Privacy Policy - Removals Westminster

This Privacy Policy explains how Removals Westminster collects, uses, stores, shares, and protects personal data. It applies to all Removals Westminster customers in the area, including individuals and businesses who use our removal, packing, transportation, storage coordination, and related services. We are committed to handling personal information 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 anyone who requests, books, receives, or enquires about our services in Westminster and the surrounding area. It also applies to individuals whose data we may process when arranging a removal, such as property owners, tenants, family members, building managers, and appointed representatives.

By using our services, communicating with us, or providing personal data to us, you acknowledge that we may process your information as described in this policy.

2. Information we collect

We only collect personal data that is necessary for the operation and delivery of our services. The categories of information we may collect include:

Identity details such as your name, title, and business name where applicable.
Contact details such as address, email address, and telephone number.
Service details including your removal date, collection and delivery addresses, access information, inventory notes, and property instructions.
Billing and payment information such as invoice details, payment status, and limited transaction records.
Communication records including enquiries, quotations, service updates, complaints, and correspondence.
Usage and technical data where relevant, for example basic logs generated when you communicate electronically with us.
Special instructions you provide to support a move, such as access requirements, fragile item notes, or timing constraints.

We do not intentionally collect special category data unless it is necessary and you provide it to us directly, for example where information is included in access instructions or service-related communications. Where such data is processed, we will do so only with an appropriate lawful basis and safeguards.

3. How we use your data

We use personal data for the following purposes:

To provide quotations and assess your service requirements.
To arrange, manage, and complete removals and associated services.
To communicate with you about bookings, schedules, access, and service changes.
To prepare invoices, process payments, and keep financial records.
To respond to enquiries, complaints, and requests for support.
To maintain internal records and improve our services.
To comply with legal, tax, accounting, and regulatory obligations.
To establish, exercise, or defend legal claims where required.

We will only use your personal data for legitimate and lawful business purposes. We do not sell your personal information.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the circumstances, we may rely on the following lawful bases:

Performance of a contract

We process personal data where it is necessary to provide a quote, accept a booking, carry out a removal, arrange access, issue invoices, or otherwise perform our agreement with you.

Legitimate interests

We may process data for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing enquiries, improving operational efficiency, preventing fraud, protecting property, and maintaining service records.

Legal obligation

Some information must be retained or processed to meet legal, tax, insurance, or accounting obligations. This may include invoice records, payment data, and documentation required by law.

Consent

Where we rely on consent, we will make this clear at the time we collect the data. You may withdraw your consent at any time, although this will not affect processing already carried out lawfully before withdrawal.

5. Sharing your information and processors

We may share personal data with trusted third parties only when necessary and only for the purposes set out in this policy. These third parties act as data processors or independent controllers depending on the service they provide.

Examples of processors and recipients may include:

IT and cloud service providers that host or support our systems, data storage, and communications tools.
Accounting and invoicing providers that help manage financial records and transactions.
Payment service providers that process payments securely on our behalf.
Administrative support providers that assist with booking management, document handling, or customer service.
Professional advisers such as lawyers, insurers, auditors, or tax advisers where necessary.
Public authorities or law enforcement bodies where disclosure is required by law or necessary to protect legal rights.

Where we engage a processor, we ensure appropriate contracts are in place requiring the processor to act only on our instructions, keep data secure, and comply with data protection law. We do not allow processors to use your data for their own unrelated purposes.

6. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law. Retention periods may vary depending on the type of data and the purpose for which it is held.

As a general approach:

Customer and booking records are kept for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records are kept for the period required by applicable accounting and tax laws.
Communication records are retained for operational, evidential, and dispute-resolution purposes as needed.
Data no longer needed is securely deleted, anonymised, or otherwise disposed of in a safe manner.

We apply a storage minimisation approach and review records periodically to ensure data is not retained for longer than necessary.

7. Your rights under data protection law

Depending on the circumstances and the legal basis for processing, you may have the following rights:

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 data in certain circumstances.
Right to restriction - to ask us to limit how we use your data in certain situations.
Right to data portability - to receive certain data in a structured, commonly used format where applicable.
Right to object - to object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent - where processing is based on consent.

You also have the right to raise concerns with the relevant supervisory authority if you believe your data protection rights have been infringed. We encourage you to contact us first so we can address the matter promptly.

8. Security of your information

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure systems, staff awareness, and careful selection of service providers.

Although we work hard to protect your data, no system can be guaranteed to be completely secure. You should also take care when sharing personal information with us and notify us promptly if you believe data has been compromised.

9. International transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place and that the transfer is carried out in accordance with data protection law. This may include approved contractual protections or transfers to countries that provide an adequate level of protection.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply from the date it is made available. We recommend reviewing this policy periodically to stay informed.

11. Summary of our commitment

Removals Westminster is committed to processing personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear and legitimate purposes, and keep it only as long as necessary. We also work with trusted processors under strict controls and respect your rights as a data subject.

This policy is intended to provide a clear explanation of how we handle data for customers in Westminster and the surrounding area. If you use our services, your personal information will be handled with care, confidentiality, and respect for your privacy.