Helpthemove Agreement

Agreement for the use of Helpthemove Services

  1. Definitions
    1.1. In this agreement “ Agent” means the letting agent, estate agent, housing association, property manager or such other party that registers for or agrees to receive the Services. “ Change of Tenancy” means a change in whole or in part of the tenants to a property to which the Services relate. “ Data Protection Legislation” means the Data Protection Act 2018, the EC Electronic Communications Data Protection Directive (2002/58/EC), the Privacy and Electronic Communications (EC Directive) Regulations 2003 and the General Data Protection Regulation 2016. “ Erroneous Transfer” means where the energy supply for a Property is transferred without the consent of the person responsible for the energy supply arrangements. “ HTM”, “we”, “us” and “our” means Helpthemove Ltd a company registered in England and Wales (Company number 8718829) whose registered office is at 5 The Parsonage Garden, Manchester, England, M3 2HS. “ Landlord” means the owner, leaseholder or other party responsible for the Property. “ Property” means the property in relation to which, the Agent instructs HTM to provide the Services. “ Property Information” means the property, Landlord, tenant and current supplier information and such other information required by HTM as set out in Schedule 1. “ Services” means the energy supplier introduction and related services; and such other services as HTM may agree to provide from time to time. “ System” means the HTM portal through which the Agent registers to receive the Services and through which the Landlord Data is updated.
    1.2. A reference in this agreement to a provision of a statute will be construed as a reference to that provision as amended, re-enacted or extended at the relevant time. The headings in this agreement are for convenience only and will not affect their interpretation.
    1.3. Clause, Schedule and paragraph headings will not affect the interpretation of this agreement.
    1.4. A person includes a natural person, corporate or unincorporated body (whether or not having separate legal personality) and that person’s personal representatives, successors and permitted assigns.
    1.5. The Schedules form part of this agreement and will have effect as if set out in full in the body of this agreement. Any reference to this agreement includes the Schedules.
    1.6. Unless the context otherwise requires, words in the singular will include the plural and in the plural will include the singular and a reference to one gender will include a reference to the other genders.
    1.7. A reference to any party will include that party’s personal representatives, successors and permitted assigns.
    1.8. A reference to a statute or statutory provision is a reference to it as [amended, extended or re-enacted from time to time and will include all subordinate legislation made from time to time under that statute or statutory provision.
    1.9. A reference to writing or written includes fax and e-mail.
    1.10. Any obligation on a party not to do something includes an obligation not to allow that thing to be done.
    1.11. Any words following the terms including, include, in particular, for example or any similar expression will be construed as illustrative and will not limit the sense of the words, description, definition, phrase or term preceding those terms.
  2. Basis of supply
    2.1. This agreement is for the provision of Services by HTM to the Agent and will govern the contract to the exclusion of any other terms on which the Agent seeks to rely.
    2.2. This agreement will commence after acceptance by the Agent of its terms and conditions at registration and will continue unless and until terminated in accordance with clause 9.
    2.3. HTM will, without commitment for any particular outcome, offer its Services to the Agent. The Agent will be under no obligation to make use of the Services and HTM will be free to decline any request by the Agent for the Services.
    2.4. Where the Agent commits to receiving the Services, the Agent agrees that during the term of the agreement, the Agent will not directly or indirectly engage with any other company (or individual) which provides the same or similar services to the Services and will not contract with any competitor to the energy switch partner selected by HTM.
    2.5. If the Agent chooses to authorise the Service for a particular property by uploading the Property Information to the System, or otherwise providing the Property Information, HTM, in turn and at its sole discretion, will process the Property Information supplied by the Agent by providing the appropriate details to the relevant utility provider in the manner (formats, regulations, volumes, timescales, compliance, etc.) the utility provider requires. The Agent acknowledges that the tenant facing aspect of the Service may be provided under HTM’s Love Resident branding.
    2.6. HTM’s employees or agents are not authorised to make any representations concerning the provision of the Services unless confirmed by HTM in writing. In entering into the agreement, the Agent acknowledges that it does not rely on any such representations, which are not so confirmed, but nothing in this agreement affects the liability of either party for fraudulent misrepresentation.
