Privacy Policy

Data Protection
& Privacy Policy

1. Executive summary and
Corporate commitment:

Instant Relocation Portugal LDA (hereinafter referred to as “Instant Relocation Portugal,” “we,”“us,” or our”) operates as a premium, full-service relocation and real estate mediation firm registered in Portugal as of 2024.

Grounded in the principles of absolute transparency, data minimization, and technical integrity, this comprehensive Privacy Policy and Data Protection Framework outlines our strict operational protocols regarding the collection, processing, storage, dissemination, security, and definitive destruction of personal data.

We recognize that relocating across international borders requires the submission of highly sensitive identity, financial, and professional documentation. This page serves to fulfill our mandatory disclosure obligations under Articles 13 and 14 of the European Union General Data Protection Regulation (EU) 2016/679 (GDPR).

Company details:

This page establishes a framework for how our internal teams, external contractors, data processors, and public regulatory bodies handle information connected to our clients, agents, platform users, and community members.

• Corporate Name:
  Instant Relocation Portugal LDA.

• Avenida da República, n.º 6, 1.º Esq. 1050-191 Lisboa, Portugal.

• Licensed Portugal Real Estate Brokerage (Licença AMI): 23985.

• Tax Identification Number & Registry (NIPC): 518058450.

• Main channel for Data Rights:
  contact@instantrelocation.com.

• Customer service/WhatsApp:
  (+351) 913 846 590.

2. Scope of our vast
Digital Ecosystem:

This Privacy Policy applies to all personal data processed by Instant Relocation Portugal. The scope pinpoints all interactions on all channels, physical offices, and platforms, including:

1. Digital Web Assets:
   Our core websites, localized landing pages, client intake portals, knowledge base repositories, property listing interfaces, and contact forms in 2026.

2. Flagship Real Estate Services:
   Premium Rental Search
   Rental Property Package
   Advanced Rental Package
   Complete Sales Package
   Property Sales Package
   Buyer and Tenant Matching
   Unlimited Property Posts
   Slice Purchase Options

3. Settling-In Programs:
   Utility Setup Services
   Private School Enrollment
   Worldwide Home Removals
   Partnerships & Affiliates

4. Immigration Channels:
   Administrative preprocessing and tracking for national Visa pathways (including D1, D2, D3, D4, D5, D6, D7, D8 Digital Nomad, and D9 Visas), alongside referrals to partner Law firms via a Free consultation.

5. Managed Community Networks:
   Our digital forums and Facebook groups serving massive expat communities across Porto, Lisbon, Cascais, Sintra, Setúbal, Ericeira, and the Algarve region:
   Porto Properties for Rent/Sale
   Lisbon Properties for Rent/Sale
   Cascais Properties for Rent/Sale
   Setúbal Properties for Rent/Sale
   Algarve Properties for Rent/Sale
   Ericeira Properties for Rent/Sale
   Portugal Properties for Rent/Sale
   Visas for Portugal - Expat services

6. Communications Logs:
   Complete text, voice, file attachments, metadata, and transactional documentation occurring via electronic mail, cellular telephony, or messaging platforms.

3. Categories of Personal Data
Subject to Processing:

Instant Relocation Portugal segregates the personal data it handles into distinct, strictly managed classifications based on the method of collection and the technical nature:

A. Information Provided Directly by the Data Subject:

To initiate onboarding, execute service packages, or fulfill statutory real estate requirements, clients must provide the following comprehensive data:

• Full Identity & Civil Status Data:
  Legal first and last names, preferred names, nationality, dual citizenship status, country of origin, date of birth, place of birth, gender, marital status, passport numbers, national identification card variants, Visa control numbers, and corresponding digital copies or scans of identity documents.

• Fiscal & Financial Attributes:
  Portuguese Tax Identification Number (NIF), country of foreign tax residency, foreign tax identifiers, domestic and international physical addresses, proof of overseas or local residence (such as utility bills or lease records), Bank account numbers (including International Bank Account Numbers - IBAN and SWIFT/BIC codes), direct debit mandates, and tax declaration filings.

