Privacy Policy
Kingston Upon Thames Movers Privacy Policy
This Privacy Policy explains how Kingston Upon Thames Movers collects, uses, stores and protects personal data relating to customers and prospective customers in the Kingston upon Thames area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all services provided by Kingston Upon Thames Movers and to all individuals whose personal data we process in connection with our moving and related services.
Scope and Data Controller
Kingston Upon Thames Movers is the controller of the personal data described in this Privacy Policy. This means that we determine how and why your personal data is processed. This Privacy Policy applies to all Kingston Upon Thames Movers customers and prospective customers located in or receiving services in the Kingston upon Thames area.
Types of Personal Data We Collect
We collect and process different categories of personal data, depending on how you interact with us and which services you use. This may include:
Identification and contact details such as your name, address, service addresses, and general contact details you provide to us during enquiries and bookings.
Service and booking information such as move dates, origin and destination details, property access information relevant to the service, inventory or item descriptions when necessary for quotations, and any instructions you provide regarding the move.
Communication records such as information contained in enquiries, feedback, complaints and any other communications you send to us, including notes of calls or in-person discussions relevant to service provision.
Payment and transaction details such as information required to process payments and records of payments made, though we do not store full payment card details when processed through secure payment providers.
Technical and usage information such as basic device or browser information and interaction data when you visit our online channels, to the extent that this is necessary for security, analytics or service improvement.
How We Collect Your Personal Data
We collect personal data in a variety of ways, including:
Directly from you when you request a quotation, make a booking, contact us for information, or provide details during the course of a move or related service.
Through our online channels when you submit forms, provide information for quotations, or interact with our website for service-related purposes.
From third parties in limited cases, such as referral partners or comparison services, where you have provided your information to them for the purpose of receiving moving services. In such cases, we receive only the details necessary to provide our services.
Lawful Bases for Processing
We process your personal data only where we have a valid lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:
Contract: To take steps at your request before entering into a contract and to perform our contract with you, for example to provide quotations, manage bookings, carry out moves, process payments, and communicate with you about the services.
Legal obligation: To comply with legal and regulatory requirements, including record-keeping, tax, accounting and responding to lawful requests from public authorities.
Legitimate interests: To pursue our legitimate business interests where your interests and fundamental rights do not override those interests. This may include improving our services, managing our relationship with you, handling enquiries and complaints, preventing fraud or misuse of our services, maintaining security, and conducting limited marketing to existing customers in a way that respects your rights and expectations.
Consent: Where required by law, for example for certain types of direct marketing or optional cookies, we will rely on your consent. You have the right to withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
Purposes for Which We Use Personal Data
We use the personal data we collect for the following purposes:
To provide quotations, moving services and related services, and to manage bookings, logistics and service delivery.
To communicate with you about your enquiries, quotations, bookings, service updates, and after-service follow-up.
To manage billing, process payments, handle refunds where applicable, and maintain financial and transaction records.
To improve our services, including monitoring service quality, training staff, and enhancing customer experience based on feedback and usage patterns.
To maintain the safety and security of our operations, customers, staff and property, including preventing and detecting fraud or misuse.
To comply with applicable laws, regulatory requirements and lawful requests, and to establish, exercise or defend legal claims.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.
In general, we keep customer and service records for a period that enables us to meet our contractual obligations, handle any complaints or disputes, demonstrate compliance with our legal obligations, and maintain accurate financial records. After this period, personal data is securely deleted, anonymised or otherwise removed from our systems.
The specific retention period may vary depending on the type of data and the context in which it was collected. Factors that may influence retention periods include legal requirements, limitation periods for potential legal claims, and operational needs.
Use of Data Processors and Third Parties
We may engage third-party processors to provide certain services on our behalf. These may include payment processing providers, information technology and system support providers, secure data storage providers, and external professionals such as accountants as required for our business operations.
When we use processors, they act only on our instructions, are bound by contractual obligations to protect personal data, and are not allowed to use the data for their own purposes. We take steps to ensure that any third party with access to personal data provides appropriate safeguards and security measures.
In certain limited cases, we may also share personal data with other third parties where required by law, such as regulatory bodies, law enforcement agencies, or professional advisers in connection with legal proceedings or regulatory matters.
International Transfers
Where personal data is transferred outside the United Kingdom or the European Economic Area, we take steps to ensure that an adequate level of protection is in place. This may include using standard contractual clauses or ensuring that the destination country has been recognised as providing an adequate level of data protection. We will only carry out such transfers in compliance with applicable data protection laws.
Security of Your Personal Data
We implement appropriate technical and organisational measures to protect personal data against unlawful or unauthorised processing, accidental loss, destruction or damage. These measures include access controls, secure storage practices, and limiting access to personal data to staff and processors who need it for legitimate purposes and are subject to confidentiality obligations.
While we take reasonable steps to protect personal data, no system can be guaranteed to be completely secure. We continually review and, where appropriate, update our security measures in line with technological developments and industry standards.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These include:
Right of access: You have the right to request confirmation of whether we process your personal data and to request a copy of that data, along with certain information about how it is processed.
Right to rectification: You have the right to request correction of any inaccurate personal data and to have incomplete data completed.
Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain situations, such as while we verify the accuracy of the data or consider an objection you have raised.
Right to object: You have the right to object to processing based on our legitimate interests, including profiling based on those interests. You also have the right to object at any time to processing of your personal data for direct marketing purposes.
Right to data portability: In certain cases, you have the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format and to request that we transmit it to another controller where technically feasible.
Right to withdraw consent: Where processing is based on your consent, you may withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed. In the United Kingdom, the supervisory authority is the Information Commissioner's Office.
Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. When we make changes, we will revise the date of the latest version and take reasonable steps to inform you where appropriate. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.