    2.7. Whilst HTM takes all reasonable care to ensure that the facts contained on its website and published materials are correct and up to date, any typographical, clerical or other error or omission on the website, in any sales literature or other document or information issued by HTM will be subject to correction without any liability on the part of HTM.
  3. Services
    3.1. HTM will provide the Services on the terms of this agreement and in compliance with all applicable law and regulation.
    3.2. HTM reserves the right from time to time to:
    • 3.2.1. offer additional Services;
    • 3.2.2. to withdraw existing Services;
    • 3.2.3. to add and to substitute suppliers; and
    • 3.2.4. to make any changes in the Services, which do not materially affect the Service provided.The Agent will not be obliged to agree to receive any additional Services.
  4. Agent obligations
    4.1. The Agent will be responsible to HTM for ensuring the completeness and accuracy of the Property Information provided to HTM by the Agent.
    4.2. The Agent will:
    • 4.2.1. where Property Information subsequently changes, update the System as soon as reasonably practicable to reflect the change;
    • 4.2.2. provide such other information as HTM may require, to enable HTM to provide the Services;
    • 4.2.3. promptly and fully co-operate with HTM in all matters relating to the Services;
    • 4.2.4. act in compliance with all applicable law and regulation obtaining and maintaining all necessary licences, permits, registrations and consents.Notifications
      4.3. It will be the Agent’s responsibility to notify the Landlord prior to any switch, which supplier is the selected energy switch partner and introducing the supplier to the Landlord ahead of the energy switch implementation. The Agent will be responsible for ensure energy bills resulting from the switch are processed for payment to the Landlord or directly by the Agent themselves in accordance with their normal arrangements with the Landlord.
      4.4. The Agent will communicate to Landlords and new tenants moving into any Property, the data relating to which is processed via the HTM system, and what to expect in terms of communications from the new supplier in relation to the supply (Email, SMS & welcome letter via post).
      4.5. The Agent will, where applicable, use all reasonable endeavours to provide the correct closing meter readings for all Change of Tenancy notifications within five (5) days of the end of the tenancy or within five (5) days of the supply start date (as applicable) and the correct opening meter readings within five (5) days of the start of the new tenancy. Failure to do so may result in incorrect billing, chaser mail from the energy supplier.The Agent will provide each Landlord and/or tenant with a Welcome Leaflet (electronic or printed).
      4.6. The Agent agrees that HTM as Love Resident, may also communicate with the tenant including on the Agent’s behalf, on HTM’s own behalf, electronically or otherwise, for the purposes of providing updates or information, for furthering the overall HTM process or for any other reasonable purpose in connection with the provision of the Services save where the tenant is entitled to, and does, opt out of receiving such communication.
      4.7. The Agent may instruct HTM to send an email communication on the Agent’s behalf to the Landlord in the form contained in the attached Schedule 1 setting out and explaining the HTM services.
      4.8. The Agent hereby instructs HTM to use the data provided to HTM and/or and entered into the System, (including Landlord’s correct name and personal email address), in order to notify the Landlord that their Agent is using the HTM service. By entering any other email address at the point of adding a Landlord (e.g. one connected to the Agent) means the Agent accepts full responsibility for informing that Landlord, independently of the HTM system, that they are using the HTM Service for the management of the Landlord’s property. Failure to comply with this process may result in Erroneous Transfers.
      4.9. An agent using contract variation to inform a Landlord of changes arising from the HTM system must ensure they have such authority before issuing the variation.Tenant data
      4.10. The Agent will enter onto the HTM system the data they have collected from the relevant individuals, (including tenant name, mobile number and email); and a tenancy start date as soon as a tenancy agreement is in place and in any event no later than two (2) weeks from the Tenancy Start Date.
      4.11. Provision of the tenant details will be used only for the purpose of facilitating the Change of Tenancy notifications and in dealing with the resolution of any query. If information is not provided to HTM within two (2) weeks of the Tenancy Start Date, the Agent’s commission payments may be affected or withheld.Agent performance obligations
      4.12. The Agent will not produce any marketing material for HTM’s Services or use HTM’s name, logo or trade marks on any marketing material for the Services without the prior written consent of HTM.
