GDPR Statement

 

 

 1. Who We Are

Searchmove Ltd (“Searchmove”, “we”, “us” or “our”) provides conveyancing search and related property transaction services to legal professionals, conveyancers and other authorised users.

For the purposes of UK data protection law, Searchmove Ltd is the data controller for the personal information described in this Privacy Notice.

Contact Details

Privacy Officer
Searchmove Ltd
Richardshaw Business Centre
Richardshaw Road
Pudsey
LS28 6RW

Telephone: 0113 239 4805
Email: customerservices@searchmove.co.uk

Searchmove Ltd is registered with the Information Commissioner’s Office (ICO) under registration number Z1491261.

 

2. The Personal Information We Collect

Depending on the services we provide, we may collect and process:

Customer and User Information

• Name
• Job title
• Company name
• Business address
• Telephone number
• Email address
• Account login details

Property and Transaction Information

• Property address
• Title information
• Search request details
• Transaction reference numbers
• Conveyancing-related documentation

Financial Information

• Billing information
• Payment records
• Invoices
• Transaction histories

Technical Information

• IP address
• Device information
• Browser information
• Website and system usage data
• Security and audit logs

 

3. How We Collect Personal Information

We collect personal information:

• Directly from customers and users
• Through our online platforms and applications
• When searches are ordered through our systems
• From our authorised business partners and suppliers
• From public registers and property-related data sources where required to provide our services

 

4. How We Use Personal Information

We use personal information for the following purposes:

• Providing conveyancing searches and related services
• Administering customer accounts
• Processing orders and payments
• Managing customer relationships
• Responding to enquiries and support requests
• Complying with legal and regulatory obligations
• Maintaining the security of our systems and services
• Preventing fraud and other unlawful activity
• Improving our products and services

 

5. Our Lawful Bases for Processing

Under UK GDPR, we process personal information using one or more of the following lawful bases:

Contract

Processing is necessary to perform a contract with our customers or to take steps before entering into a contract.

Legal Obligation

Processing is necessary to comply with legal, regulatory, accounting and taxation requirements.

Legitimate Interests

Processing is necessary for our legitimate business interests, including:

• Delivering and improving services
• Maintaining security
• Managing business operations
• Preventing fraud
• Providing customer support

Where we rely on legitimate interests, we ensure that those interests are balanced against the rights and freedoms of individuals.

Consent

Where consent is required by law, we will obtain it before processing personal information and individuals may withdraw consent at any time.

 

6. Who We Share Information With

We may share personal information with:

• Property search providers
• Local authorities
• Environmental and water search providers
• Land and property information suppliers
• IT hosting and cloud service providers
• Software and technology partners
• Payment service providers
• Professional advisers, auditors and insurers
• Regulatory authorities, law enforcement agencies or courts where required by law

All third parties processing personal information on our behalf are required to protect it and process it only in accordance with our instructions.

 

7. International Transfers

We primarily store and process personal information within the United Kingdom.

If personal information is transferred outside the UK, we will ensure that appropriate safeguards are in place, including:

• UK adequacy regulations;
• International Data Transfer Agreements (IDTAs);
• UK-approved Standard Contractual Clauses; or
• Other lawful transfer mechanisms recognised under UK data protection law.

 

8. Data Retention

We only retain personal information for as long as necessary to fulfil the purposes for which it was collected.

As a general rule:

• Customer and transaction records are retained for up to six years following the end of the customer relationship.
• Financial records are retained in accordance with statutory requirements.
• Technical and security logs are retained for operational and security purposes.

When information is no longer required, it is securely deleted or anonymised.

 

9. Information Security

We take appropriate technical and organisational measures to protect personal information, including:

• Encryption of data in transit and at rest where appropriate
• Access controls and user authentication
• Role-based permissions
• Security monitoring and logging
• Staff training and confidentiality obligations
• Secure backup and recovery procedures
• Incident response and breach management processes

 

10. Automated Decision Making

Searchmove does not make decisions about individuals solely through automated processing that produce legal or similarly significant effects.

 

11. Your Rights

Under UK data protection legislation, you may have the right to:

Access

Request a copy of the personal information we hold about you.

Rectification

Request correction of inaccurate or incomplete personal information.

Erasure

Request deletion of personal information in certain circumstances.

Restriction

Request restriction of processing in certain circumstances.

Data Portability

Receive personal information in a structured, commonly used and machine-readable format where applicable.

Objection

Object to processing based on legitimate interests or for direct marketing purposes.

Withdraw Consent

Withdraw any consent previously provided where processing relies on consent.

Complain

Lodge a complaint with the Information Commissioner’s Office (ICO).

 

12. How to Exercise Your Rights

To exercise any of your rights, please contact:

Privacy Officer
Email: customerservices@searchmove.co.uk
Telephone: 0113 239 4805

We may need to verify your identity before responding to a request.

We will normally respond within one month, although this period may be extended where permitted by law.

 

13. Complaints

If you have concerns about how we handle personal information, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Website: www.ico.org.uk
Telephone: 0303 123 1113

 

14. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our services, legal obligations or regulatory requirements.

The latest version will always be available on our website and the revision date will be shown at the top of this notice.