Privacy Policy - Movers Brompton

Movers Brompton is committed to protecting the privacy and security of personal data. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide moving, packing, storage, and related services. It applies to all Movers Brompton customers in the area, including individuals, households, landlords, tenants, and businesses that engage our services.

We process personal data in accordance with the UK GDPR and the Data Protection Act 2018. This policy is written to be clear, transparent, and easy to understand, while setting out the rights available to you as a data subject.

1. Personal Data We Collect

We only collect the information necessary to provide our services safely, efficiently, and lawfully. Depending on the service requested, we may collect the following categories of data:

Identity information: name, title, and, where relevant, business name.
Contact details: phone number, email address, billing address, and service address.
Service information: details about your move, property access, inventory, floor level, parking arrangements, special handling needs, and preferred moving dates.
Payment information: payment status, transaction references, and invoicing details. We do not intentionally store full card details where a secure payment processor is used.
Communication records: emails, messages, call notes, quotations, and complaint or feedback records.
Site and operational information: records created during surveys, bookings, deliveries, storage intake, and completion notes.
Technical data: limited website or device information, such as IP address, browser type, and cookie-related data, where applicable.

We do not intentionally collect special category data unless it is necessary and you have provided it, or unless another lawful condition permits us to do so. For example, you may voluntarily share information about mobility needs, access requirements, or health-related circumstances so we can support the move appropriately. We ask that you only share such data when relevant and necessary.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to plan, carry out, and complete moving services;
to communicate with you before, during, and after a service;
to process payments and issue invoices;
to manage insurance, claims, or disputes;
to improve our operations, customer service, and service quality;
to comply with legal, tax, accounting, and regulatory obligations;
to maintain records of services provided;
to protect against fraud, misuse, or security incidents.

We only process personal data for clear and legitimate purposes. We do not sell customer data.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Movers Brompton relies on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging quotes, confirming bookings, delivering moving services, managing payments, and responding to service-related requests.

Legal Obligation

We may process your data where required to comply with legal obligations, including tax laws, accounting requirements, recordkeeping duties, and lawful requests from authorities.

Legitimate Interests

We may use personal data for our legitimate business interests, provided your rights and freedoms do not override those interests. This includes improving our services, managing customer relationships, maintaining internal records, preventing fraud, and handling operational communications. Where we rely on legitimate interests, we assess whether the processing is necessary and proportionate.

Consent

In limited cases, we rely on your consent, for example for certain optional marketing communications or where you voluntarily provide specific data that is not otherwise necessary for the service. Where consent is used, you may withdraw it at any time.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, including to satisfy legal, accounting, insurance, or reporting requirements. Retention periods vary depending on the type of record:

Booking and service records: retained for a period necessary to manage the service, handle queries, and support quality assurance.
Financial and accounting records: retained for the period required by law.
Complaint and claim records: retained for a reasonable period to defend legal claims or manage disputes.
Communication records: retained as needed for customer support, business continuity, and evidence of instructions or agreements.

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

5. Sharing Data with Processors and Other Recipients

We may share personal data with trusted third parties who help us deliver our services. These organisations act as data processors or, in some cases, independent controllers. We only share data where necessary and subject to appropriate safeguards.

Payment processors: to handle secure payment transactions.
IT and software providers: to host systems, manage bookings, store records, and support communications.
Accountants and professional advisers: for tax, audit, legal, or compliance purposes.
Insurance providers or claims handlers: where required to assess or resolve a claim.
Subcontractors or operational partners: who assist with moving, packing, storage, or delivery services under contract.
Public authorities: where disclosure is required by law or lawful request.

All processors are required to handle personal data securely, use it only on our instructions, and apply appropriate technical and organisational measures. We make reasonable efforts to ensure any third party processing is governed by a valid data processing agreement where required.

6. International Transfers

If any processor or service provider stores or accesses personal data outside the UK, we will ensure suitable safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We aim to keep data within the UK or equivalent protected environments wherever possible.

7. Data Security

We take appropriate security measures to protect personal data from unauthorised access, alteration, disclosure, or loss. These measures may include access controls, encryption where appropriate, secure storage, staff confidentiality obligations, and regular review of our procedures. While no system can be guaranteed completely secure, we work to reduce risk and respond promptly to incidents.

8. Your Rights

As a data subject, you have the following rights under data protection law, subject to certain conditions and exemptions:

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 information.
Right to erasure: to request deletion of your personal data in certain circumstances.
Right to restrict processing: to ask us to limit how we use your data in specific situations.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to request transfer of certain data in a machine-readable format where applicable.
Right to withdraw consent: where processing is based on consent, you can withdraw it at any time.

You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been breached. Before doing so, we encourage you to raise any concerns with us so we can try to resolve the matter.

9. Cookies and Similar Technologies

Where our digital services use cookies or similar technologies, these may be used to support functionality, measure performance, and improve user experience. Non-essential cookies should only be used where permitted. You may be able to control cookie preferences through your browser settings or on-device tools.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or operational practices. Any updated version will apply from the date it is made available. We encourage you to review this policy periodically to stay informed about how your data is handled.

11. Summary of Our Commitment

Movers Brompton respects your privacy and processes personal data fairly, lawfully, and transparently. We collect only the information needed to provide our services, rely on appropriate lawful bases, retain data for no longer than necessary, and share it only with trusted processors or where required by law. We also uphold your rights and take data security seriously.

By using our services, you acknowledge that this Privacy Policy applies to the personal data we process in connection with Movers Brompton customers in the area. We are committed to handling your information with care, professionalism, and respect.