      4.13. The Agent will not, without HTM’s prior written consent, make or give any representations, warranties or other promises concerning the Services which are not contained in HTM’s marketing material.
      4.14. If HTM’s performance of its obligations under this agreement is prevented or delayed by any act or omission of the Agent, its agents, subcontractors, consultants or employees, HTM will not be liable for any costs, charges or losses sustained or incurred by the Agent or Landlord that arise directly or indirectly from such prevention or delay.
      4.15. The Agent will be liable to pay to HTM, on demand, all reasonable costs, charges or losses sustained or incurred by HTM (including any direct, indirect or consequential losses, loss of profit and loss of reputation, loss or damage to property and those arising from injury to or death of any person and loss of opportunity to deploy resources elsewhere) that arise directly or indirectly from the Agent’s fraud, negligence, failure to perform or delay in the performance of any of its obligations under this agreement.Mutual obligations
      4.16. Each party will:
    • 4.16.1. not knowingly do or omit to do anything to adversely affect the goodwill, business or reputation of the other;
    • 4.16.2. act dutifully and in good faith and will notify the other party if it becomes aware of any conflict of interest arising;
    • 4.16.3. have no authority, and will not hold itself out, or permit any person to hold themselves out, as being authorised to bind the other party in any way and will not do any act which might reasonably create the impression that it is so authorised; and
    • 4.16.4. not make or enter into any contracts or commitments or incur any liability for or on behalf of HTM and will not negotiate any terms for the purchase of Services with or make any statements of fact which are incorrect to, Landlords, tenants or any third party.
  5. Commission Payment
    5.1. HTM will pay the Agent, at the rate and on the terms specified in the Payment Schedule, for each unique data set processed to the point of a switch, that meets HTM accuracy, timeliness & completeness requirement, and subject to the terms of this agreement. HTM are entitled to withhold/claw back any payment arising from an Erroneous Transfer.
    5.2. The Agent agrees to such payment terms as HTM will define in the Payment Schedule.
    5.3. HTM may pass on to the Agent any costs or liabilities arising from an Erroneous Transfer or cancellation by the tenant or other change arising from any Erroneous Transfer as notified by the energy supplier to HTM.
    5.4. Credits arising from an Erroneous Transfer cancellation referred to in clause 5.3 will be payable within 28 days. HTM will be entitled to withhold and/or offset any credit against commission payments due to the Agent.
    5.5. The Agent is self-employed and will be personally liable for all and any Tax payable on the transfer payments received pursuant to this agreement and will indemnify HTM against any claims therefore.
  6. Warranties and representations
    6.1. The Agent warrants and separately represents, on each occasion when it provides details of any new Property or Change of Tenancy, that it is authorised to act as agent for the Landlord and in respect of the Property and that such authority extends to entering into this agreement for HTM to provide the Services.
    6.2. HTM will register only Agents who have held themselves out as having the stated authority to request energy switches for properties that they service. Further, Agents must not request any HTM Service for any Landlord who has opted out of receiving a service or who has withdrawn the Agent’s authority. Agents agree to implement the HTM procedure to ensure compliance with this requirement.
    6.3. The Agent warrants and separately represents that it will at all times, in performing its obligations and exercising its authorities under this agreement co-operate fully with HTM to establish and maintain the standards and reputation of HTM.
    6.4. Save as otherwise provided in this agreement, all warranties implied by law are excluded to the fullest extent permitted.
  7. Data Protection
    7.1. In relation to all personal data, both parties will at all times comply with the Data Protection Legislation as a data processor (HTM) or data controller (Agent), including if necessary maintaining a valid and up to date registration or notification under the Data Protection Legislation covering the data processing to be performed in connection with this agreement.
    7.2. Each party will:
    • 7.2.1. implement and maintain in place appropriate technical and organisational measures to ensure that the personal data is kept secure, together with appropriate technical and organisational measures to protect the personal data against unauthorised or unlawful processing, accidental loss or destruction or damage;
    • 7.2.2. not do or omit to do anything which causes the HTM or the Agent to breach the Data Protection Legislation or any other law or contravene the terms of any registration, notification or authorisation of either party under the Data Protection Legislation;
    • 7.2.3. treat personal data as Confidential Information;
