Privacy Policy - Removal Company Brompton

This Privacy Policy explains how Removal Company Brompton collects, uses, stores, shares, and protects personal data. It applies to all Removal Company Brompton customers in area, including prospective customers, existing customers, and anyone who interacts with us in connection with our removal, packing, storage, delivery, and related services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We understand that personal data is important and private. For that reason, we take appropriate technical and organisational measures to safeguard it and only process it where we have a valid legal basis. This policy is designed to explain what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal data.

1. Data We Collect

We may collect and process various types of personal data depending on the nature of the service provided. The data we collect may include:

Identity information such as your name, title, and, where relevant, the names of other individuals linked to your booking.
Contact details such as your address, email address, and telephone number.
Service information such as pickup and delivery addresses, property access details, inventory notes, and instructions for moving items.
Billing and payment details such as invoice information, payment status, and transaction records.
Communication records including messages, complaints, feedback, and service-related correspondence.
Technical data such as limited website or device information if you interact with our online services, where applicable.
Special category data only where you voluntarily provide it and where it is necessary for the service, for example if health or access needs affect your move. In such cases, we will handle it with extra care and only where permitted by law.

We aim to collect only the data that is necessary for the purposes described in this policy. We do not deliberately collect more information than we need.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide removal, packing, storage, and related services;
to confirm bookings and manage service arrangements;
to communicate with you about your move;
to issue invoices, process payments, and keep financial records;
to respond to enquiries, complaints, and service requests;
to meet legal, accounting, tax, and insurance obligations;
to improve our services, internal processes, and customer experience;
to protect against fraud, misuse, or unauthorised access;
to maintain safety and operational efficiency during a move.

Where required, we may also use your data to manage claims, resolve disputes, or demonstrate that we have fulfilled our contractual and legal responsibilities.

3. Lawful Basis for Processing

We only process personal data when we have a lawful basis under UK GDPR. Depending on the circumstances, we rely on one or more of the following legal bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes organising your removal, confirming service details, and completing the agreed work.

Legal obligation

We process data where necessary to comply with legal requirements, such as tax, accounting, record-keeping, or insurance obligations.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer service, preventing fraud, improving operations, and maintaining secure business records.

Consent

In limited cases, we may rely on your consent, particularly for optional communications or for certain categories of sensitive information. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital interests and public task

These bases are unlikely to apply in most cases, but they may be used where necessary to protect someone’s life or in exceptional legal circumstances.

4. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, insurance, or reporting requirements. Retention periods may vary depending on the type of data and the purpose for which it is held.

Customer and service records are typically retained for the duration of our business relationship and for a reasonable period afterwards.
Financial and tax records are usually kept for the period required by law.
Communication records may be retained to support service history, quality assurance, or dispute resolution.
Claims and complaint records may be retained for as long as needed to handle the matter and any follow-up legal obligations.

When data is no longer needed, we will delete, anonymise, or securely archive it in line with our retention practices. We review retention regularly to ensure information is not held longer than necessary.

5. Processors and Third Parties

We may share personal data with trusted third parties who act as data processors or independent controllers, but only where necessary and only for legitimate business purposes. These parties may include:

IT and cloud service providers who store or support our data systems;
Payment processors who handle card or transfer transactions;
Accountants and auditors who assist with compliance and financial management;
Insurers and claims handlers where service-related claims or liabilities arise;
Subcontractors or logistics partners who help deliver the removal service;
Professional advisers such as legal or tax advisers when necessary;
Regulators, authorities, or courts where disclosure is required by law.

Where we use processors, we ensure they are subject to appropriate contracts and only process data on our instructions, unless they are independently responsible under applicable law. We do not sell personal data. If data is transferred outside the UK, we will ensure suitable safeguards are in place, such as adequacy regulations or approved transfer mechanisms.

6. Data Security

We use appropriate security measures to protect personal data from unauthorised access, accidental loss, destruction, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices. While no system can be guaranteed completely secure, we take reasonable and proportionate steps to keep your data safe.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be limited in some circumstances, but we will always assess and respond to your request in accordance with the law. Your rights include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data where it is no longer needed or where another legal ground applies.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the time limits required by law. We may need to verify your identity before acting on your request. Your rights matter, and we will not discriminate against you for exercising them.

8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service arrangements. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

9. Additional Information

If you provide information relating to another person, you should ensure you have the authority or permission to do so. This is especially important when sharing access details, inventory notes, or special instructions that relate to family members, tenants, landlords, or other household members. We expect all data provided to be accurate and up to date, and we may ask you to correct information if necessary.

In all cases, our approach is to process personal data in a lawful, transparent, and secure way. We only use information for legitimate service purposes and retain it only for as long as needed. By using our services, you acknowledge that this policy applies to you as a customer in Brompton and the surrounding area, and that your data will be handled in line with the principles set out above.