Privacy Policy - Removals Kingston

Removals Kingston 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 when we provide removal, packing, transport, storage, and related services. It applies to all Removals Kingston customers in area, including individuals, households, landlords, tenants, and businesses that use our services.

1. Who We Are

For the purposes of data protection law, Removals Kingston acts as the data controller for the personal information collected in connection with our services, enquiries, and operational activities. This means we decide how and why your personal data is used. We take our responsibilities under the UK GDPR and the Data Protection Act 2018 seriously and process personal data fairly, lawfully, and transparently.

2. Personal Data We Collect

We only collect data that is necessary to deliver our services, manage our business, and comply with legal obligations. Depending on your relationship with us, the information we collect may include:

• Identity details such as your name and title.
• Contact details such as address, email address, and telephone number.
• Service details such as pickup and delivery addresses, moving dates, property access information, inventory lists, and special handling instructions.
• Payment information such as billing details and transaction records.
• Communication records including emails, messages, notes from calls, and customer service correspondence.
• Account and contract information such as quotations, booking details, invoices, and service agreements.
• Technical information if you contact us through electronic systems, such as basic device or usage data needed for security and system performance.

We do not intentionally collect special category data unless it is absolutely necessary and you provide it voluntarily, for example if you disclose access needs, medical considerations, or other sensitive information that affects the safe delivery of our service. Where such data is received, we handle it with additional care and only for the specific purpose for which it was provided.

3. How We Use Your Data

We process personal data to deliver a reliable, safe, and professional removals service. Typical uses include:

• Providing quotations and managing bookings.
• Planning and carrying out removals, packing, storage, and delivery services.
• Communicating with you about service arrangements, changes, delays, or issues.
• Processing payments, issuing invoices, and keeping financial records.
• Managing complaints, claims, and service follow-up.
• Maintaining records for accounting, tax, insurance, and regulatory purposes.
• Improving service quality, training staff, and maintaining operational security.

We use your data only for the purposes described in this Policy unless we reasonably determine that another compatible purpose is permitted by law.

4. Lawful Basis for Processing

We process personal data only where a lawful basis applies. Depending on the situation, we rely on one or more of the following lawful bases:

Contract

Contractual necessity applies when processing is required to provide a quotation, make a booking, deliver a removal service, or fulfil our obligations under an agreement with you.

Legal Obligation

We may process data where necessary to comply with legal obligations, including tax, accounting, insurance, fraud prevention, and record-keeping requirements.

Legitimate Interests

We may process data for our legitimate business interests, such as managing operations, improving services, securing systems, and handling customer enquiries, provided that our interests are not overridden by your rights and freedoms. Where appropriate, we carry out a balancing assessment.

Consent

In limited situations, we may rely on consent, for example where we process optional information not needed for the core service. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal.

Vital Interests

In rare cases, we may process personal data to protect someone’s vital interests, such as in an emergency affecting health or safety during a move.

5. Sharing Your Personal Data

We only share personal data where necessary and with appropriate safeguards. We may disclose your information to the following categories of recipients:

• Employees and contractors who need access to perform their duties.
• Payment service providers and banking partners involved in processing transactions.
• Storage, transport, or logistics partners assisting with service delivery.
• Insurance providers where required for claims, coverage, or incident handling.
• Professional advisers such as accountants, auditors, legal advisers, or consultants.
• Regulators, authorities, or law enforcement where disclosure is required by law or necessary to protect rights and safety.

Any third party that processes data on our behalf must do so under a written agreement and only in accordance with our instructions. We do not sell your personal data.

6. Processors and Third Parties

Where we use external service providers, they act as processors on our behalf. These may include IT hosting providers, payment processors, customer relationship systems, storage management software providers, and communication services. Processors are selected carefully and are required to maintain confidentiality, implement appropriate security measures, and comply with data protection law.

We ensure that any processor only processes personal data for the agreed purpose, does not use it for its own unrelated purposes, and returns or deletes it when the service ends where applicable.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, contractual, and insurance requirements. The exact retention period depends on the type of data and the reason for processing.

• Quotation and booking records are kept for a period necessary to manage the service relationship and resolve any disputes.
• Invoice and payment records are retained for legal and tax compliance periods.
• Customer communication records may be kept for an appropriate period to support service quality and claims handling.
• Incident or complaint records are retained as long as needed to investigate, defend, or resolve the matter.

When data is no longer required, we securely delete, anonymise, or archive it in line with our retention practices.

8. International Transfers

If personal data is transferred outside the UK or the EEA, we will ensure that appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations, standard contractual clauses, or other legally permitted mechanisms. We only make such transfers where necessary for business operations and in compliance with applicable law.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, loss, or destruction. These measures may include restricted access, secure systems, staff training, password protection, and careful handling of physical documents. Although no system can be guaranteed completely secure, we take reasonable and proportionate steps to safeguard the information we hold.

10. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

• 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 data.
• Right to erasure – to request deletion of data in certain circumstances.
• Right to restriction – to request limited use of your data in certain situations.
• Right to object – to object to processing based on legitimate interests or direct marketing.
• Right to data portability – to request transfer of certain data in a structured, commonly used format.
• Right to withdraw consent – where processing is based on consent.

These rights are not absolute, and may be limited where legal exemptions apply. We will respond to requests within the time limits required by law and may need to verify your identity before acting on a request.

11. Children’s Data

Our services are generally not directed at children. We do not knowingly collect personal data from children unless it is necessary in connection with a household move and provided by an adult responsible for the arrangement. If we become aware that we have collected data from a child without appropriate authority, we will take steps to address it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or technical changes. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review the Policy periodically so they remain informed about how their data is handled.

13. Summary of Our Commitment

Removals Kingston respects your privacy and is committed to processing personal data lawfully, fairly, and transparently. We collect only what is needed, use it for clear and legitimate purposes, share it only where necessary, retain it for appropriate periods, and support your rights under data protection law. This Policy applies to all Removals Kingston customers in area and forms part of our ongoing commitment to responsible data handling.