    • 7.2.4. use and retain personal data only for the purposes of fulfilling its obligations under this agreement; and
    • 7.2.5. not transfer personal data to any country outside the European Union without the prior written consent of the Data Controller.7.3. The Agent will be liable for and covenants with HTM to fully indemnify, defend and hold harmless HTM for and against all and any loss, liability and cost, regardless of whether based in whole or in part on strict liability, wilful or intentional misconduct, or ordinary or gross negligence of the Agent, or otherwise, which HTM may suffer or incur (whether directly or indirectly) as a result or as a consequence of, or arising out of or in connection with, any claim relating to any breach by the Agent of its obligations under this clause 7 and/or the Data Protection Legislation.
  8. Intellectual Property
    8.1. The ownership of intellectual property rights in relation to the System, all deliverables, HTM materials and Services will remain the property of HTM. HTM licenses all such rights to the Agent free of charge and on a non-exclusive basis to such extent as is necessary to enable the Agent to make the introductions.
    8.2. 2The licence contained in clause 8.1 will cease on termination or expiry of this agreement.
    8.3. The Agent will not, directly or indirectly disassemble, copy, reproduce any HTM Intellectual Property otherwise than in pursuance of this agreement.
  9. Term and Termination
    9.1. This agreement will continue unless and until terminated in accordance with this clause 9.
    9.2. HTM may terminate this agreement at any time and without cause at its sole discretion.
    9.3. Save where a minimum or fixed term has been agreed, the Agent may terminate this agreement at any time subject to 1 month’s notice given in writing by email to support@helpthemove.com.
    9.4. Upon notification of termination all processing will cease, the benefits of all outstanding data and unpaid sums of money will be credited to HTM and the account closed.
    9.5. If there is any outstanding data on the Agent’s account (e.g. tenant data), the Agent will provide this within the 1 month notice period. If the outstanding data is not provided within this notice period, the Agent will at the request of HTM undertake this part of the processing promptly and provide this information directly to the energy partner.
    9.6. Notwithstanding termination of this agreement for any reason, Agents will remain obligated to assist HTM in resolving any customer complaints for a period of twelve (12) months after end of the agreement and the obligations of this sub-clause will survive termination.
  10. Dispute Resolution
    10.1. Agents will use all reasonable care and skill in delivering their part of this agreement. Where agreement cannot be reached on this point the parties will follow the process in this clause 10.
    10.2. The parties will use reasonable endeavours to resolve any disputes amicably but if a dispute is not resolved then either party may call a dispute meeting on 10 Days written notice to be held at HTM offices to resolve issues, each party ensuring that the principle contacts attend.10.3. Attendees will use reasonable endeavours to resolve any disputes co-operating in good faith to resolve the dispute as amicably as possible within any agreed allocated time or where no time allocation has been agreed, within not more than 28 days of the dispute being referred to them.
    10.4. Nothing contained in this clause will affect a party’s right to seek injunctive relief.
  11. Confidentiality
    11.1. This entire agreement including the payment schedule is commercially sensitive, its content is confidential and must not to be revealed to any third party without the prior written permission from HTM.
    11.2. The Agent undertakes that it will not at any time during or after this agreement disclose to any person technical or commercial know-how, processes or initiatives which are of a confidential nature and have been disclosed to the Agent by HTM and any other confidential information concerning HTM’s business or its Services, except as permitted by clause 11.3.
    11.3. A party may disclose the other party’s confidential information:
    • 11.3.1. to its employees, officers, representatives or advisers who need to know such information for the purposes of carrying out the party’s obligations under this agreement. Each party will ensure that its employees, officers, representatives or advisers to whom it discloses the other party’s confidential information comply with this clause 11; and
    • 11.3.2. as may be required by law, a court of competent jurisdiction or any governmental or regulatory authority.
  12. Limitation of liability
    12.1. The following provisions set out the entire financial liability of HTM (including any liability for the acts or omissions of its employees, agents and sub-contractors) to the Agent, Landlord or tenant in respect of any breach of this agreement and any representation, statement or tortuous act or omission including negligence arising under or in connection with the agreement.
    12.2. Nothing in this agreement excludes or limits the liability of HTM for death or personal injury caused by HTM’s negligence or for fraudulent misrepresentation.
