Privacy Policy - Removal Company Kennington

This Privacy Policy explains how Removal Company Kennington collects, uses, stores, shares, and protects personal data when providing removal and moving services. It applies to all Removal Company Kennington customers in the area, including residential and business clients, and it has been prepared to reflect the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are committed to handling personal information in a lawful, fair, and transparent manner. This policy applies whether you contact us directly, request a quotation, book a service, make an enquiry, or otherwise use our services. By engaging with us, you should understand how your information is processed and what rights you have in relation to it.

1. Personal Data We Collect

We may collect and process different categories of personal data depending on the service you request and how you interact with us. The information may include:

Identity information such as your name and title.
Contact details such as your phone number, email address, and service address.
Booking and service information including move dates, property access details, item lists, and special instructions.
Billing and transaction data such as payment records, invoices, and payment status.
Communication records including emails, messages, and notes from phone calls.
Property and logistics information such as floor levels, parking access, and loading requirements.
Technical data if you communicate with us electronically, including basic device or usage information where relevant to service administration.

We may also process limited special category data only where it is necessary and lawful, for example if you voluntarily provide information that reveals health-related needs affecting the moving process. Where this occurs, we will apply additional safeguards and only use such data for the specific purpose for which it was shared.

2. How We Use Your Data

We use personal data for several service-related purposes, including:

providing quotes and confirming bookings;
planning and carrying out removal services;
communicating with you about your move;
processing payments and managing invoices;
handling queries, complaints, or service issues;
maintaining operational records and improving service quality;
meeting legal, tax, accounting, and regulatory obligations;
protecting against fraud, misuse, or unauthorised access.

We will only use your personal data for the purposes explained in this policy or for purposes that are compatible with those originally stated. If we need to use your information for a new and unrelated purpose, we will explain the legal basis and, where required, seek your consent.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis before processing your personal data. Depending on the activity, we rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, arranging your move, and delivering the agreed removal services.

Legal Obligation

We may process data where it is required to comply with legal obligations, including tax, accounting, record-keeping, fraud prevention, and regulatory compliance requirements.

Legitimate Interests

We may process data based on our legitimate interests, provided your rights and freedoms do not override those interests. This may include managing our business efficiently, keeping service records, responding to customer enquiries, improving our services, and protecting our business and customers from misuse or fraud. When relying on legitimate interests, we assess the impact on your privacy and apply appropriate safeguards.

Consent

In limited situations, we may rely on your consent, particularly for optional communications or the processing of sensitive information that you voluntarily provide. Where consent is used, you can withdraw it at any time without affecting the lawfulness of processing before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties when necessary to provide our services, run our business, or meet legal requirements. These third parties may act as data processors or, in some cases, independent controllers.

Our processors may include:

Payment processors that handle secure transactions;
IT and cloud service providers that store or support our business systems;
Accounting and invoicing providers that assist with financial administration;
Customer communication tools used to manage correspondence;
Professional advisers such as accountants or legal advisers;
Subcontractors or operational partners who assist with the delivery of removal services;
Regulators, courts, or law enforcement where disclosure is required by law.

When we use processors, we ensure they are bound by appropriate data processing terms and that they only act on our instructions, use data securely, and do not retain it longer than necessary for the service they provide. We do not sell your personal data.

5. Data Retention

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

For example:

booking and service records are retained for a period needed to manage the contract and handle follow-up issues;
invoice and payment records are retained for statutory accounting and tax purposes;
communication records may be retained for complaint handling, customer service, or legal protection;
information no longer needed is securely deleted or anonymised.

Where data is no longer required, we will take reasonable steps to ensure it is disposed of securely and permanently, or transformed so it can no longer identify you.

6. Data Security

We apply appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include restricted access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices.

Although no system can be guaranteed completely secure, we work to maintain a level of protection that is appropriate to the nature of the information we process. We also encourage staff and service partners to handle customer data with care and discretion.

7. Your Rights Under GDPR

As a data subject, you have several rights regarding your personal data. These rights may apply depending on the legal basis for processing and the circumstances of your request.

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request transfer of your data in a structured, commonly used format where applicable.
Right to withdraw consent – where we rely on consent, you may 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 protection rights have been infringed. We encourage you to raise any concerns with us first so that we can address them promptly and fairly.

8. Children’s Data

Our services are not intended for children, and we do not knowingly collect personal data from children unless it is necessary for a moving service and provided by an adult customer or guardian. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it where required.

9. International Transfers

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

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 data processing practices. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your personal data.

Removal Company Kennington is committed to treating your personal information with respect, care, and transparency. If you use our services in the area, this policy governs how we process your data and explains the standards we apply to keep it protected.