• Economic Solvency Matrix:
  Detailed employment contracts, corporate role designations, corporate verification letters, monthly or annual income sheets, certified pension summaries, active dividend documentation, audited corporate balance sheets, savings account balances, investment holdings, and certified proof of funds statements used for landlord background checks, lease execution, or mortgage broker.

• Relocation and Lifestyle Criteria:
  Target geographical coordinates within Portugal, property structural configurations (number of bedrooms, square footage, outdoor spaces), budgetary limitations, moving schedules, family composition matrices, pet information (including breed, size, weight, and veterinary passport status), and specific proximity requirements for healthcare or transport networks.

• Dependent and Family Data:
  Minor or dependent metrics—including child legal names, ages, grade levels, linguistic proficiencies, and past academic histories—disclosed voluntarily by parents or legal guardians explicitly to facilitate private school enrollment assistance.

B. Telemetry, Tracking, and Metadata:

When using our website, system servers log device data and user interactions:

• Technical Connectivity Indicators:
  Internet Protocol (IP) addresses, Media Access Control (MAC) addresses, unique device identifiers (UUID), browser types and versions, operating system types and build configurations, internet service provider (ISP) parameters, network node locations, and hardware profiles.

• Navigational Analytics & Behavior:
  Uniform Resource Locators (URLs) leading to and from our site, exact time and date stamps of every digital interaction, page latency markers, individual section dwell times, specific search queries utilized within our database, active button clicks, form fields completed, and full clickstream logging in 2026.

C. Personal Data via Authorized Third-Party Channels:

To complete real estate and relocation tasks, Instant Relocation Portugal collects information from external ecosystem partners:

• Real Estate Registries & Document Packs:
  Land registry extracts (Certidão Permanente), property tax documents (Caderneta Predial), energy efficiency certificates, and licensing validations acquired from sellers, developers, public property databases, or independent real estate agency networks.

• Partner Performance Feedback:
  Onboarding validations, administrative phase summaries, or specific contract execution from our partner Law firms, global shipping/removal companies, and independent mortgage brokers.

• Third-Party Platform Sign-ins:
  Profile details and public identifiers are transferred when choosing to link or interface with our systems via Facebook, Google, or messaging networks.

4. Ample and Purpose-Specific Processing Matrices:

Instant Relocation Portugal is strictly prohibited from processing personal data without a legitimate, pre-determined legal basis under Article 6 of the GDPR. Below is the precise breakdown of our processing workflows, their underlying operational purposes, and their corresponding legal justifications:

A. Execution and Performance of a Contract (Article 6(1)(b) GDPR):

This legal basis governs all activities where data is required to deliver the core service packages purchased by the client:

• Property Search and Sourcing:
  Processing client criteria, identity logs, and financial proof to scout properties, compile target recommendations, coordinate physical or remote viewings, and introduce clients.

• Lease and Purchase Negotiations:
  Sharing financial profiles, proof of income, and background verification dossiers with prospective landlords or property owners to pass vetting and secure valid contracts.

• Transactional Management: Drafting:
  Reviewing and preparing real estate mediation contracts, reservation agreements, and auxiliary property listings.

B. Fulfillment of Statutory and Mandates (Article 6(1)(c) GDPR):

Instant Relocation Portugal operates under complex national oversight frameworks that require mandatory data retention and reporting:

• Real Estate Sector Compliance: Maintenance of a permanent, chronological registry of all mediation contracts, properties listed, transactions managed, and counterparty identities to comply with IMPIC, I.P., under the legal scope of Licença AMI 23985.

• Anti-Money Laundering (AML) and Counter-Terrorist Financing (CTF): Conducting identity verification, ultimate beneficial ownership (UBO) screening, and financial source trace evaluations to fulfill statutory prevention mandates enforced by Portuguese Law No. 83/2017.

• Fiscal and Tax Accountability: Processing transactional records, billing names, physical addresses, tax identification numbers, and payment details to issue valid, certified invoices and submit mandatory financial reports to the Portuguese Tax Authority (Autoridade Tributária e Aduaneira).