    12.3. Subject to conditions 12.1 and 12.2:
    • 12.3.1. HTM’s total liability in contract, tort (including negligence or breach of statutory duty), misrepresentation, restitution or otherwise, arising in connection with the performance or contemplated performance of this Contract will be limited to one hundred pounds (£100); and
    • 12.3.2. HTM will not be liable under this agreement, (for any indirect or consequential loss or damage (whether for loss of profit, loss of business, depletion of goodwill or otherwise) costs, expenses or other claims for consequential compensation whatsoever (howsoever caused) which arise out of or in connection with the agreement.
  13. Force majeure
    13.1. Where a party (Affected Party) is prevented, hindered or delayed in or from performing any of its obligations under this agreement, if such delay or failure result from events, circumstances or causes beyond its reasonable control of that party (Force Majeure Event), save in regard to payment of monies due, the Affected Party will not be in breach of this agreement or otherwise liable for any such failure or delay in the performance of such obligations. The time for performance of such obligations will be extended accordingly.
  14. General
    Entire agreement
    14.1. 1Unless otherwise stated in this agreement, this agreement constitutes the entire understanding between the parties in relation to its subject matter and supersedes all prior representations, communications, negotiations and understandings concerning the subject matter of this Agreement. No party has relied on any warranty or representation except as set out in this Agreement.Variation
    14.2. This agreement may be varied from time to time by HTM updating the website. Agents must ensure they visit the website to obtain the latest version the terms of which will be binding upon the agent irrespective of when they originally entered the agreement.
    14.3. Save as otherwise provided in clause 14.2 no variation of this agreement will be valid and effective unless it is in writing and signed by each of the parties or by a duly authorised representative on behalf of each party.Waiver
    14.4. The failure by a party to exercise or the delay by a party in exercising any right, power or remedy provided by this agreement or by law does not constitute a waiver of such right, power or remedy or a waiver of any other rights, powers or remedies.Severance
    14.5. If any provision of this agreement (or part of a provision) is found by any court or administrative body of competent jurisdiction to be invalid, unenforceable or illegal, the other provisions will remain in force.
    14.6. If any invalid, unenforceable or illegal provision of this agreement would be valid, enforceable or legal if some part of it were deleted, the provision will apply with whatever modification is necessary to give effect to the commercial intention of the parties.Nature of rights
    14.7. Except where this agreement provides otherwise, the rights and remedies contained in this agreement are cumulative and not exclusive of any rights or remedies provided by law.Transfer of Rights and Obligations
    14.8. This agreement is personal to the Agent and the Agent will not assign, transfer, mortgage, charge, subcontract, declare a trust over or deal in any other manner with any of its rights and obligations under this agreement.
    14.9. HTM may at any time assign, transfer, mortgage, charge or deal in any other manner with any or all of its rights and obligations under this agreement, provided that HTM gives written notice to the Agent.Notices
    14.10. Any notice given to a party under or in connection with this agreement will be in writing and will be:
    • 14.10.1. delivered by hand or by pre-paid first-class post or other next Business Day delivery service at its registered office (if a company) or its principal place of business (in any other case) or to such other address or facsimile number as a party may have notified to the other party by not less than five Business Days’ prior notice; or
    • 14.10.2. sent by email to the email address provided by that party.
      14.11. Any notice will be deemed to have been received:
    • 14.11.1. if delivered by hand, at the time the notice is left at the proper address;
    • 14.11.2. if sent by pre-paid first-class post or other next Business Day delivery service, at 9.00 am on the second Business Day after posting;
    • 14.11.3. if sent by fax, at 9.00 am on the next Business Day after transmission;
    • 14.11.4. if sent by email, on the next Business Day following transmission.Law and jurisdiction
      14.12. This agreement will be governed by and construed in accordance with the laws of England. The parties agree to the exclusive jurisdiction of the courts of England.Counterparts
      14.13. This agreement may be executed by the Agent as part of the registration process, or may be executed in any number of counterparts each of which when executed and delivered will be an original, but all the counterparts together will constitute one and the same instrument.Third party rights
      14.14. No one other than a party to this agreement, their successors and permitted assignees, will have any right to enforce any of its terms.

