Kentish Town Removals Privacy Policy

This Privacy Policy explains how Kentish Town Removals collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all individuals and businesses using, or enquiring about, our removal and related services in Kentish Town and the surrounding area.

Who we are and scope of this policy

Kentish Town Removals provides domestic and commercial removal, packing, storage and related services. For the purposes of UK data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018, we are the data controller for the personal data we collect and use about you in connection with these services.

This Privacy Policy applies to all customers, prospective customers, and their representatives whose personal data we process as part of offering or delivering our services in the Kentish Town area.

Personal data we collect

We may collect and process the following categories of personal data about you:

Identification and contact details, such as your full name, postal address, job title where relevant, and any contact details you choose to share with us, such as email address and other communication details.

Service and booking information, including details of your property locations, access information you provide, inventory or item descriptions for removal, preferred dates and times, and any specific instructions for your move or related services.

Communication records, such as enquiries, quotations, correspondence about your booking, feedback, complaints, or other interactions with our team.

Payment and billing information, including amounts charged, payment method details to the extent necessary to process transactions, and records of invoices, receipts and refunds.

Operational and logistics data, for example delivery addresses, collection addresses, and notes taken by our staff to plan and carry out your move safely and efficiently.

Technical information where applicable, such as basic device or usage data generated when you visit our online content, to the extent necessary for security, analytics or service improvement, and only where permitted by applicable law.

How we collect your personal data

We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, or otherwise communicate with us. This may be by phone, in person, or via online contact forms.

We may also obtain personal data from third parties where it is necessary and lawful to do so, such as from landlords, estate agents, or business partners involved in coordinating your move, and from payment service providers that help us process your transactions.

Lawful bases for processing your data

We rely on one or more of the following lawful bases under the UK GDPR when processing your personal data:

Contract: We process personal data where it is necessary to enter into, or perform, a contract with you, such as to provide a quotation, confirm a booking, carry out your removal, manage payments, and provide customer service.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests, and where these interests are not overridden by your rights and freedoms. This includes managing and improving our services, handling enquiries and complaints, protecting our business from fraud or misuse, and maintaining accurate business records.

Legal obligations: We process certain data to comply with legal and regulatory requirements, such as accounting, taxation and record-keeping obligations, and to assist law enforcement where we are legally required to do so.

Consent: In some situations, we may rely on your consent, for example for certain types of marketing where consent is required. Where we rely on consent, you have the right to withdraw it at any time without affecting the lawfulness of processing based on consent before its withdrawal.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide quotations, estimates and proposals for removal and related services you request.

To plan, schedule and deliver our services, including coordinating staff, vehicles, and equipment for your move.

To manage our relationship with you, including communications about your booking, service updates, follow up messages and customer support.

To process payments, issue invoices and receipts, recover debts where necessary, and manage any refunds or disputes.

To maintain accurate business and financial records and comply with legal and regulatory requirements.

To monitor, analyse and improve our services, including staff training and internal quality control.

To protect the security and integrity of our operations and to help prevent fraud, misuse or other unlawful activity.

Data processors and sharing your information

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors only act on our instructions and are contractually required to protect your data and use it solely for the purposes we specify.

Categories of processors and recipients may include:

IT and cloud service providers who host or support our systems, data storage and communications tools.

Payment processing providers that enable us to securely process your payments and manage transactions.

Professional advisers, such as accountants and legal advisers, where necessary for business, legal or compliance purposes.

Operational partners such as subcontracted drivers, porters or storage providers, strictly to the extent needed to deliver the services you have requested.

We may also share personal data with law enforcement bodies, courts, regulators or other public authorities where we are required or permitted to do so by law.

We do not sell your personal data to third parties.

International transfers

Our primary data storage and processing activities take place within the United Kingdom or the European Economic Area. If, in the course of using certain service providers, your personal data is transferred to a country outside the UK or EEA that does not provide the same level of data protection, we will ensure that appropriate safeguards are in place. These may include the use of standard contractual clauses or other legally recognised mechanisms to protect your information.

Data retention and storage

We keep your personal data only for as long as is reasonably necessary for the purposes described in this Privacy Policy, including to meet any legal, regulatory, tax, accounting or reporting requirements.

In general, we retain customer records and associated personal data for a period that reflects the limitation periods for potential legal claims and our regulatory obligations. After the applicable retention period expires, we will either securely delete or anonymise your personal data so that it can no longer be linked to you.

The specific retention period may vary depending on the type of data and the purpose for which it was collected, but we review our retention practices periodically to ensure they remain appropriate.

How we protect your personal data

We implement appropriate technical and organisational measures designed to protect your personal data against unauthorised access, alteration, disclosure or destruction. These measures include restricting access to personal data to staff and processors who need it to perform their duties, using secure systems and storage arrangements, and maintaining internal policies and training on data protection and information security.

While we take reasonable steps to protect your information, no system can be completely secure. We continually review and update our security measures to respond to new risks and standards.

Your data protection rights

Under data protection law, you have a number of rights in relation to the personal data we hold about you. These rights apply subject to certain conditions and legal exceptions. They include the right to:

Access your personal data and obtain a copy of the information we hold about you, together with certain details about how we use it.

Request correction of inaccurate or incomplete personal data.

Request erasure of your personal data in certain circumstances, for example where the data is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.

Request restriction of processing of your personal data in certain situations, such as while we verify its accuracy or assess an objection you have raised.

Object to processing based on our legitimate interests, including profiling, where your particular situation justifies such objection.

Request the transfer of your personal data to you or another organisation in a structured, commonly used and machine readable format, where the processing is based on consent or contract and carried out by automated means.

Withdraw consent at any time where we rely on consent to process your data. This will not affect the lawfulness of processing carried out before you withdraw consent.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your personal data has been processed in a way that does not comply with data protection law.

Children's data

Our services are not primarily directed at children. We do not knowingly collect personal data relating to children except where it is provided incidentally as part of arranging services for a household. If you believe that a child has provided personal data to us directly, you should contact us so that we can address the matter in line with applicable law.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or changes in law. When we make significant changes, we will take appropriate steps to bring them to your attention. The most current version of this Privacy Policy will always apply to the personal data we hold about you.

Contact and further information

If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the contact channels provided on our official Kentish Town Removals customer communication materials. We will respond to your queries and requests in accordance with applicable data protection law.