C. Promotion of Legitimate Interests (Article 6(1)(f) GDPR):

Processing is carried out to protect the security and growth of Instant Relocation Portugal, provided such activities do not override the fundamental rights of the data subject:

• Infrastructure Security:
  Monitoring technical logs, tracing IP addresses, and investigating data fields to detect fraud, prevent Distributed Denial of Service (DDoS) attacks, and stop unauthorized system penetrations.

• Service Evaluation & Quality Control:
  Reviewing aggregated customer service feedback, monitoring communication timelines, and assessing system performance metrics to optimize internal workflows and train senior relocation agents.

• Corporate Asset Protection:
  Establishing evidence to defend against legal claims, enforce contract terms, prevent real estate commission bypasses, and handle corporate insurance matters.

D. Collection of Unambiguous Consent (Article 6(1)(a) GDPR):

In scenarios where no prior contract or statutory mandate exists, Instant Relocation Portugal requires clear affirmative consent:

• Strategic Partner Referrals:
  Transferring client contact data and relocation outlines to independent partner Law firms for immigration counseling, overseas shipping, private educational consultants, or insurance providers.

• Digital Communication Channels:
  Subscribing users to electronic marketing newsletters, sending localized real estate portfolios, and delivering automated notifications via WhatsApp Business.

• Advanced Tracking Technologies:
  Deploying non-essential analytical, performance, and behavioral advertising cookies across our digital properties.

5. Segmented Execution Protocols and Liability:

To ensure absolute compliance across multiple legal sectors, the Company applies specific data isolation policies across its service branches:

A. Real Estate Brokerage & Mediation Licença AMI (23985):

As a licensed mediation provider, Instant Relocation must strictly separate its advisory functions from its real estate activities. All data gathered under our AMI license is processed under strict data-minimization rules.

Financial documentation provided by a prospective tenant or buyer is held within a secure storage container and is shared with a landlord or property owner only when a formal application or reservation offer is placed. Unsuccessful applicant files are decoupled from active real estate matching queues if a contract negotiation fails in 2026.

B. Law Firm Referrals and Immigration Support:

Instant Relocation Portugal provides administrative, operational, and informational support for clients navigating Visa applications. We do not operate as a Law firm and do not offer representation or legal advice.

• Liability and Controller Separation:

  • When a client requests legal assistance, the Company acts solely as a referring agent. Upon receiving explicit consent, we transfer the client's contact credentials to fully licensed, independent external Law firms registered with the Portuguese Bar Association (Ordem dos Advogados).

  • Once this handover occurs, the designated Law firm acts as an independent Data Controller.

  • Instant Relocation Portugal assumes no liability for the data processing practices, file retention policies, or professional actions of these independent Law firms.

C. Managed Utility Management and Financial Mandates:

The execution of our Utility Setup Service requires handling critical utility identification codes, specifically the Código Ponto de Entrega (CPE) for electricity and the Código Universal de Instalação (CUI) for natural gas.

Instant Relocation Portugal does not retain ongoing access to client utility accounts, nor does it monitor consumption patterns or monthly financial transactions once initial service activation is complete in 2026.

D. Public Forums, Communities, and Social Media Networks:

Instant Relocation Portugal manages large community platforms, including Facebook groups focused on regional relocation topics.

• Public Visibility Disclosure:

  • Any data, property posts, images, personal anecdotes, or contact handles uploaded by users to these community pages are immediately accessible to the public. This processing occurs within environments controlled by third-party platforms (such as Meta, Inc.).

  • Users are urged to exercise caution and should view the privacy policies, as Instant Relocation Portugal does not control how other members download, track, or utilize publicly or privately posted details.

6. Data & Disclosures:

Instant Relocation Portugal does not engage in the commercial sale, rental, or trade of customer personal data. Data transfers are limited to recipients that provide clear contractual or valid legal compliance guarantees:

1. Transaction Counterparties:
   Property owners, landlords, developers, sellers, or their authorized legal representatives, to advance property acquisitions or tenancy agreements.

