legal
Privacy notice
Who we are
ClickClickMove is the controller of the personal data described in this notice. That means we decide how and why it is used, and we are responsible for looking after it.
For anything about your personal data, including exercising your rights, email hello@clickclickmove.com.
Whose data this covers
Landlords and people who enquire about our services, tenants and applicants for tenancies, people who download our guides or sign up for updates, and visitors to our website.
What we collect
When you enquire or request a guide
- Your name, email address and phone number
- The area or postcode of your property, and anything you tell us in your message
- Whether you've agreed to receive updates from us, and when
When you sign up as a landlord
- Your contact details and address
- Details of your property: address, type, bedrooms, condition, the rent you expect, and the service you want
- The time you book for our local team to visit, and notes and photos from the visit
- Identity and ownership checks: copies of your photo ID and proof of address, proof that you own the property or are authorised to let it (for example your HM Land Registry title), and consents from your lender or freeholder
- Safety certificates, licences and other compliance documents for the property
- Your bank details, so we can pay you rent (full management)
- A record of the terms you sign: the version, the date and time, and the device and IP address used
- Whether you live outside the UK, for HMRC's Non-Resident Landlord Scheme
When you apply for or rent a property
- Your contact details, viewing bookings and application
- Referencing information: identity, Right to Rent status, employment and income, previous landlords, and credit checks carried out by a referencing agency
- Tenancy details: rent payments, deposit protection, maintenance requests, inspection reports and correspondence
When you use our website
- If you accept analytics cookies: information about your device and how you use the site, collected by Google Analytics. See our cookie policy.
- Technical logs kept by our hosting provider for security, such as IP address and browser type
Why we use it, and our lawful basis
| Purpose | Lawful basis (UK GDPR Article 6) |
|---|---|
| Replying to your enquiry and preparing a quote | Steps you've asked us to take before entering a contract; our legitimate interest in responding to enquiries |
| Providing our lettings and management services | Performance of our contract with you |
| Identity, ownership, Right to Rent and anti-money-laundering checks; deposit protection; tax and accounting records | Legal obligation |
| Referencing applicants for a landlord | Steps before entering a contract; the legitimate interests of the landlord and us in letting to suitable tenants |
| Sending the guide you asked for | Our legitimate interest in providing what you requested |
| Sending you updates and marketing emails | Your consent, which you can withdraw at any time |
| Website analytics | Your consent, given through our cookie banner |
| Keeping our systems secure, improving our service, and handling complaints or legal claims | Our legitimate interests |
If you don't give us information we need for a legal check or to provide the service, we may not be able to act for you.
How we use AI
We use AI software (provided by Anthropic) to help draft correspondence, summarise documents and organise our work. A person on our team reviews what it produces before it is used in any decision about you. Anthropic processes the data on our behalf under a contract that doesn't allow it to train its models on our data. We don't make decisions with legal or similarly significant effects about you based solely on automated processing.
Who we share it with
We never sell your personal data. We share it only where we need to, with:
Service providers who process it for us
- Supabase — our database and file storage, hosted in the EU/UK
- Vercel — hosting for our website and systems
- Resend — sending our emails
- Google — website analytics (only if you consent), and our calendar for booking property visits
- Anthropic — AI drafting of correspondence, as described above
Others, where needed for the service or required by law
- Our local team, who carry out visits, viewings and inspections on our behalf
- Referencing agencies, tenancy deposit schemes and property portals
- Landlords and tenants of the same tenancy, where they need the information (for example, a tenant is entitled to their landlord's name and an address for notices)
- Tradespeople arranging repairs, who receive the details they need to do the work
- Local councils, HMRC, the police, courts and regulators, where the law requires it
- Our redress scheme and client money protection scheme, if you make a complaint or a claim
- Professional advisers such as accountants, lawyers and insurers
Transfers outside the UK
Some of our providers (including Vercel, Resend, Google and Anthropic) may process data in the United States or elsewhere outside the UK. Where they do, we rely on UK adequacy regulations (such as the UK–US data bridge) or the UK International Data Transfer Agreement or Addendum to keep your data protected to UK standards.
How long we keep it
- Enquiries that don't lead to an instruction: 2 years from your last contact
- Landlords who instruct us but never let through us: 3 years
- Landlords and tenants with a tenancy we arranged or managed: 7 years after the tenancy or our agreement ends, for legal, tax and accounting reasons
- Identity and anti-money-laundering records: at least 5 years after our relationship ends, as the law requires
- Marketing preferences: until you unsubscribe, then a suppression record so we don't contact you again
- Consent records: for as long as we rely on the consent, plus the period we may need to prove it
- Website analytics: up to 14 months in Google Analytics
After these periods we delete or anonymise the data.
How we keep it safe
Access to personal data is limited to the people who need it, our systems use encrypted connections, and our providers are bound by contracts that require them to protect it.
Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal data we hold about you
- ask us to correct data that's wrong or incomplete
- ask us to delete your data, where we no longer have a reason to keep it
- ask us to restrict how we use your data
- object to our use of your data based on legitimate interests, and to direct marketing at any time
- ask for data you gave us in a portable format
- withdraw your consent at any time, where we rely on it — this doesn't affect what we did before
- not be subject to decisions based solely on automated processing that significantly affect you
To use any of these rights, email hello@clickclickmove.com. We'll respond within one month, and there's normally no charge. We may need to confirm your identity first.
Complaints
If you're unhappy with how we've handled your data, please tell us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection, at ico.org.uk/make-a-complaint.
Cookies
Our cookie policy explains the cookies we use and how to change your choice.
Changes to this notice
We'll update this notice when the way we use personal data changes, and tell you directly if a change significantly affects you. This is version 1.0.