Privacy Policy - Removal Companies Marylebone

This Privacy Policy explains how personal data is collected, used, stored, shared, and protected by Removal Companies Marylebone when providing removal, packing, storage, and related moving services. It applies to all Removal Companies Marylebone customers in the area, including individuals, households, landlords, tenants, and business clients who use our services or enquire about them.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to be clear and transparent so you understand what happens to your information and what rights you have.

1. Data We Collect

We collect only the information needed to provide our services safely, efficiently, and lawfully. The exact data collected may depend on the nature of the job, the services requested, and the way you interact with us.

Information you provide directly

Identity details such as your name and title.
Contact details such as your telephone number, email address, and moving address details.
Service information including inventory lists, access instructions, special handling requirements, preferred dates, and property details.
Payment information where needed for invoicing or taking payment.
Communication records including enquiries, complaints, quotes, booking confirmations, and service updates.

Information collected automatically

Technical data such as IP address, device type, browser type, and basic usage data when you interact with our digital services.
Operational data such as booking history, job notes, and service performance records.

Information from third parties

We may receive information from third parties where necessary, for example from building managers, letting agents, business partners, payment providers, or subcontracted service providers. We only use this information for the purposes explained in this policy.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide removal and associated services.
To prepare quotations, confirm bookings, and manage service delivery.
To communicate with you before, during, and after the move.
To process payments, invoicing, and account administration.
To comply with legal, tax, insurance, and regulatory obligations.
To prevent fraud, misuse, or unauthorised access.
To improve our operations, staff training, and customer service.
To manage complaints, disputes, and claims.

We only use your data in ways that are compatible with these purposes, unless we have your consent or are otherwise permitted by law.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each type of processing. We rely on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, handling your move, and managing payments.

Legal obligation

We may process data to comply with legal duties, such as accounting, tax recordkeeping, insurance requirements, and responding to lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights. This includes managing our business, improving services, protecting against fraud, and maintaining service records.

Consent

In limited situations, we may rely on your consent, for example for certain optional marketing communications. Where consent is used, you can withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services or meet legal obligations. These third parties act as processors when they handle data on our behalf, or as independent controllers where they determine their own purposes.

Types of processors we may use

Payment processors to handle secure payments and refunds.
IT and cloud service providers that store data and support our systems.
Communication providers used to send emails, texts, and service notifications.
Accounting and invoicing providers used for financial administration.
Subcontracted removal teams or logistics partners where needed to perform the service.
Insurance, legal, or claims handlers when required for disputes, liability, or protection of rights.

We require processors to protect data with appropriate security measures and to process it only on our documented instructions, unless they are otherwise legally required to act. We do not sell personal data.

Where personal data is transferred outside the UK, we take steps to ensure appropriate safeguards are in place, such as approved contractual protections or adequacy arrangements where applicable.

5. 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 insurance obligations.

Booking and service records are generally retained for a period that allows us to manage queries, disputes, and service evidence.
Financial records are retained for the period required by tax and accounting law.
Claims or complaint-related records may be kept longer where needed to establish, exercise, or defend legal claims.
Marketing data is kept until you opt out or it is no longer needed.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from accidental loss, unlawful access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff training, and limited data access based on job responsibilities.

While we take reasonable steps to safeguard your information, no system can be completely secure. If a data breach is likely to risk your rights and freedoms, we will act in accordance with GDPR requirements, including notifying relevant authorities and affected individuals where required.

7. Your Rights

As a data subject under GDPR, you have a number of rights regarding your personal data. These rights may be limited in certain circumstances, but we will always assess and respond to requests appropriately.

Right of access

You may request a copy of the personal data we hold about you and information about how we use it.

Right to rectification

You may ask us to correct inaccurate or incomplete personal data.

Right to erasure

In some circumstances, you may request that we delete your personal data.

Right to restriction

You may ask us to restrict processing where certain conditions apply.

Right to data portability

Where processing is based on consent or contract and carried out by automated means, you may request your data in a structured, commonly used format.

Right to object

You may object to processing based on legitimate interests and to direct marketing at any time.

Rights related to automated decision-making

We do not use automated decision-making that produces legal or similarly significant effects about you without appropriate safeguards.

If you wish to exercise any of these rights, we will respond within the time limits set by law. We may need to verify your identity before acting on your request.

8. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is incidentally included in service instructions or household records provided by an adult customer. If we become aware that we have collected child-related data inappropriately, we will take steps to delete or safeguard it as required.

9. Complaints and Supervisory Authority

If you are concerned about how we handle your personal data, you should contact us in the first instance so we can investigate and try to resolve the issue. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK data protection supervisory authority.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or processing practices. The latest version will apply from the date it is published or otherwise communicated. We encourage customers to review it periodically to stay informed.

By using Removal Companies Marylebone services in the area, you acknowledge that your personal data may be processed as described in this Privacy Policy.