Privacy Policy - Removal Companies Wandsworth

This Privacy Policy explains how personal data is collected, used, stored, shared, and protected by Removal Companies Wandsworth. It applies to all Removal Companies Wandsworth customers in the area, including individuals and businesses who request quotations, book removal services, use storage or packing services, or otherwise interact with us in connection with a move. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Removal Companies Wandsworth acts as a data controller when we determine the purposes and means of processing personal data relating to our customers, prospects, suppliers, and website or service users. This policy applies to personal data processed in relation to our moving, packing, transport, storage, and related administrative services.

2. Personal Data We Collect

We collect only the information needed to provide and manage our services effectively. The categories of personal data we may collect include:

Identity details such as name, title, and, where relevant, business name.
Contact details such as telephone number, email address, and service address.
Booking and service information such as moving dates, property access details, inventory notes, and special instructions.
Payment-related information such as billing records and transaction references.
Communication records including messages, complaints, feedback, and service updates.
Technical data such as basic device and usage information if collected through online forms or service tools.

We may also process limited special category data only where it is necessary and where a lawful basis permits this. For example, a customer may tell us about a health condition that affects access, lifting requirements, or scheduling. We do not seek such data unless it is necessary to provide a safe and appropriate service.

3. How We Collect Your Data

We collect personal data directly from you when you:

request a quotation or assessment;
make a booking or amend an existing booking;
contact us by phone, email, or written message;
provide documents, inventory details, or delivery instructions;
submit payment or billing information;
leave a review or make a complaint.

We may also receive personal data from third parties where necessary for service delivery, such as landlords, estate agents, property managers, or authorised representatives acting on your behalf. In all such cases, we process the data only where we have a lawful basis to do so.

4. Purposes of Processing

We use personal data for the following purposes:

to provide quotations and plan removal services;
to manage bookings, access arrangements, and logistics;
to carry out packing, transportation, unloading, and related services;
to communicate with customers before, during, and after service delivery;
to process payments, invoicing, and account administration;
to handle complaints, claims, and customer support;
to maintain operational records and improve our services;
to meet legal, regulatory, tax, and insurance obligations.

We will only use personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose or another lawful purpose permitted by law.

5. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, delivering removal services, and managing payments.

Legal Obligation

We process data where necessary to comply with legal requirements, such as tax record keeping, accounting rules, insurance obligations, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your interests and rights do not override those interests. Examples include business administration, service improvement, fraud prevention, record keeping, and handling complaints. We always consider whether the processing is proportionate and relevant.

Consent

Where consent is required, we will ask for it clearly and separately. For example, if we need to use optional information in a way that is not covered by another lawful basis, we will rely on consent and you may withdraw that consent at any time.

6. Sharing Personal Data and Processors

We may share personal data with trusted third parties acting as processors or independent controllers where necessary for service delivery or legal compliance. Processors only process personal data on our documented instructions and must keep it secure and confidential.

Typical processors and recipients may include:

IT and hosting providers that support record storage, email systems, or business software;
payment service providers that handle secure payment processing;
accounting or bookkeeping providers that support financial administration;
insurance providers and claims handlers where an incident or claim must be assessed;
professional advisers such as legal or compliance advisers;
subcontracted service partners involved in fulfilling a booking, if required.

We do not sell personal data. We do not disclose personal data to third parties for their own marketing purposes unless you have given explicit consent or another lawful basis applies.

7. International Transfers

If any processor or service provider stores or accesses personal data outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms designed to protect your data.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy and to meet legal, tax, insurance, and administrative requirements. Retention periods depend on the type of data and the context in which it was collected.

As a general approach:

quotation and enquiry records are kept for a reasonable period to manage follow-up or service history;
booking and contract records are retained for the duration of the service and for any follow-up period required for disputes or claims;
financial and tax records are retained for the period required by law;
complaint, incident, and insurance records may be retained for longer where needed to establish, exercise, or defend legal claims.

When data is no longer required, it will be securely deleted, anonymised, or destroyed.

9. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, staff confidentiality obligations, secure storage, and restricted permissions. While we work to protect all data, no system can be guaranteed to be completely secure.

10. Your Rights Under Data Protection Law

You have a number of rights in relation to your personal data. Subject to legal limits, these 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 ask us to delete data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain cases.
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 processing is based on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law unless an extension is permitted due to complexity or multiple requests.

11. Automated Decision-Making

We do not make decisions about customers solely by automated means that produce legal or similarly significant effects. If this position changes, we will update this policy and provide the information required by law.

12. Changes to This Privacy 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 so they remain informed about how their personal data is used.

13. Contacting the Supervisory Authority

If you believe your data protection rights have been infringed, you have the right to lodge a complaint with the UK data protection supervisory authority. You may also raise concerns with us first so we can try to resolve the matter promptly and fairly.

In summary, Removal Companies Wandsworth processes personal data only where necessary, lawful, and proportionate. We collect only the information needed to deliver our services, keep it secure, retain it only for as long as required, and respect your rights under data protection law. This policy applies to all Removal Companies Wandsworth customers in the area.