GDPR
In this API all parties need to be aware of how data is handled and how that affects your (and our) implications in respect of GDPR. The General Data Protection Regulation is an EU Regulation which has been incorporated into UK law and is enforced via the Data Protection Act 2018.
We run a multi-tenant system at two levels:
- Our Whitelabels: The Moving Portal (TMP) and IMyHome (IMH) have separate authentication databases and thus customers for each Whitelabel are kept separate.
- Our Introducers: This applies to The Moving Portal (TMP) system only, where details of customers from different introducers are kept separate.
The customers will have one logon to each whitelabel to manage all their cases - even if from multiple introducers.
Introducers
Introducers will send us cases with customer information. That information must be the minimum amount of detail required for the purpose in what it was sent - i.e. to obtain a survey.
When we receive details of a customer an introducer should be aware that that customer may already be registered with us - via another introducer. We will NOT notify you if the customer has been a previous customer. A customer is identified to us using their email address - which is also how a customer will use to authenticate themselves to our system.
The information that you provide about a customer will be stored in a database. That information will be kept separate from the information received via other introducers.
EXAMPLE
A customer is registered via ABC Mortgage Brokers with details
- Email: joe@acustomer.com
- Telephone: 01234 121212
- Name: Joe Smith
The same customer is sent to us from XYZ Estate Agents but with details
- Telephone: 07123 291991
- Name: Joseph K Smith
Apart from the common email address, the information supplied by each introducer is kept separate.
We will not tell each introducer about the different details we hold. Thus, we will not tell
- ABC Mortgage Brokers what the mobile number is or their full name as given to us by XYZ Estate Agents.
- XYZ Estate Agents what the home number is or their shorter name as given to us by ABC Mortgage Brokers.
Nor will we inform each introducer about the other introducer.
When a customer log's onto the portal they can see all their details that are visible to each introducer.
They can (if they wish) make all the details the same, e.g. change the telephone number and name to be the same. In this situation a note will be added to every active instruction that they have made the change and the details for the customer stored with each introducer will be updated.
An introducer has the ability to search their customers (mini-CRM functionality). If they decide to change the details of a customer, then only the details they hold will be updated.
Updating customers details
Introducers should take care when updating customer details to ensure that they are correct. The customer may already have updated their information.
Referring cases on behalf of another firm
If you as an introducer send cases to us on behalf of another firm you should be aware of the limitations.
When you create a direct referral you can optionally declare who your referrer us - the company that you work with. This typically is for introducers who provide other products, e.g. conveyancing, property searches, removals etc.
If you provide details of your referrer, we will display the name of that referrer to your customer when they view the instruction.
EXAMPLE
Property Services Ltd is an Introducer who send quotes and referrals to us.
They send a referral for a survey for the referrer DEF Estate Agents for a customer with details
- Email: jim@acustomer.com
- Telephone: 01234 121212
- Name: Jim Smith
When the customer views the instruction they will not see Property Services Ltd but the referrer DEF Estate Agents. However, when the customer edits their details they will see Property Services Ltd who is the actual introducer.
If Property Services then send another referral for the same customer but a different referrer UVW Financial Advisers and different customer details (e.g. telephone number) this will cause the details provided by the previous referrer to be upated. A note will be added to all active instructions with these details.
If you require the details of the same customer for different referrers to be kept separate then it is necessary to discuss with your Business Development Manager to have this setup as separate introducers. This will then impact authentication.
Suppliers
For suppliers we share customer details to use for the SOLE PURPOSE to provide the survey requested. The details should NOT be used for any other purpose and only kept as long as legally necessary. The supplier cannot edit the customer details.
We do not normally share the name of the Introducer with the Supplier.
EXAMPLE
A customer has active instructions from ABC Mortgage Brokers as below
- TMP111111 with Northern Surveyors
- TMP111112 with Southern Surveyors
The same customer has active instructions from XYZ Estate Agents as below
- TMP444445 with Northern Surveyors
- TMP444446 with Southern Surveyors
The customer logs in and updates their details for all the Introducers they are associated with. This will add a note to all the active instructions about the change.
The customer could update only the details associated with ABC Mortgage Brokers, which would only update TMP111111 and TMP111112.
If the introducer from XYZ Estate Agents updates the details of the customer it would only change TMP444445 and TMP444446.
This is an unusual example as customers generally only have one active instruction-