2. Contracted Data Processors:
   Trusted infrastructure vendors working under strict Data Processing Agreements (DPAs) in compliance with Article 28 of the GDPR. This includes enterprise cloud hosting platforms, encrypted database management tools, CRM software providers, and financial billing engines.

3. Institutional Service Partners:
   Independent consultants, moving and logistics providers, private schools, and mortgage processing entities, provided the client has requested an introduction.

4. Communications Providers:
   Professional routing platforms, including secure electronic mail systems and Meta Platforms Ireland Limited for managing WhatsApp Business data streams.

5. Public and Judicial Bodies:
   The Portuguese Tax and Customs Authority, IMPIC, I.P., the Agency for Integration, Migration and Asylum (AIMA), social security offices, local municipal registries, and judicial courts, where such disclosures are mandatory under Portuguese or European Union laws in 2026.

7. Cross-Border Data and International Transfers:

The personal data processed exclusively by Instant Relocation Portugal is stored and handled within secure server environments located in the European Economic Area (EEA).

In specific operational scenarios where third-party infrastructure components (such as specialized CRM nodes or cloud backup repositories) utilize data nodes located outside the EEA, Instant Relocation Portugal ensures that such international data transfers comply with Chapter V of the GDPR. This is maintained through:

• Adequacy Decisions:
  Confirming that the country receiving the data has been verified by the European Commission as offering an adequate level of data protection for the viewers and customers of Instant Relocation Portugal.

• Standard Contractual Clauses (SCCs):
  Integrating the standard data protection clauses adopted by the European Commission into our agreements with international vendors. This is combined with supplementary technical protections, such as end-to-end encryption, to safeguard data against unauthorized foreign access.

8. Rigorous Data Retention and Lifecycle Framework:

Pursuant to the principle of storage limitation outlined in Article 5(1)(e) of the GDPR, personal data is destroyed or anonymized once it is no longer required for its original processing purposes, or when national statutory preservation rules mandate extended storage:

• Invoicing, Accounting, and Tax Logs:
  Retained for a mandatory period of 10 years following the end of the corresponding financial year. This aligns with the statutory preservation windows set by the Portuguese Income Tax (IRC) and Commercial Code.

• Real Estate Transaction & AML Registry:
  Maintained for a period of 5 to 10 years following the completion of a transaction or the formal termination of the business relationship. This fulfills regulatory mandates from IMPIC, I.P., and national Anti-Money Laundering legislation (Lei n.º 83/2017) active in 2026.

• Utility Activation and Onboarding:
  Securely purged 1 year following the formal completion and verification of the utility activation service, unless components of this data are tied to long-term financial invoices.

• Unsuccessful Inquiries and Leads:
  Erased or anonymized within a maximum window of 12 months from the date of last verified contact by the user.

• Marketing and Notification Logs:
  Processed continuously until the user formally objects, unsubscribes from our mailing, or withdraws consent.

9. Technical, Structural, and Security Protocols:

Instant Relocation Portugal implements advanced technical and organizational security measures to protect personal data from accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access:

• Cryptographic Frameworks:
  Full enforcement of HTTPS across our web assets using Transport Layer Security (TLS 1.3) protocols for data in transit. Storage volumes use Advanced Encryption Standard (AES-256) encryption for data at rest.

• Granular Access Governance:
  Restricting access to personal data exclusively to authorized senior agents and compliance personnel who require access to perform their specific operational duties. These employees are bound by strict, non-terminable confidentiality and non-disclosure obligations in 2026.

• Infrastructure Audits & Resilience:
  Implementation of professional web application firewalls (WAF), secure isolated server backups, and continuous monitoring to discover system vulnerabilities, block malicious actors, and ensure uptime.

10. Comprehensive Rights of the Data Subject:

Individuals whose data is processed or managed by Instant Relocation Portugal hold legally enforceable rights under Chapter III of the GDPR. You may exercise these rights at any time without incurring standard fees:

• Right of Access (Article 15 GDPR):
  The right to obtain clear confirmation as to whether your personal data is being processed, alongside a comprehensive, downloadable copy of all active data fields held by the Company.

• Right to Rectification (Article 16 GDPR):
  The right to compel the immediate update, modification, or correction of incomplete, inaccurate, or outdated personal information across our active registries.

