Privacy Policy - Kentishtown Removals

Kentishtown Removals is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Kentishtown Removals customers in area, including individuals who request quotes, book services, receive removals support, or otherwise engage with us.

We aim to be transparent about our data practices and to ensure that all personal information is handled lawfully, fairly, and securely. By using our services, you acknowledge that your personal data may be processed as described in this policy.

1. Information We Collect

We collect only the information necessary to provide our removal services, manage our business, and meet legal obligations. The types of information we may collect include:

Identity information such as your name, title, and any relevant household or business contact details.
Contact details including address, email address, and telephone number.
Booking and service details such as move dates, property access information, inventory notes, delivery instructions, and service preferences.
Payment and billing information where needed to process transactions, invoices, deposits, or refunds.
Communication records including correspondence by email, phone, text, or written notes relating to your enquiry or booking.
Technical information if you interact with our systems, such as device identifiers, IP address, and basic usage data.
Special category data only where strictly necessary and usually only if you voluntarily provide it, for example if access needs, mobility requirements, or other sensitive circumstances affect the move.

We do not intentionally collect more personal data than is needed. If you choose to share additional information with us, we will only use it where appropriate and lawful.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To manage bookings and deliver removal services.
To communicate with you about your move, scheduling, and service arrangements.
To process payments, issue invoices, and maintain financial records.
To assess and improve service quality, customer experience, and operational efficiency.
To comply with legal, tax, accounting, and insurance obligations.
To protect our business, staff, clients, and property from fraud, misuse, or legal claims.

We will only use your personal data for purposes that are compatible with the reason it was collected, unless we have a valid lawful basis to use it for another purpose.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Kentishtown Removals relies on one or more of the following lawful bases:

Contract

We process your information where it is necessary to enter into or perform a contract with you. This includes providing quotes you request, arranging your removal, completing the move, and managing payments.

Legal obligation

We may process personal data to meet legal requirements, including tax, accounting, record-keeping, insurance, and regulatory obligations.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights. Examples include managing customer enquiries, preventing fraud, improving services, and keeping internal records.

Consent

Where required, we will rely on your consent, for example if we need to process optional sensitive information that is not necessary for the service. You may withdraw consent at any time, although this will not affect any processing already carried out lawfully before withdrawal.

Where we process special category data, we will do so only where permitted by law and only when necessary for a specific purpose related to your move or safety.

4. Data Sharing and Processors

We may share personal data with trusted third parties where this is necessary to provide our services, support our operations, or meet legal obligations. Such third parties act as processors or independent controllers depending on the service they provide.

Processors may include:

Payment service providers who handle card or electronic transactions.
Accounting and bookkeeping providers who support financial administration.
IT, cloud storage, and software providers used for scheduling, record management, and secure data storage.
Communication service providers that support messaging or email delivery.
Insurance providers, surveyors, or claims handlers where relevant to a service issue or claim.
Subcontracted service providers assisting with specific operational tasks under our instruction.

All processors are expected to handle data securely and only in accordance with our instructions, appropriate contracts, and applicable data protection law. We do not sell personal data.

We may also disclose data where required by law, court order, law enforcement request, or to protect the rights, safety, and property of Kentishtown Removals, our customers, or others.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, insurance, and reporting obligations.

Retention periods may vary depending on the nature of the data and the service provided. In general:

Quotation and enquiry records may be kept for a reasonable period to manage follow-up or service history.
Booking, invoice, and payment records may be retained for legal and financial compliance purposes.
Service correspondence may be retained where needed to resolve disputes, verify instructions, or improve service quality.
Information no longer required will be securely deleted, anonymised, or archived in accordance with our retention practices.

We apply a minimum necessary retention approach, meaning data is not kept indefinitely without a clear reason.

6. Security of Your Information

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to data based on need.

Although no system can be guaranteed completely secure, we work to maintain a high standard of protection and to reduce risk wherever possible.

7. Your Rights

Under data protection law, you have a number of rights regarding your personal data. Subject to certain exceptions, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete information.
Erase your data in certain circumstances.
Restrict the processing of your data in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability for information you provided to us in a structured, commonly used format where applicable.
Withdraw consent where processing is based on consent.

You also have the right to be informed about how your data is used and to complain to the relevant supervisory authority if you believe your rights have been breached.

We will respond to valid rights requests within the timescales required by law and may ask for information to verify your identity before acting on a request.

8. Children’s Data

Our services are directed to adults and businesses arranging removals. We do not knowingly collect personal data from children unless it is incidental to a household move and necessary for the service. Where children’s data is provided, it will be handled with particular care and only to the extent required.

9. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place so that it remains protected to a standard consistent with UK data protection law. Any such transfers will only occur where necessary and lawful.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed.

11. Contact and Complaints

If you have questions about this Privacy Policy, wish to exercise your rights, or have concerns about how your data is handled, you may raise the matter with us through the appropriate business channel. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you are unhappy with our handling of your personal data.

By using Kentishtown Removals services, you acknowledge that you have read and understood this Privacy Policy.