Privacy Policy

This website and the Property Motion service are operated by PM Tech Ltd (trading as “Property Motion”), a company registered in England and Wales.

Registered office: 124 City Road, London, EC1V 2NX, United Kingdom

Companies House number: 17262375

General contact: hello@propertymotion.co.uk

Data Protection Lead: hello@propertymotion.co.uk

Effective date: 4 August 2026

You have the following rights under UK data protection law:

• Right to be informed — to know how your personal data is used (this policy)
• Right of access — to obtain a copy of the personal data we hold about you
• Right to rectification — to correct inaccurate or incomplete data
• Right to erasure — to ask us to delete your data (“right to be forgotten”)
• Right to restrict processing — to limit how we use your data
• Right to data portability — to receive your data in a portable format
• Right to object — including to direct marketing at any time
• Right to withdraw consent — where we rely on consent, you can withdraw it at any time. Withdrawal does not affect the lawfulness of any processing carried out before you withdrew
• Rights relating to automated decision-making and profiling

To exercise any right, email hello@propertymotion.co.uk with the subject line “Data Subject Request” and describe what you are asking for.

We may ask you to verify your identity before releasing personal data. We aim to respond within one month of receiving a valid request, as required by UK GDPR. We may extend this by a further two months where a request is complex, and will tell you if we need to.

Depending on how you interact with us, we may collect and process:

• Identity Data — name, title, job role
• Contact Data — email address, phone number, billing address
• Property Data — property address, booking details, access instructions and any notes provided about the property
• Transaction Data — payment records and service history
• Marketing & Communications Data — preferences for receiving marketing and how you engage with our communications
• Technical Data — IP address, browser and device information, operating system
• Usage Data — how you navigate and use our website and dashboard

We do not intentionally collect special category data (for example health, ethnicity or religion). Please do not share such data with us unless it is essential to a service you have booked.

We collect personal data:

• Directly from you — when you fill in a form, contact us by email, phone or messaging, request a quote, book a service, or use our dashboard
• From your device — via cookies and similar analytics tools when you visit our website (see our Cookie Policy)
• From third parties — where an estate agency, letting agent or landlord instructs us on your behalf, we may receive your name, contact details and property information from them so we can deliver the service. Where we obtain your data this way, we will tell you within one month of first receiving it (or at first contact with you, whichever is sooner) and give you a link back to this policy, as required by Article 14 of the UK GDPR

We only process personal data when we have a lawful basis under UK GDPR. The basis depends on what we are doing:

• Delivering booked services — Contract (necessary to perform our contract with you)
• Responding to enquiries and quote requests — Legitimate interests (running our business and responding to prospective customers)
• Sending marketing emails to non-customers — Consent
• Sending service updates to existing customers — Legitimate interests (soft opt-in for similar services) or Contract
• Fraud prevention, security and product analytics — Legitimate interests (protecting the service and improving it)
• Tax, accounting and record-keeping — Legal obligation (HMRC, Companies Act and similar)

Where we rely on legitimate interests, we carry out a balancing test to make sure your rights and freedoms are not overridden by our interests. You can request details of any balancing test by contacting us.

We use your data to:

• respond to enquiries and provide quotes
• schedule and deliver services (photography, floor plans, virtual tours, EPCs, EICRs, Gas Safety and other compliance services)
• send confirmations, reminders and service updates
• process payments and maintain financial records
• operate, secure and improve our website, dashboard and services
• prevent, detect and investigate fraud, misuse or security incidents
• send marketing communications where permitted (see Section 7)
• meet our legal, tax and regulatory obligations

Where we send marketing emails on the basis of consent, you can withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before you withdrew.

To opt out, email hello@propertymotion.co.uk with the subject line “Marketing Opt-Out”, or use the unsubscribe link in any marketing email.

We will still send you service-related messages (booking updates, invoices, security notices) even if you opt out of marketing, because these are necessary for the service you have booked.

Our website uses cookies and similar technologies for essential site functionality, analytics and marketing. Full detail on what we use, why, and how to manage your preferences is in our Cookie Policy.

We share personal data with trusted service providers only where necessary to deliver our services, run our business or meet a legal obligation. Categories include:

• compliance providers (EPC assessors, Gas Safe engineers, EICR contractors, PAT and Legionella specialists)
• photographers, videographers and virtual tour providers
• payment processors
• IT, hosting, email and CRM providers
• analytics and website measurement providers
• professional advisers (legal, accounting, insurance)
• public authorities or regulators where we are required to disclose by law

All our processors are contractually bound to protect your data and to only use it on our documented instructions. A current list of the specific processors we use is available on request from hello@propertymotion.co.uk.

Some of our processors may store or process personal data outside the UK, typically in the European Economic Area (EEA) or the United States (where SaaS vendors are headquartered).

Where we transfer data outside the UK, we rely on one of the safeguards permitted under UK data protection law, including:

• an adequacy regulation (for example, EEA countries covered by the UK adequacy regulations)
• the UK International Data Transfer Agreement (IDTA)
• the UK Addendum to the EU Standard Contractual Clauses

You can request more detail on the specific safeguards used for any transfer by emailing hello@propertymotion.co.uk.

We use appropriate technical and organisational measures to protect personal data from loss, misuse and unauthorised access. These include:

• encryption of data in transit (TLS) and at rest for stored records
• role-based access controls and least-privilege permissions
• multi-factor authentication on internal administrative systems
• regular access reviews and staff data-protection training
• secure development practices and monitoring for unusual activity
• documented incident and breach response procedures

No online service can be guaranteed 100% secure. We work continually to reduce risk and to detect and respond to any incidents quickly.

We keep personal data only as long as we need it. Typical retention periods are:

• Booking and transaction records — 6 years after the last transaction (HMRC requirements)
• Enquiries where no booking is made — 24 months from last contact
• Marketing consent records — until you withdraw consent, plus 12 months as a record of the withdrawal
• Support tickets and correspondence — 3 years after resolution
• Website analytics and cookie data — as set out in our Cookie Policy (typically up to 26 months)
• Legal or dispute records — for as long as needed to establish, exercise or defend legal claims

Data is securely deleted or anonymised at the end of the retention period.

If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner's Office (ICO) within 72 hours of becoming aware, as required by UK GDPR.

Where the breach is likely to result in a high risk to your rights and freedoms, we will also notify you directly without undue delay.

Our services are directed at estate agents, landlords and other property professionals — not at children. We do not knowingly collect personal data from children under 16. If you believe we hold data about a child, contact us at hello@propertymotion.co.uk and we will delete it.

If you choose not to provide personal data we need to deliver a service, we may not be able to:

• confirm bookings
• deliver services
• issue invoices or payment records
• provide customer support

We will tell you at the point of collection whether data is required or optional.

We do not carry out automated decision-making that produces legal effects or similarly significantly affects you.

We do use analytics tools (for example website analytics and marketing pixels) that aggregate behavioural data to improve the service. These do not make individual decisions about you.

If you are concerned about how we handle your personal data, please contact us first at hello@propertymotion.co.uk so we have the chance to put things right.

You also have the right to complain to the UK regulator:

Information Commissioner's Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
ico.org.uk

We may update this Privacy Policy from time to time. The latest version will always be published on this page, with the effective date shown in Section 1.

Where changes are material, we will notify affected users by email or through an in-app notice.