Payment Schedule

Process

1. Payment Terms

Pending payments, confirmed payments and commission rate will be displayed on the Account dashboard within the HTM system.

1.1 Payment Method

Payments are made via Bacs transfer to the bank account details provided by the Agent to HTM. It is the Agent’s responsibility to keep these accurate and up to date.

1.2

It is the Agent’s responsibility to inform HTM if the Agent is VAT registered and of their registered VAT number. Commission rates will only factor in VAT following the date a VAT registration number is received by HTM from the Agent.

1.3 Payment Times – Payments will be made as per the following procedure:

  • All submissions are collated at the end of each month.
  • 60 days from the end of the submission month, all submissions are reconciled and successful submission payments become due.
  • On the 10th of the following month, 100% of all due balances will be paid to the Agent, in-line with the threshold detailed in point 1.4 below.
  • Payments are made two months in arrears and will be paid at an agreed commission rate value per successful property switch. A successful property “switch” (or ’conversion’) means where the energy supply of the property is switched to SSE as a new supplier.

Example:

In the following example, submission commission is set at £5.00

  • Agent Y submits 50 properties in the month of July.
  • At the end of September there are 42 properties that converted to new energy customers.
  • On 10th October, 100% of any payments will be paid -> 42 x £5 = £210.

1.4 Payment Threshold

There is a payment threshold of £100. Your first payment will only be processed when your ’Total Earned’ value reaches £100. Confirmed balances of £100 or greater will be paid, balances below £100 will roll over until the minimum payment term is achieved. The same rule applies for ongoing payments.

The month of conversions will not always directly correlate with the month of payment. Some submissions convert later than the month that they are created.

1.5 Changes to commissions refunds and cancellations

HTM reserves the right to change the payment times, commission rates payable to Agents or cancel a payment or refund at any time.

1.6 Personal data

If you are not an existing customer this agreement still applies, but when reading the document please simply read the references to historic dealings in the context that you are a new customer.

Many of the paragraphs in this amendment are here simply because there is now a requirement to expressly agree or record certain matters in writing. Other paragraphs will set out how we have now strengthened the protections and procedures relating to the Data we process for You in accordance with GDPR.

None of the changes brought about by GDPR should make any practical difference to the way in which we work together.

You will continue to collect the same information you have always done – and provide it / enter it on our Portal in the same way as you have always done. You as the organisation collecting the data will remain the Data Controller. We as the organisation processing the data provided to us by You remain the Data Processor.

We will Process the Data you provide and notify the Utilities and Local Councils of the changes of liabilities brought about by a tenant moving out of, or into, your client Landlord’s property.

So that we are each sure, we have recorded the information fields that You send to us and which you ask us to process for you. These information fields are listed in a document we have called “Schedule 2” which appears at the end of this amendment.

You confirm that You wish us to process this data (or some of the data as is indicated by use of the “tick box” procedure on our system or in some other way) by notifying the Utilities and Local Councils that a tenant is moving out of, or into, your client Landlord’s property, so that the person responsible for paying those parties can be properly determined, recorded and appropriately invoiced.