• Right to be Forgotten (Article 17 GDPR):
  The right to demand deletion of your personal data. This right is subject to exceptions where the Company must retain the data to comply with mandatory tax, real estate mediation (IMPIC), or AML laws.

• Right to Restriction (Article 18 GDPR):
  The right to freeze data processing operations. When exercised, the data remains safely stored but cannot be utilized by our operational units. This applies during active disputes of data accuracy or legality.

• Right to Portability (Article 20 GDPR):
  The right to receive your personal data in a structured, standard, and machine-readable format to facilitate its transfer to another service provider as of 2026.

• Right to Object (Article 21 GDPR):
  The right to object to data processing activities based on legitimate corporate interests or profile tracking, including an absolute right to halt direct marketing or digital newsletter messaging.

• Right to Withdraw Consent:
  The right to revoke processing consent at any time for any service that relies on consent as its primary legal basis. Does not affect the legality of any processing carried out before the revocation.

To exercise your rights, please submit a formal, signed written request detailing your specific query to our privacy compliance unit via email at contact@instantrelocation.com. To protect customer privacy, we may require valid proof of identification before processing your request.

11. Competent Supervisory Authority and Grievance:

The right to seek direct or judicial recourse if you believe that Instant Relocation Portugal LDA has processed your personal information in violation of European or national privacy laws. You may lodge a formal complaint with the competent Portuguese supervisory authority:

• Comissão Nacional de Proteção de Dados (CNPD).

12. Granular Cookie Disclosure and Tracking:

Our website deploys cookies, web beacons, clear GIFs, and localized pixels to manage technical performance, remember client configurations, and evaluate advertising efficiency.

Functional Classifications of Tracking Technologies:

1. Essential / Strictly Necessary Cookies:
   Critical for core website navigation, secure account sign-on, page rendering, and data transmission security.

   • Legal Foundation:
     Legitimate Interest (GDPR Art. 6(1)(f)). These cookies cannot be manually disabled via our website privacy banner because the site cannot function safely without them.

2. Functional Preferences Cookies:
   Store specific, user-selected settings over multiple sessions, including language selections, currency displays, or regional property search parameters.

   • Legal Foundation: Explicit Consent (GDPR Art. 6(1)(a)).

3. Analytical & Performance Cookies:
   Track anonymous, aggregated telemetry data regarding total visitor traffic, bounce rates, page pathways, and structural performance to help us improve site usability.

   • Legal Foundation: Explicit Consent (GDPR Art. 6(1)(a)).

4. Targeted Marketing & Behavioral Cookies:
   Monitor browsing tendencies across our web properties to serve tailored property listings, custom options, and advertisements across social media networks.

   • Legal Foundation: Explicit Consent (GDPR Art. 6(1)(a)).

Comprehensive User Control:

When first accessing our website, you are presented with an interactive privacy banner that allows you to accept all cookies, reject all non-essential tracking, or select a set of permissions.

You can also review, delete, or completely block cookie storage by adjusting your browser parameters (such as Google Chrome, Mozilla Firefox, Apple Safari, or Microsoft Edge). Please note that blocking essential cookies may impact website stability and features in 2026.

13. Protection of Minors and Vulnerable Data:

Instant Relocation Portugal does not intentionally market to or solicit inquiries from individuals under the age of 18. Our digital assets and real estate packages are intended for adult data subjects as of 2026.

Except for data provided by a parent or legal guardian for Private School Enrollment, we do not knowingly collect or maintain personal data from individuals under 16 years of age.

Any child data handled under our school placement programs is kept within isolated database containers, restricted to authorized relocation agents, and processed with heightened digital safety & security measures.

14. Continuous Review and Policy Modifications:

Instant Relocation Portugal reserves the right to revise or modify this Privacy Policy and Data Protection Framework to ensure alignment with operational expansions, new service options, and changes in European or Portuguese Law.

The current active version will always be accessible on this Privacy Policy page, accompanied by a verified "Last Updated" date at the end of the page.

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Verified for accuracy:

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