Privacy Policy - Removal Companies Roehampton

This Privacy Policy explains how we collect, use, store, share, and protect personal data relating to customers and prospective customers of Removal Companies Roehampton. It applies to all Removal Companies Roehampton customers in the Roehampton area, including individuals, families, landlords, tenants, and businesses that enquire about, book, or receive our removal services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

1. Who We Are

For the purposes of data protection law, we act as the data controller for personal data we collect and process in connection with our removal services. This means we determine why and how your personal data is used. We take privacy seriously and aim to process only the information that is necessary, relevant, and proportionate for providing safe and efficient removal services.

2. Information We Collect

We may collect and process different types of personal data depending on how you interact with us. This may include:

• Identity information such as your name, title, and any business name you provide.
• Contact details such as address, email address, and telephone number.
• Service information such as property addresses, moving dates, access details, inventory items, and service preferences.
• Payment information such as billing details and transaction records.
• Communication records including emails, messages, complaints, and notes from calls or enquiries.
• Technical information where relevant, such as basic website usage data if you submit an enquiry online.
• Special categories of data only where strictly necessary and where you choose to provide it, for example access requirements or health-related information needed to plan a safe move.

We do not intentionally collect more information than is needed to arrange, deliver, and support our services. If you provide information about another person, you should ensure you have the right to do so and that they are aware of this Policy where appropriate.

3. How We Use Your Data

We use personal data for the following purposes:

• To respond to enquiries and provide quotes.
• To manage bookings, move planning, scheduling, and service delivery.
• To communicate with you before, during, and after the removal service.
• To process payments, refunds, and related administration.
• To keep records of services provided and account history.
• To handle complaints, claims, and dispute resolution.
• To meet legal, tax, insurance, and regulatory obligations.
• To improve our services, operations, and customer experience.
• To protect against fraud, misuse, and security incidents.

We will only use your personal data for the purpose for which it was collected, unless we reasonably need to use it for a compatible purpose. If we need to use your data in a new way, we will make sure that there is a lawful basis for doing so.

4. Lawful Basis for Processing

We process personal data only when we have a valid legal basis under UK GDPR. Depending on the activity, the lawful basis may include:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes providing quotes, managing bookings, and delivering removal services.

Legal Obligation

We may process data where required to comply with legal obligations, including accounting, tax, record-keeping, and insurance-related duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where your rights do not override those interests. This may include service improvement, internal administration, fraud prevention, and responding to enquiries. We always assess whether our legitimate interests are appropriate and proportionate.

Consent

Where required by law, we will rely on your consent. For example, if we need to process optional sensitive information that is not necessary for the service, we will seek your clear permission first. You may withdraw consent at any time, but this will not affect processing already carried out before withdrawal.

Vital Interests

In rare circumstances, we may process data to protect someone’s vital interests, such as where emergency assistance is needed during a move.

5. Data Sharing and Processors

We may share personal data with trusted third parties where this is necessary to provide our services, operate our business, or comply with legal requirements. These third parties act as processors or independent controllers depending on the service they provide. Examples may include:

• Payment service providers who process transactions securely.
• IT and hosting providers who support our systems and data storage.
• Communication providers who help us manage email, messaging, and telephony.
• Professional advisers such as accountants, auditors, lawyers, or insurers.
• Subcontractors or operational partners who assist with removal-related tasks under our instructions.
• Public authorities where disclosure is required by law or necessary for legal claims.

Where we use processors, we ensure they are bound by appropriate data processing agreements and are required to protect your data, use it only on our instructions, and implement suitable security measures. We do not sell personal data.

6. International Transfers

If any of our service providers process data outside the United Kingdom, we will take steps to ensure your personal data remains protected. This may include using approved transfer safeguards and ensuring adequate levels of protection in line with applicable law.

7. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including to satisfy legal, accounting, tax, insurance, or reporting requirements. The retention period depends on the type of data and the reason for processing.

As a general approach:

• Enquiry records are kept for a limited period if no service is booked.
• Customer and booking records are retained for the duration of the service relationship and for a reasonable period afterwards.
• Financial and contractual records may be retained for longer periods where required by law.
• Complaint, claim, and dispute records may be kept until the issue is fully resolved and any relevant limitation period has expired.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. This retention approach helps us balance business needs with privacy obligations.

8. Security of Your Data

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our procedures. While no system can be guaranteed to be completely secure, we work to maintain a level of protection suitable to the nature of the information we process.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

• Right of access – you can request a copy of the personal data we hold about you.
• Right to rectification – you can ask us to correct inaccurate or incomplete information.
• Right to erasure – in certain circumstances, you can ask us to delete your data.
• Right to restrict processing – you can ask us to limit how we use your data in some situations.
• Right to object – you can object to processing based on legitimate interests or direct marketing.
• Right to data portability – in some cases, you can request your data in a structured, commonly used format.
• Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. We will respond to valid requests in accordance with data protection law and may need to verify your identity before acting on a request.

10. Children’s Data

Our services are generally intended for adults arranging removal services. We do not intentionally collect children’s personal data except where it is incidentally included in service-related records, for example within household or occupancy details. If we become aware that we have collected information that is not necessary, we will take steps to remove or minimise it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this Policy periodically so they remain informed about how their data is handled.

12. Summary of Our Privacy Commitments

Removal Companies Roehampton is committed to processing personal data fairly, lawfully, and transparently. We collect only what we need, use it for clear purposes, keep it only as long as necessary, and protect it with appropriate safeguards. We also ensure that any processors we use are contractually required to protect your data. If you are a customer in the Roehampton area, this Policy applies to you whenever you enquire about, arrange, or receive our removal services.

We respect your privacy and aim to handle all personal information responsibly and in line with GDPR principles.