This involves us processing the data of the Landlord and the tenant which You send us and which is set out in Schedule 2. We will process the data only for as long as is necessary to ensure that our agreement with You is properly performed or, where shorter, until the period for which we have an agreement with You (including any period necessary to ensure possible queries or complaints are dealt with) comes to an end. At that time, we will either delete or return the data to you, whichever you prefer: If you do not tell us your preference, then you agree we may delete it.

We will ensure that all our employees (including any contractors we employ) are contractually obliged to keep all data confidential and we will take appropriate measures to keep all data safe and secure. We will undertake all processing ourselves and will not employ a sub-processor without first obtaining your written agreement to this. We will assist You in any appropriate request by the Landlord or the tenant for access to the data or to exercise their other lawful rights under the GDPR. We will also assist You to meet your obligations under the GDPR to in relation to secure processing, personal data breaches and data protection impact assessments.

We keep appropriate records of our processing and are willing where necessary to submit to audits and inspections of that processing and to provide You with any information we have which will help to show that You are complying with your obligations under Article 28 of the Regulation. We will notify You immediately if we are requested by any party to infringe any aspect of the GDPR (or any other data protection law) or if we become aware of any data protection breach.

We will not process any data You provide unless you have asked us to, nor will we process any data You provide for our own purposes or for any purpose outside of our agreement. Further, we will not collect any data ourselves.

We will require you to confirm your agreement to the contents of this amendment and under the GDPR and by that agreement to specifically confirm your instructions that we process the data You supply in the way described in this amendment. The provisions of this amendment will be incorporated into our terms of service and will prevail if there is any inconsistency between terms.

We will record you have agreed all of the above (including the confirmations and instructions and including the Schedules) by asking you to confirm, when you log on to our Service Portal, that you have read this amendment: thereafter by using our services you are agreeing to this amendment to our service terms.

Further details of our data protection policy can be found on the website at www.helpthemove.co.uk.

Schedule 1 – Landlord Emails

Variation of Terms Email

Dear »Landlord«

We are constantly examining ways to improve our services. We have recently decided to implement a new scheme which offers useful benefits, including improvements to efficiency of office work.

To do this, we want to make you aware of an associated variation to our terms of business agreement, with the clause below effective immediately.

The service provided by Helpthemove is completely FREE.

“As Agent have the option to arrange for the energy supply of the property to be changed to our preferred energy provider, SSE, when the property is empty (this is processed via Helpthemove). Energy bill payment for the empty period between tenancies remains the responsibility of the Landlord. Where we currently provide a service for settlement of such bills for the Landlord this will continue. Landlords confirm that they understand that limited personal data will be processed by our service partner Helpthemove as required to notify the energy suppliers, council tax and water supply services of the change in responsibility for the services at the property.”

How does this change benefit you, the Landlord?

  • Helps to ensure accurate void utility bills: we will endeavour to submit actual meter readings via the new scheme for each change of tenancy at your property.
  • Reasonable & flexible energy tariff: we will switch your property’s energy supply to SSE Standard tariff, a variable tariff with no exit fees. The legal occupier will retain their right to choose a supplier of their choice for the duration of their tenancy.
  • Improvement to the tenant handover process: as new tenants move in we will use the new scheme to update the relevant utility/ service providers.

We hope you can support this adjustment. If you wish to opt out, you must let us know here within 3 working days of the next change of tenancy at one of your properties. This is to ensure the energy switch doesn’t go ahead.

The service is completely free.

Regards, »Agent«

This service is offered in partnership with Helpthemove.

No.5 The Parsonage Garden, Manchester, M3 2HS. Company Number 08718829.

Confirmation of Energy Switch Proceeding Email

For the attention of »Landlord«

This is a message from »Agent«

This is in regards to property: »Rental Property Address«

This is a service update. Please note this is a completely FREE service. As part of our utilities service Terms of Business, I am pleased to update that we are now arranging for the management of energy supply at your property. This will help save you time and administration ready for the new tenant to move in. We will endeavour that meter readings for energy used are obtained when the tenant moves in and when they vacate. This will ensure that accurate billing information is communicated to the outgoing tenant’s energy supplier and minimise the potential of bad debt being registered against your property.

