Privacy Policy - Removal Companies Brompton

This Privacy Policy explains how personal data is collected, used, shared, and protected by Removal Companies Brompton when providing services to customers in the Brompton area. It applies to all Removal Companies Brompton customers in the area, including individuals, households, landlords, tenants, and businesses who enquire about, book, or receive removal 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.

1. Who We Are

Removal Companies Brompton acts as a data controller for the personal data it collects and processes in connection with enquiries, quotations, bookings, service delivery, and customer support. This means we decide how and why your personal data is used. In some circumstances, we may also work with third-party service providers who process data on our behalf as data processors.

2. Personal Data We Collect

We collect only the information that is reasonably necessary to provide our services, manage our business, and meet legal obligations. Depending on how you interact with us, we may collect the following categories of personal data:

Identity data: name, title, and, where relevant, business name.
Contact data: address, email address, phone number, and moving location details.
Service data: information about your move, property access, inventory, packing requirements, dates, and special handling needs.
Transaction data: booking details, payment status, invoices, receipts, and service history.
Technical data: limited website or device data such as IP address, browser type, and cookie-related information if you interact with our digital services.
Communication data: records of calls, emails, messages, complaints, and feedback.
Optional special category data: we do not usually seek this information, but it may be shared incidentally if relevant to access arrangements or service adjustments. Where such data is processed, we apply additional safeguards and only do so when a valid legal basis exists.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or make an enquiry;
book a removal service;
provide delivery or access instructions;
communicate with us by phone, email, or online forms;
submit feedback, complaints, or claims.

We may also receive data from third parties where necessary, such as property managers, letting agents, estate agents, payment providers, or subcontractors involved in carrying out the service. Where personal data is obtained from another source, we will handle it in line with this Privacy Policy.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the purpose, the lawful basis may include:

Contract: processing is necessary to provide a quotation, perform a removal service, manage bookings, or fulfil our agreement with you.
Legal obligation: processing is required to comply with tax, accounting, insurance, health and safety, or other legal requirements.
Legitimate interests: processing is necessary for our legitimate business interests, such as improving our services, preventing fraud, maintaining records, and responding to customer enquiries, provided these interests do not override your rights and freedoms.
Consent: where required, we will rely on your consent, for example for certain optional marketing communications or non-essential cookies. You may withdraw consent at any time.

Where we process special category data, we do so only where an additional condition under data protection law applies and where appropriate safeguards are in place.

5. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotes;
to manage bookings and deliver removal services;
to communicate about service changes, scheduling, and operational matters;
to process payments and issue invoices;
to maintain business, tax, and accounting records;
to handle complaints, disputes, and insurance matters;
to monitor service quality and improve customer experience;
to protect against fraud, misuse, or unlawful activity;
to comply with legal and regulatory obligations.

We do not sell personal data. Any use of personal data is limited to the purposes described in this Policy or otherwise permitted by law.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason it is held.

Typical retention periods

Quotation and enquiry data: retained for a limited period after the enquiry ends, unless needed for follow-up, dispute resolution, or legal claims.
Booking and service records: retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records: retained for the period required by law.
Complaint and claims records: retained as long as necessary to manage the issue and any related legal obligations.
Marketing preferences: retained until you withdraw consent or object, where applicable.

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

7. Data Processors and Third Parties

We may share personal data with trusted third parties who provide services to us. These parties act as data processors or, in some cases, separate controllers depending on their role. We require appropriate contractual safeguards and only share the minimum data necessary.

Examples of processors and service partners may include:

payment service providers;
IT hosting, cloud storage, and software providers;
accounting and bookkeeping services;
customer communication tools;
insurance and claims handling services;
subcontracted movers or logistics partners where needed to perform the service;
professional advisers such as lawyers, auditors, or insurers.

We may also disclose personal data where required by law, court order, regulatory authority, or to protect our rights, property, or safety, or that of others.

8. International Transfers

If any service provider processes data outside the United Kingdom, we will ensure appropriate safeguards are in place to protect your personal data. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms recognised under data protection law.

9. Your Rights

As a data subject, you have a number of rights under UK GDPR. These rights may be subject to legal limits or exemptions, but we will always assess requests carefully and respond appropriately.

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 data.
Right to erasure: you can request deletion of your data in certain circumstances.
Right to restriction: you can ask us to limit processing in certain situations.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: you can ask for certain data to be provided in a structured, commonly used format where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to deal with requests within the time limits required by law.

10. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and supplier due diligence. While we take reasonable steps to safeguard data, no system can be guaranteed to be completely secure.

11. Marketing Communications

Where permitted by law, we may send you service-related or promotional communications. If we rely on consent, you may opt out at any time. If we rely on legitimate interests for certain communications, you may object and we will stop where required. We will not send unnecessary marketing and we will respect your preferences.

12. Cookies and Similar Technologies

If you use any online service linked to Removal Companies Brompton, limited cookies or similar technologies may be used to support functionality, security, and performance measurement. Where consent is required, we will seek it before placing non-essential cookies. You can manage cookie settings through your browser or device controls.

13. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidentally provided in connection with a household move. In such cases, we handle the information only as necessary for service delivery and in compliance with applicable law.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, operational practices, or service arrangements. Any revised version will apply from the date it is made available. We encourage customers in the Brompton area to review this Policy periodically to stay informed about how personal data is handled.

15. Summary of Our Commitment

Removal Companies Brompton is committed to protecting privacy, using data responsibly, and maintaining transparency with customers across the area. We collect only the data we need, process it under a valid lawful basis, retain it for no longer than necessary, use trusted processors with appropriate safeguards, and respect your rights under data protection law. If you are a customer in the Brompton area, this Policy applies to your personal data whenever you use our services.