Privacy Policy - Movers Putney

Effective date: This Privacy Policy applies to all Movers Putney customers in the area and explains how we collect, use, store, share, and protect personal data in line with the UK GDPR and the Data Protection Act 2018.

1. Introduction

We are committed to handling personal information fairly, lawfully, and transparently. This Privacy Policy applies to all individuals who use or enquire about our moving, packing, storage, and related services in the Putney area. It describes what personal data we collect, why we collect it, the lawful basis we rely on, how long we keep it, who we may share it with, and what rights you have over your information.

For the purposes of data protection law, Movers Putney acts as a data controller when we decide how and why your personal data is used.

2. Personal data we collect

We only collect personal data that is relevant and necessary for providing our services, managing our business, and meeting legal obligations. The information we collect may include:

Identity details: name, title, and, where needed, proof of identity
Contact details: address, email address, and telephone number
Service information: moving dates, property details, inventory notes, access requirements, and special instructions
Payment information: billing details, payment confirmation, and transaction records
Communication records: emails, messages, call notes, and service-related correspondence
Account and booking data: quotations, agreements, invoices, and scheduling details
Technical data: limited device, browser, and usage information if you interact with us online

We do not intentionally collect special category data, such as information about health, religion, or political views, unless you voluntarily provide it and it is necessary for a specific service request. If this occurs, we will handle it with additional care and only where permitted by law.

3. How we use your data

We use personal data to deliver our services effectively and to manage our relationship with you. This includes:

providing quotes and confirming bookings
planning and carrying out removals and related services
communicating about schedules, access, and service requirements
issuing invoices, processing payments, and recording transactions
handling complaints, queries, and service support
maintaining internal records and improving our operations
meeting legal, tax, accounting, and insurance obligations
preventing fraud and protecting our business and customers

We only use your data for purposes that are compatible with the reason it was collected or where we have a valid lawful basis to do so.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis for each use of personal data. The bases we rely on are:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing a quotation at your request, arranging your move, managing bookings, and processing payments.

Legal obligation

We process certain data to comply with laws and regulations, including tax, accounting, record-keeping, consumer protection, and insurance requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where your rights do not override those interests. Examples include service administration, business improvement, fraud prevention, and internal reporting. We always consider whether the processing is necessary and proportionate.

Consent

In limited cases, we may rely on your consent, for example for optional marketing communications or for the handling of certain sensitive information that you choose to provide. Where we rely on consent, you may withdraw it at any time.

5. Data sharing and processors

We may share personal data with trusted third parties who help us operate our business. These organisations act as processors or, in some cases, independent controllers. We only share the minimum information needed and require appropriate safeguards.

Processors may include:

IT and cloud service providers who store data securely and support our systems
Payment processors who handle card or electronic payments
Accounting and bookkeeping providers who assist with financial records
Customer management and communication tools used for booking and service updates
Insurance providers and claims handlers where a claim or incident must be managed
Subcontractors or operational partners who help deliver moving services under our instructions

We may also disclose personal data if required by law, to respond to lawful requests from public authorities, or to protect our legal rights, property, customers, or staff.

We do not sell your personal data.

6. International transfers

Where any processor or service provider stores or accesses data outside the United Kingdom, we will only allow that transfer if appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal protections. We take steps to ensure that your information remains protected to a standard consistent with UK GDPR.

7. Data retention

We keep personal data only for as long as necessary for the purposes described in this policy, including satisfying legal, accounting, and operational requirements. Retention periods vary depending on the type of information and the reason we hold it.

Quotation and enquiry data: kept for a limited period after the enquiry unless you become a customer
Customer service and booking records: kept for the duration of the service relationship and thereafter as needed for business administration
Financial and tax records: retained for the period required by law
Complaints, claims, and dispute records: retained for as long as necessary to resolve the matter and defend legal claims
Marketing preferences: retained until you opt out or withdraw consent

When data is no longer needed, we will securely delete it, anonymise it, or otherwise dispose of it safely.

8. Security of your information

We use appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, alteration, or destruction. These measures may include access controls, secure storage, staff training, and restricted sharing. While no system is completely risk-free, we work to keep your information safe and to respond promptly to any suspected data incident.

9. Your rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to conditions and exceptions, but we will always explain any refusal clearly.

Right of access: you can request a copy of the personal data we hold about you
Right to rectification: you can ask us to correct inaccurate or incomplete data
Right to erasure: in certain circumstances, you can ask us to delete your data
Right to restriction: you can request that we limit how we use your data in some situations
Right to object: you can object to processing based on legitimate interests or direct marketing
Right to data portability: you can request certain data in a structured, commonly used format
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time

If you wish to exercise your rights, we may need to verify your identity before responding. We aim to deal with requests within the time limits required by law.

10. Children’s data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children unless it is necessary in connection with a move and provided by an adult customer. If we become aware that we have collected data from a child without appropriate authorisation, we will take steps to delete it where required.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The latest version will always set out how we process personal information. We encourage customers in the Putney area to review this policy periodically so they remain informed.

12. Summary of your privacy choices

Movers Putney is committed to lawful, fair, and transparent processing. We collect only the data we need, use it for clear business and legal purposes, share it only with trusted processors or where required by law, and keep it only for as long as necessary. You remain in control of your personal data through the rights described above.

This Privacy Policy applies to all Movers Putney customers in the area.