Privacy Policy - Belsizepark Removals

This Privacy Policy explains how Belsizepark Removals collects, uses, stores, shares, and protects personal data when providing removal and related services. It applies to all Belsizepark Removals customers in the area, including private individuals, households, landlords, tenants, and business customers who use our services.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws. We aim to process personal data lawfully, fairly, and transparently, and to keep it secure.

1. Data We Collect

We collect only the data needed to provide and manage our services effectively. The personal data we may collect includes:

Identity information such as your name and title.
Contact details such as telephone number, email address, and postal address.
Service information such as moving dates, origin and destination addresses, property access details, inventory information, and special handling requirements.
Payment information such as billing details and transaction records.
Communication records including emails, messages, notes from calls, and complaint or feedback details.
Technical data if you visit our digital services, such as IP address, browser type, and device information, where applicable.
Site and access information such as parking arrangements, floor levels, lift availability, and other logistical details relevant to a move.

We do not intentionally collect special category data unless it is strictly necessary and you provide it voluntarily, for example if you tell us about a condition that affects access, timing, or moving arrangements. Where such data is provided, we only use it for the limited purpose for which it was shared and in line with applicable legal requirements.

2. How We Use Personal Data

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

Providing quotations and arranging surveys or assessments.
Planning and carrying out removals, packing, storage, and related services.
Managing customer accounts, bookings, invoices, and payments.
Communicating with you about service updates, changes, or issues.
Handling complaints, claims, and customer support requests.
Meeting legal, tax, insurance, and regulatory obligations.
Protecting our business, staff, customers, and property from fraud, misuse, or security incidents.

We only use your data for purposes that are compatible with the reason it was collected, unless we have a lawful basis to do otherwise.

3. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under GDPR. Depending on the context, we rely on the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, making bookings, arranging removals, issuing invoices, and providing the services you request.

Legal Obligation

We may process personal data where required to comply with legal obligations, such as tax recordkeeping, accounting duties, insurance requirements, dispute handling, or lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include improving our services, managing operations, preventing fraud, ensuring security, and responding to customer enquiries. When we rely on legitimate interests, we consider the nature of the data, the impact on you, and appropriate safeguards.

Consent

In limited cases, we may rely on your consent, such as where you voluntarily provide information that is not strictly necessary for the service or where consent is required by law. If we rely on consent, you can withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties only when necessary for service delivery, legal compliance, or business operations. These parties act either as processors or independent controllers depending on the nature of the service.

Processors may include:

IT and cloud service providers that store or support our systems and communications.
Payment service providers that process card or electronic payments.
Accounting and bookkeeping providers that assist with financial administration.
Survey, storage, or logistics partners involved in delivering removal-related services.
Insurance and claims handlers where required to manage claims or risks.
Professional advisers such as lawyers, auditors, or consultants.

We require processors to protect personal data, to use it only on our instructions, and to apply appropriate technical and organisational security measures. We do not sell your personal data.

We may also disclose data if required by law, to protect our rights, to prevent fraud, or to respond to valid legal requests.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, contractual, insurance, or reporting obligations. Retention periods depend on the type of data and the purpose of processing.

Customer and service records are generally retained for the duration of the relationship and for a reasonable period afterwards.
Financial and tax records are typically kept for the period required by law.
Complaint and claims records may be kept longer where needed to defend or establish legal claims.
Technical or operational records are kept only for as long as needed for security, troubleshooting, or service management.

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

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our procedures.

While no system can be guaranteed completely secure, we take data protection seriously and work to reduce risks to personal data wherever reasonably possible.

7. Your Rights

Under data protection law, you have certain rights regarding your personal data. Subject to legal conditions and exceptions, these rights may include:

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

You also have the right to lodge a complaint with the UK Information Commissioner's Office if you are unhappy with how your personal data has been handled. We encourage you to raise concerns with us first so we can try to resolve them promptly.

8. Children???s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a household move and provided by an adult customer. Where children???s data is inadvertently collected, we will handle it carefully and in accordance with applicable law.

9. International Transfers

If any personal data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it, such as adequacy regulations, standard contractual clauses, or other approved transfer mechanisms. Any transfer will be carried out only where legally permitted and necessary for service delivery or business operations.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, our services, or our data handling practices. The updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we process personal data.

11. Summary of Our Commitment

Belsizepark Removals is committed to processing personal data responsibly, securely, and transparently. We collect only what we need, use it for legitimate and lawful purposes, retain it for appropriate periods, and respect your rights under data protection law.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy.