Removals Swiss Cottage Privacy Policy
This Privacy Policy explains how Removals Swiss Cottage collects, uses, stores and protects personal data for all customers and prospective customers in our service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, requesting a quotation or otherwise providing your personal data, you acknowledge that you have read and understood this Privacy Policy.
Who this policy applies to
This Privacy Policy applies to all individuals who use, request or enquire about the removals and related services provided by Removals Swiss Cottage within our operating area. It covers personal data collected from private individuals, household customers, and individuals acting on behalf of a business customer.
Personal data we collect
We collect and process different categories of personal data depending on how you interact with us. This may include:
Identification and contact details, such as your name, postal address, property addresses for collection and delivery, and other contact details you choose to provide.
Service related information, such as details of the property to be moved, inventory lists you provide, access information, parking details, requested dates and times, and any special instructions relating to your move.
Communication records, including the content of your enquiries and our correspondence with you, such as notes of telephone conversations and copies of messages you send through contact forms.
Billing and payment information, such as billing address, payment status and amounts paid. We do not store full card details; where card payments are used, they are processed by secure third-party payment providers.
Technical and usage information, which may include basic online identifiers and information about how you access and use our website, such as the pages visited and time spent, where this is collected through the use of cookies or similar technologies.
How we collect your data
We collect personal data directly from you when you contact us to request a quotation, make a booking, ask a question, or otherwise communicate with us. This may be by telephone, through our website contact form, or in person.
We may also receive personal data from third parties where this is necessary to provide our services, for example where a letting agent, landlord, estate agent, or corporate client provides your contact or property details to arrange a removal service on your behalf. In such cases, we will treat your personal data in accordance with this Privacy Policy.
Lawful basis for processing
We process personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:
Contract: We process your personal data to take steps at your request before entering into a contract, and to perform the contract for removals and related services. This includes providing quotations, confirming bookings, carrying out the move, issuing invoices and managing payments.
Legal obligation: We may process certain data to comply with our legal and regulatory obligations, such as maintaining appropriate business records and accounts, and cooperating with lawful requests from public authorities.
Legitimate interests: We may process your personal data where this is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing and improving our services, responding to queries and complaints, training staff, and maintaining security and fraud prevention.
Consent: In some limited cases, we may rely on your consent, for example for optional marketing communications where required by law. Where we rely on consent, you have the right to withdraw it at any time.
How we use your personal data
We use your personal data for the following purposes:
To provide quotations for removals and related services, including assessing your requirements and communicating estimated costs.
To manage bookings and deliver removals services, including planning logistics, scheduling staff and vehicles, and carrying out the move.
To communicate with you about your enquiry or booking, including sending confirmations, updates, and responding to questions.
To issue invoices, process payments and manage any refunds or disputes.
To manage our relationship with you, including handling feedback, complaints, and any follow-up services.
To operate, evaluate and improve our business, including internal administration, record-keeping, analytics and training.
To comply with applicable laws, regulations and guidance, and to establish, exercise or defend legal claims.
Data retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting or reporting requirements.
In general, we retain records relating to the provision of our services, including booking and invoicing information, for a period that reflects applicable limitation periods for legal claims and statutory record-keeping requirements. After this period, data is securely deleted or anonymised.
Where we process personal data on the basis of your consent for optional activities such as direct marketing, we will keep that data until you withdraw your consent or until it is no longer required for that purpose, whichever occurs first.
Data processors and third parties
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors help us provide and manage our services and are only permitted to process personal data in accordance with our instructions and applicable law.
Categories of processors may include:
Information technology and hosting service providers, who host and maintain our website and business systems.
Payment service providers, who process payments securely on our behalf.
Administrative and professional service providers, such as accountants or providers of business management tools.
Where required by law or to protect our legal rights, we may also share personal data with public authorities, regulators, law enforcement agencies or legal advisers. In such cases, we will share only the personal data that is strictly necessary.
We do not sell your personal data to third parties.
International transfers
Where we use data processors or service providers located outside the United Kingdom or the European Economic Area, we take appropriate steps to ensure that your personal data is protected in accordance with applicable data protection law. This may include using standard contractual clauses or other recognised safeguards.
Security of your personal data
We take appropriate technical and organisational measures to safeguard personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. Measures may include access controls, secure storage, staff training and regular review of our security procedures. While we strive to protect your personal data, no system can be completely secure and we cannot guarantee absolute security.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exemptions. Your rights include:
Right of access: You have the right to obtain confirmation as to whether we process your personal data and, if so, to receive a copy of that data and certain related information.
Right to rectification: You have the right to request correction of inaccurate personal data and, where incomplete, to have it completed.
Right to erasure: In certain circumstances, you have the right to request that we delete your personal data.
Right to restriction: You may request that we restrict the processing of your personal data in specific situations, for example while we verify its accuracy.
Right to data portability: Where processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to transmit it to another controller.
Right to object: You have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. You also have an absolute right to object to direct marketing.
Right to withdraw consent: Where we rely on your consent for specific processing, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.
If you wish to exercise any of these rights, please contact us using the contact details provided on our website or in your service documentation.
Complaints
If you are concerned about how we handle your personal data, you can contact us in the first instance so we can seek to resolve your concerns. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. Any updated version will be made available through our usual communication channels and will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
