Privacy Policy - Movers Kentish Town

This Privacy Policy explains how Movers Kentish Town collects, uses, stores, shares, and protects personal data. It applies to all Movers Kentish Town customers in the area, including people who request a quote, book a service, receive a moving service, or communicate with us in relation to our work. We are committed to handling personal data lawfully, fairly, and transparently in accordance 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 individuals who use or enquire about our moving services in Kentish Town and surrounding local areas. It covers prospective customers, current customers, former customers, and other individuals whose personal data we may process as part of providing moving, packing, storage coordination, and related services. By using our services or sharing information with us, you acknowledge that this policy applies to you.

2. Personal data we collect

We only collect personal data that is relevant and necessary for the services we provide. The types of information we may collect include:

Identity data: name, title, and, where needed, proof of identity.
Contact data: address, email address, and telephone number.
Service data: details about your move, property access, inventory items, preferred dates, and instructions.
Payment and billing data: payment status, invoice records, and transaction details.
Communication data: messages, complaints, feedback, and notes from calls or emails.
Technical data: basic information such as device or browser details if you interact with us electronically.
Special category data: only where strictly necessary and usually not expected; for example, information about accessibility needs that may affect how a move is arranged.

We do not deliberately collect more information than we need. If you provide extra information voluntarily, we will handle it in line with this policy and the law.

3. How we use personal data

We process personal data for the following purposes:

to provide quotes and assess service requirements;
to arrange, deliver, and manage moving services;
to communicate with customers about bookings, timings, and service updates;
to issue invoices, process payments, and maintain accounting records;
to respond to enquiries, complaints, and customer service requests;
to maintain internal records and improve our services;
to comply with legal and regulatory obligations;
to protect our business, staff, and customers from fraud or misuse.

We use personal data only for defined purposes and will not use it in a way that is incompatible with those purposes.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis for processing personal data. We rely on the following legal grounds:

Contract

We process personal data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, confirming bookings, and delivering moving services.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing our operations, improving services, handling customer communications, and preventing fraud.

Legal obligation

We may process and retain certain data where required by law, including tax, accounting, insurance, or record-keeping obligations.

Consent

In limited situations, we may rely on your consent, for example where it is required to process optional information. Where consent is used, you can withdraw it at any time. Withdrawal will not affect processing that already took place before consent was withdrawn.

5. Sharing data with processors and third parties

We may share personal data with trusted third-party service providers who act as processors on our behalf. These processors are only permitted to use the data as instructed by us and must protect it appropriately. Examples may include:

payment processing providers;
accounting and bookkeeping services;
customer administration and booking systems;
IT support, cloud storage, and secure data hosting providers;
communication tools used to manage service messages;
professional advisers such as insurers, auditors, or legal advisers;
subcontracted service providers involved in delivering the move, where necessary.

We may also disclose data where required by law, court order, or regulatory authority. If a third party receives personal data as an independent controller, they will be responsible for their own compliance and privacy practices.

6. Data retention

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

Quote and enquiry data: typically retained for a limited period after the enquiry, unless a longer period is needed for follow-up or dispute handling.
Customer and service records: retained for the duration of the service relationship and for an appropriate period after completion.
Financial and invoice records: retained for the period required by tax and accounting laws.
Complaint or dispute records: retained until the matter is resolved and for a further period where needed for legal defence.

When data is no longer needed, we will securely delete, anonymise, or destroy it. We do not keep personal data indefinitely.

7. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or alteration. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted data sharing. While no system can be guaranteed 100% secure, we take reasonable steps to safeguard the information entrusted to us.

8. Your rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. These rights may apply depending on the legal basis for processing and the circumstances of the request.

Right of access: you can request confirmation of whether we process your data and receive a copy of it.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: in certain circumstances, you can request deletion of your data.
Right to restriction: you can ask us to limit how we use your data in some cases.
Right to data portability: where applicable, you can request that data be provided in a portable format.
Right to object: you can object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent: where processing relies on consent, you can withdraw it at any time.

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

9. International transfers

Where personal data is transferred outside the UK, we will ensure suitable safeguards are in place and that the transfer complies with applicable data protection law. Any such transfer will be subject to appropriate contractual or legal protections.

10. Children’s data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is incidental and necessary in connection with a customer’s moving arrangements. If we become aware that we have collected data unlawfully, we will take steps to delete it.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we handle personal data. The most current version will apply to all Movers Kentish Town customers in the area. We encourage you to review it periodically so you remain informed about how your data is used.

12. Summary of our approach

We collect only the personal data needed to provide moving services, communicate clearly, and comply with the law. We rely on lawful bases such as contract, legitimate interests, legal obligation, and, in limited cases, consent. We retain data only for as long as necessary, share it only with trusted processors or where required by law, and respect your rights under data protection law. Privacy, fairness, and accountability are central to how Movers Kentish Town operates.