To provide this service, we work with Helpthemove, a web based network which provides quick and easy access to utility services for property moves and their preferred energy partner, SSE. We have instructed Helpthemove to switch the energy supplier if your property is not already with SSE (if already on supply this will continue). The property will be supplied on the SSE Standard tariff, which is a variable price plan with no exit fee or end date (please follow this link to view terms & conditions).

Once the new tenant moves in, SSE will open a new account I your tenant’s name and send you a final bill for the empty period. (If we are authorised to settle the bills on your behalf that will continue).

Please note

  • The service provided by Helpthemove is completely free of charge.
  • This does not affect a tenant’s ability to choose whichever energy supplier they wish in the normal manner.
  • You have 3 working days from the date of this email to advise here if you do not wish to benefit from this improved service.
  • If you have any questions, please contact us at questions@helpthemove.co.uk.

Thank you for your interest in our energy service.

Regards, »Agent«

This service is offered in partnership with Helpthemove.

No.5 The Parsonage Garden, Manchester, M3 2HS. Company Number 08718829.

Schedule 2 – Information Fields

This Schedule 2 contains the data fields which you collect and provide to us for us to process. We understand that for each data subject you may only provide some of the data fields below.

Landlord:

  • Landlord Type (Individual or Company)
  • Landlord Title
  • Landlord First Name
  • Landlord Last Name
  • Landlord Email Address
  • Landlord Phone Number
  • Landlord Personal Address
  • Rental Property Address and Current Status (Tenanted or Vacant)

Tenant:

  • Tenancy Start Date
  • Tenant Title
  • Tenant First Name
  • Tenant Last Name
  • Tenant Email Address
  • Tenant Phone Number
  • Tenant Student Status (Yes or No)
  • Tenant Student ID
  • Rental Property Address
  • Rental Property Meter Serial Number (Electric / Gas / Water)
  • Rental Property Meter Reads (including meter photos) – Start and End of Tenancy (Electric / Gas / Water)
  • Rental Property Water Supplier/s
  • Rental Property Council
  • Property Furnished Status (Furnished or Unfurnished)
  • Tenancy End Date
  • Rental Property Energy Supplier (Electric / Gas)
  • Vacating Tenant First Name
  • Vacating Tenant Last Name
  • Vacating Tenant Email Address
  • Vacating Tenant Mobile Number
  • Vacating Tenant Forwarding Address
  • Tenant or Landlord Billing Information
  • Vulnerable Customer Status

Fair Processing Notice:

The purpose of this notice is to make you aware of how we will handle personal data. We undertake to process personal data (which may be held electronically or otherwise) to the extent necessary and will treat it in an appropriate and lawful manner, in accordance with the General Data Protection Regulation.

By proceeding to use the HTM service you:

1. Confirm you have informed the data subjects (being landlords and/or tenants) that you will provide their personal data to us and SSE Electricity Limited (and its subsidiaries) (“SSE”);

2. Agree to notify us, without undue delay, if any data subject:

2.1. requests that inaccurate data be amended; or

2.2. notifies you that they do not wish their data to be processed;

For the purpose of this notice, “personal data” means any recorded information we hold about landlords and/or tenants from which they can be identified, including names, addresses and contact details.

You acknowledge and agree that as part of our service we will disclose the personal data, collected by you, to SSE, the appropriate Council Tax authorities and energy, water/sewerage utilities providers as instructed by You.

We and SSE will use the personal data for our legitimate interests.

Our legitimate interests are to process the data you have supplies to us in accordance with your instructions to us.

The legitimate interests of SSE include, but are not limited to setting up energy accounts and corresponding with the data subjects regarding those energy accounts.

Our full data protection and privacy policy is available on our website at https://helpthemove.co.uk/privacy-policy/