Privacy Policy - Removals Belsizepark

This Privacy Policy explains how Removals Belsizepark collects, uses, stores, shares, and protects personal data. It applies to all Removals Belsizepark customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise uses our removal and related services. We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to all Removals Belsizepark customers in the area, as well as prospective customers, household clients, business clients, and anyone whose personal data we process in connection with our services. It also applies where we receive data from third parties involved in arranging a removal, such as estate agents, letting agents, landlords, solicitors, or payment providers.

2. Personal data we collect

We collect only the information needed to provide and manage our services, operate our business, and meet legal obligations. The types of data we may collect include:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service details such as moving date, pickup and delivery addresses, access information, inventory details, property type, and service preferences.
Payment and billing details such as payment confirmation, billing address, and transaction records.
Communication records such as enquiries, complaint notes, service updates, and correspondence.
Technical information such as basic website or device information where relevant, for example IP address, browser type, and usage logs.
Special category data only where strictly necessary and where you choose to provide it, for example access or health-related information needed to arrange a safe move.

We do not intentionally collect more data than is necessary for the purposes described in this policy.

3. How we collect data

We may collect personal data directly from you when you:

request a quote or assessment;
book a removal service;
communicate with us by phone, email, form, or other means;
pay for services;
raise a query, complaint, or claim;
provide instructions or updates relating to your move.

We may also receive personal data from third parties where needed to arrange or deliver the service, or to manage billing, scheduling, or logistics.

4. How we use personal data

We use personal data for the following purposes:

to provide quotes and confirm bookings;
to plan, deliver, and manage removals and related services;
to communicate with you about your move;
to process payments and issue invoices or receipts;
to maintain records of services provided;
to handle complaints, disputes, and insurance or liability matters;
to improve our services, operations, and customer experience;
to comply with tax, accounting, and other legal obligations;
to prevent fraud, misuse, or unlawful activity;
to protect the rights, property, and safety of our business, customers, staff, and contractors.

Where personal data is used for marketing, we do so only in accordance with applicable law and any preferences or permissions you have given.

5. Lawful basis for processing

We process personal data only when we have a lawful basis under data protection law. The main lawful bases we rely on are:

Contract

We process personal data where it is necessary to enter into or perform a contract with you, such as preparing a quote, managing a booking, delivering a move, or handling payment.

Legal obligation

We process information where we need to comply with legal obligations, including tax, accounting, recordkeeping, and responding to lawful requests from public authorities.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided your interests and rights do not override those interests. This may include service administration, internal reporting, security, fraud prevention, and service improvement.

Consent

In limited cases, we may rely on your consent, for example for certain marketing activities or where required for specific types of information sharing. Where we rely on consent, you may withdraw it at any time.

Vital interests and public task

These bases are unlikely to be used in ordinary circumstances, but may apply in exceptional situations where necessary to protect someone’s life or meet a public duty.

6. Sharing data with processors and other recipients

We may share personal data with trusted third parties who act as data processors or independent controllers. Processors only handle data on our instructions and under written contracts requiring them to protect it appropriately.

Examples of processors or recipients may include:

IT and cloud service providers that store or support our systems;
payment service providers that handle transactions;
accounting and bookkeeping providers that assist with financial administration;
customer communication tools used to manage enquiries or service updates;
storage or logistics partners if required to complete a move;
insurance providers, legal advisers, or dispute handlers where necessary for claims or legal matters;
public authorities where disclosure is required by law.

We do not sell personal data. Any sharing is limited to what is necessary for the relevant purpose and is subject to appropriate safeguards.

7. International transfers

If any of our processors or service providers store or access data outside the UK, we will ensure appropriate safeguards are in place, such as an adequacy decision, the UK International Data Transfer Agreement, or other legally approved measures. These safeguards are intended to keep personal data protected to a standard consistent with UK data protection law.

8. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, tax, insurance, and operational requirements. Retention periods may vary depending on the type of information and the reason it is held.

Quotation and enquiry data may be retained for a limited period to manage follow-up, record business activity, and respond to disputes.
Customer service and booking records may be kept for the duration of the service relationship and for a further period afterward where needed for administration or claims handling.
Financial records are typically retained for the period required by tax and accounting laws.
Complaint, claim, and legal records may be kept longer where necessary to defend or establish legal rights.

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices.

9. Data security

We use appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and contractual safeguards with processors. While no system can be guaranteed completely secure, we work to maintain a high standard of protection.

10. Your rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to ask us to delete your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format and have it transferred where technically feasible.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise any concerns with us first so we can try to resolve them promptly.

11. Automated decision-making

We do not use personal data to make decisions based solely on automated processing that produce legal or similarly significant effects. If this changes, we will update this policy and provide the relevant information required by law.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to remain informed about how we protect personal data.

13. Summary of our commitment

Removals Belsizepark is committed to processing personal data lawfully, securely, and transparently. We collect only what we need, use it for clear and legitimate purposes, retain it only as long as necessary, and respect your rights under data protection law. This policy applies to all Removals Belsizepark customers in area and is intended to give you clear information about how we handle your information throughout the life cycle of our services.