Privacy Policy – Removal Van Roehampton

This Privacy Policy explains how Removal Van Roehampton collects, uses, stores, shares, and protects personal data in connection with our removal services. It applies to all Removal Van Roehampton customers in the area, including individuals, families, landlords, tenants, and businesses that use our moving and transport services. We are committed to handling personal data fairly, transparently, and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Removal Van Roehampton provides removal van services, including packing support, loading, transport, unloading, and related moving assistance. In the course of delivering these services, we may process personal data about customers, prospective customers, and certain third parties connected to a booking or move.

This policy sets out what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and the rights available to you as a data subject.

2. Personal Data We Collect

We collect only the data needed to provide and manage our services, respond to requests, and meet legal obligations. The types of personal data we may collect include:

Identity data: name, title, and business or household name where applicable.
Contact data: address, email address, phone number, and moving location details.
Service data: booking information, move date, property access details, inventory notes, and service preferences.
Payment data: payment confirmation, billing information, and transaction records. We do not store more payment details than necessary for processing and record-keeping.
Communication data: enquiries, complaints, feedback, and correspondence related to a booking or service.
Technical data: basic device, browser, or usage information if you interact with us through digital systems used for administration or scheduling.
Special category data: we do not normally collect special category data. If such information is shared with us incidentally, for example regarding access needs or health-related moving considerations, we will only process it where lawful and necessary.

We generally collect data directly from you when you request a quote, make a booking, provide move instructions, or communicate with us. In some cases, data may be supplied by an authorised representative, letting agent, landlord, business contact, or another person involved in the move.

3. How We Use Your Data

We use personal data for the following purposes:

to provide removal van services and manage bookings;
to confirm details of the move, including dates, addresses, and service requirements;
to communicate with you before, during, and after the service;
to prepare quotations, invoices, and payment records;
to respond to complaints, claims, or service queries;
to maintain internal records and improve service quality;
to comply with legal, tax, accounting, and insurance obligations;
to prevent fraud, misuse, or unlawful activity;
to defend or establish legal claims where necessary.

We only use your personal data for the purposes for which it was collected, unless we reasonably need to use it for a compatible purpose or are required by law to do otherwise.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing personal data. Depending on the context, we rely on the following lawful bases:

Contract: processing is necessary to take steps at your request before entering into a contract and to perform our removal services under that contract.
Legal obligation: processing is necessary to comply with legal and regulatory requirements, including tax, accounting, and record-keeping duties.
Legitimate interests: processing is necessary for our legitimate business interests, such as managing bookings, maintaining service records, improving operations, and protecting our business against fraud or disputes, provided these interests do not override your rights and freedoms.
Consent: in limited situations where it is needed, such as certain optional communications or the handling of specific sensitive information, we will ask for your consent. You may withdraw consent at any time where consent is the basis for processing.

Where we process special category data, we will do so only where an additional condition under data protection law applies, such as explicit consent or necessity for legal claims or substantial public interest, depending on the circumstances.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes described in this policy, including to satisfy legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of data and the nature of the service provided.

As a general approach:

booking and service records are retained for a period that allows us to manage follow-up queries and service issues;
invoice and tax-related records are kept for the period required by law;
complaint, claim, or dispute records are retained for as long as necessary to resolve the matter and protect our legal position;
unneeded data is deleted or securely anonymised when it is no longer required.

When determining retention periods, we consider the volume, nature, and sensitivity of the data; the potential risk of harm from unauthorised use or disclosure; the purposes of processing; and applicable legal requirements. We aim to retain no more data than necessary for no longer than necessary.

6. Processors and Third Parties

We may share personal data with carefully selected third parties who act as processors or independent controllers, where this is necessary to deliver our services, administer our business, or comply with legal duties.

Examples of processors may include:

IT and cloud service providers: for secure data storage, email, scheduling, and business administration;
accounting and bookkeeping providers: for invoicing, financial records, and tax compliance;
payment service providers: to process payments and reduce fraud risk;
customer relationship or booking systems: to manage service requests and appointment information;
professional advisers: such as insurers, legal advisers, or auditors, where needed for business operations or dispute handling.

Where a processor acts on our behalf, they are only permitted to process personal data in accordance with our instructions and must keep it secure. We take reasonable steps to ensure that any third party handling personal data provides appropriate safeguards and complies with data protection requirements.

We may also disclose personal data if required by law, court order, regulator, law enforcement authority, or where disclosure is necessary to protect our rights, customers, staff, or the public.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access restrictions, secure storage, confidentiality controls, and regular review of business systems. While no system can be guaranteed to be completely secure, we are committed to protecting your data and responding promptly to any suspected incident.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limits depending on the circumstances:

Right of access: you may request confirmation of whether we process your personal data and obtain a copy of it.
Right to rectification: you may ask us to correct inaccurate or incomplete data.
Right to erasure: in certain cases, you may ask us to delete your data.
Right to restriction: you may ask us to limit processing in certain situations.
Right to object: you may object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request a portable copy of certain data.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before responding to protect your data.

9. Automated Decision-Making

We do not normally use automated decision-making that produces legal or similarly significant effects. If this changes, we will provide appropriate information about the logic involved, the significance of such processing, and your rights.

10. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it in accordance with applicable data protection law. These safeguards may include adequacy regulations, standard contractual protections, or other lawful transfer mechanisms.

11. 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 revised version will apply from the date it is made available. We encourage you to review this policy periodically so that you remain informed about how we handle your personal data.

12. Our Commitment

Removal Van Roehampton is committed to treating personal data with care, respect, and responsibility. We aim to keep our processing lawful, limited, and proportionate, while maintaining the trust of every customer in the Roehampton area who uses our services. If you provide personal data to us, it will be used only for legitimate service, business, and compliance purposes in line with this policy.