Legal
Privacy policy
Last updated 6 September 2026
[Company name] ("we") operates Move With You, white-labelled sales progression software supplied to estate agents. This policy explains what we do with personal data, both for the agents who use the platform and for the buyers and sellers whose sales are tracked in it.
Who is responsible for your data
Where you are an estate agent using the platform, we are the data controller for your account details and our contract with you.
Where you are a buyer or seller, the estate agent handling your move is the data controller. We act as their data processor: we hold and display your information on their instruction, under a written agreement, and we do not decide what happens to it. Requests about your data should go to your agent in the first instance, and we will support them in answering you.
What we hold
- Agent accounts: name, email address, telephone number, role, agency, branding assets you upload, and billing details.
- Sales files: property address and price, key dates, milestone progress, notes, documents your agent shares, and the chain positions recorded for a transaction.
- Parties to a sale: names, email addresses and telephone numbers of buyers, sellers, solicitors, surveyors and mortgage advisers, as entered by the agent.
- Correspondence: emails and messages sent through the platform, and inbound replies matched to a file.
- Technical data: sign-in records, IP address and browser type, kept for security.
Why we hold it
To provide the service our agent customers have asked for: tracking a sale through conveyancing, sending progress updates, and giving clients a portal to view their own transaction. Our lawful bases are performance of a contract, and legitimate interests in operating and securing the platform.
Who we share it with
Our suppliers, and nobody else. We use [hosting provider] for hosting, [database provider] for the database and authentication, and [email provider] to send email. Each is bound by a data processing agreement. We do not sell data, and we do not use client data to train models sold to anyone else.
Where it is held
Data is stored in [region, e.g. the UK / the EEA]. Where a supplier processes data outside the UK, it is covered by an international data transfer agreement or the UK addendum to the EU standard contractual clauses.
How long we keep it
Sales files are retained for [period] after completion or fall-through, so an agent can answer a later query about a transaction. Agent accounts are kept for the life of the contract and [period] afterwards. Sign-in logs are kept for [period].
Your rights
You have the right to ask for a copy of your data, to have inaccurate data corrected, to have data erased where there is no reason to keep it, to restrict or object to processing, and to complain to the Information Commissioner's Office. Contact [privacy@yourdomain], or your estate agent if your data relates to a sale.
Security
Access is limited to the agency handling a file. Clients sign in with a single-use code sent to the email address their agent holds, rather than a password. Portal pages redact door numbers in chain addresses.
Cookies
The platform sets only the cookies needed to keep you signed in and to remember your display preferences. We do not use advertising cookies or third-party trackers on the platform. [Confirm what, if anything, the marketing site sets.]
Changes
We will post any change here and, where it materially affects you, tell our agent customers directly.