Privacy Policy - Kentish Town Movers

This Privacy Policy explains how Kentish Town Movers collects, uses, stores, shares, and protects personal data in connection with our moving and related services. It applies to all Kentish Town Movers customers in the area, including individuals and businesses who enquire about, book, or receive our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Kentish Town Movers provides removals, packing, transportation, and related logistical services. In the course of delivering these services, we may need to collect and process personal data about customers, their representatives, and sometimes third parties connected to a move, such as landlords, property managers, or building staff. We only collect information that is relevant and necessary for the service requested.

2. What Data We Collect

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

Identity details such as name and title.
Contact details such as address, telephone number, and email address.
Service details including moving dates, property access requirements, inventory information, special handling instructions, and delivery instructions.
Billing information such as invoicing details, payment status, and transaction references.
Communication records including emails, messages, call notes, and complaint or enquiry history.
Technical information such as limited website or device data if you contact us online, where applicable.
Verification details where needed to prevent fraud or confirm service arrangements.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example where accessibility needs are relevant to a move. In such cases, we will process it only with an appropriate lawful basis and additional safeguards.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To plan, arrange, and carry out moving services.
To communicate with customers about bookings, access, timing, and service updates.
To issue invoices, process payments, and manage accounts.
To handle complaints, claims, and dispute resolution.
To maintain business records, comply with legal obligations, and support insurance or regulatory requirements.
To improve our services, processes, and customer experience.

We will not use your personal data for purposes that are incompatible with the original reason it was collected, unless we have a valid lawful basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Kentish Town Movers relies on the following bases where appropriate:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, moving goods, handling payments, and providing customer support related to the service.

Legal Obligation

We may process data where required to comply with legal obligations, such as tax, accounting, insurance, fraud prevention, or record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service planning, internal administration, quality control, business improvement, and the handling of limited service-related communications.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide additional information not otherwise required for the service. Where consent is used, you have the right to withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to provide our services or comply with legal obligations. These third parties act as processors or independent controllers depending on the context.

Examples of processors may include:

IT and cloud service providers used for secure storage, communications, or scheduling.
Payment processing providers used to manage transactions.
Accounting and invoicing service providers.
Customer relationship or administration tools used to organise bookings and records.
Subcontracted service providers assisting with specialist moving tasks under our instructions.

We require processors to handle personal data securely, only on our instructions, and in compliance with data protection laws. We do not sell personal data. Where data is shared with independent third parties such as insurers, legal advisers, or authorities, they will be responsible for their own processing activities.

6. Retention of Personal Data

We retain personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting obligations. Retention periods may vary depending on the nature of the relationship and the type of record.

Quotation and enquiry data may be kept for a limited period for follow-up, administration, and business record purposes.
Contract and service records may be retained for the duration of the service and for a reasonable period afterwards.
Financial and tax records are retained for the periods required by law.
Complaint and claim records may be retained longer where needed to resolve disputes or support insurance matters.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure systems, staff awareness procedures, and careful management of paper and electronic records. While no system can be completely secure, we work to maintain a level of protection appropriate to the risks involved.

8. Your Rights

As a data subject, you have rights under data protection law. Depending on the circumstances, these may include:

The right to be informed about how your data is used.
The right of access to obtain a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure in certain circumstances, sometimes called the right to be forgotten.
The right to restrict processing in certain situations.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability where processing is based on contract or consent and carried out by automated means.
The right to withdraw consent where consent is the lawful basis.

You also have the right to raise concerns with the Information Commissioner’s Office if you believe your data rights have been infringed. We encourage you to first raise any concerns directly with us so we can try to resolve the matter promptly.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is incidentally provided in the course of arranging a household move. Where such data is encountered, we handle it with the same care and legal protections as other personal data.

10. International Transfers

In some cases, service providers or technology platforms may store or process data outside the UK. Where this occurs, we will ensure that appropriate safeguards are in place so that your personal data remains protected to an adequate standard, in line with applicable data protection requirements.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any revised version will apply from the date it is made available. We recommend reviewing this policy periodically so you remain informed about how your personal data is handled.

12. Summary of Our Commitment

Kentish Town Movers values privacy and data protection as part of the trust customers place in us. We collect only the information needed to deliver our services, use it on a valid lawful basis, keep it no longer than necessary, and share it only with trusted processors or other parties where required. We aim to be transparent, respectful, and secure in every stage of processing personal data.

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