Privacy policy
The privacy and security of your information is important to us. This notice explains who we are, the types of information we hold, how we use it, who we share it with and how long we keep it. It also informs you of certain rights you have regarding your personal information under current data protection law. The terms used in this Privacy Policy are based on the terms laid out by the Information Commissioner’s Office. You can find out more about the ICO here: https://ico.org.uk.
Who are we?
We are Rapid Relocate Ltd, and we provide alternative accommodation solutions to sectors including insurance (home claims) and housing associations. To provide these services we have to collect and process data, and we are the Data Controller for any information shared with us. We are registered with the Information Commissioner’s Office for the products and services we provide to you and our registration certificate reference is ZA197119.
What type of information do we collect?
To enable us to provide you with the right product or service to meet your needs, we will collect personal information, which may include your name, telephone number, email address, postal address, occupation, household details, and any additional details of risks related to your enquiry or claim. We only collect and process sensitive personal data where it is critical for the delivery of a product or service (e.g. a medical condition may inform what type of accommodation is most suitable etc.), and without which the product or service cannot be provided. If you object to use of this information, then we will be unable to offer you that product or service.
How do we collect your data?
We collect and process data when:
- It is provided to us by an insurer, loss adjuster or other party when they instruct us on an insurance claim or relocation.
- When we speak to you by phone, via email, or other communication method to further discuss alternative accommodation requirements.
How do we use your data?
We will use your personal information to:
- Assess and provide the products or services that you have requested, or that have been requested on your behalf. This includes sharing limited personal data with suppliers of alternative accommodation services.
- Communicate with you.
- Provide claim and product updates to insurers and loss adjusters, including regular management information reports.
- Aggregate information and statistics for developing new and existing products and services. These statistics will not include information that can be used to identify any individual.
- Share your information with anyone you have authorised to deal with us on your behalf.
We will not share your information for any direct marketing of additional services and products.
How do we store and secure your data?
To keep your data safe, we follow industry best practices and applicable legislation (such as the Data Protection Act or General Data Protection Regulation) in relation to storage, security and retention.
We securely store your data at the following location: 2, Powergate Business Park, Volt Avenue
London, United Kingdom, NW10 6PW. The security measures in place to protect your data at this location include:
- Mantrap entry
- 24/7 on-site security officers
- PIN and card readers, biometric readers in common areas, CCTV surveillance with 90-day video retention, and motion detection sensors.
The application used by Rapid Relocate to access and process your data is protected by measures including two-factor authentication and 30-day password expiry.
To ensure the confidentiality and security of the information we hold, we may need to request personal information and ask security questions when we speak to you to satisfy ourselves that you are who you say you are.
We store the information that you provide to us for the lifetime of your claim or relocation and thereafter for a period of 7 years. At the end of the retention period, data will be deleted or anonymised.
Using this website:
Our company website is hosted on the WordPress platform. WordPress is a secure platform that we use to detail our service offering. If you choose to contact us through the form on the website, the contact details you provide at that point will be recorded to allow us to respond to your enquiry.
Click here to view our statement on our use of cookies and other tracking tools on this website.
Your rights and our obligtions:
Under data protection law you have the right to see the personal information we hold on you, to request your data be corrected, and to object to the processing of your data. Where we have no legitimate reason to continue to hold your information, you have the right to be forgotten. Further details of your rights can be obtained by visiting the ICO website at https://ico.org.uk.
While we are committed to safeguarding your personal data, we may be required to disclose it to law enforcement agencies, courts, or other government bodies if requested by a legitimate legal process, or if the information is necessary for crime prevention.
Contact us:
If you would like to know what information we hold about you, or to exercise any other right granted by the General Data Protection Regulation (such as the right to rectification or right to erasure), you are invited to contact us at datagovernance@rapidrelocate.com. Alternatively, you can put your request in writing and send it to:
The Data Protection Team
Rapid Relocate
Hampton Lovett Industrial Estate
Unit 2, Wassage Way
Droitwich,
WR9 0NX
Please provide us with as much detail as possible to help us identify your record(s). As per guidance from the Information Commissioner, we aim to fulfil all requests within 1 month of receipt. Complex requests, requests involving large volumes of data, or requests that require further clarification may take longer to fulfil – but we will communicate this as early as possible and provide a revised timescale.
Privacy policy updates:
We reserve the right to amend or modify the privacy policy at any time and in response to any changes in applicable data protection and privacy legislation. Any changes will take effect immediately upon their posting on the website. If we make material changes to this policy (i.e. we change the information we collect or how we use it), we will post those changes on this page. This policy was last reviewed in March 2025.
