Moving Services Privacy Policy and GDPR Compliance
This Privacy Policy explains how Moving Services collects, uses, stores, and protects personal data of customers and prospective customers located in our service area. It is intended to comply with the General Data Protection Regulation and any applicable local data protection laws. By engaging with our services, requesting a quotation, or otherwise providing personal data to us, you acknowledge that you have read and understood this Privacy Policy.
Scope and Data Controller
This Privacy Policy applies to all Moving Services customers and prospective customers in our service area, including individuals acting on behalf of businesses. Moving Services acts as the data controller for the personal data described in this document, meaning we determine the purposes and means of processing your personal data.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details, such as your name, postal address for collection and delivery, and basic contact information needed to arrange and perform moving services. Service and booking information, including requested moving dates, inventory details, property access information, and specific service instructions you provide to us. Payment and billing information necessary to process your payments and manage invoices and account records. Communication records, including information you provide when you contact us by any means, customer service notes, and feedback you choose to give us about our services. Website and usage information, such as basic technical data provided by your browser or device and information about how you interact with our online forms or booking tools, to the extent this data can identify you or make you identifiable.
Purposes and Lawful Bases for Processing
We process your personal data only where we have a lawful basis to do so under the GDPR. Depending on the specific processing activity, we rely on the following lawful bases:
Performance of a contract. We process personal data to provide our moving and related services to you. This includes arranging quotations, confirming bookings, planning routes, handling items to be moved, issuing invoices, and communicating with you about your move. Without this information, we cannot perform the contract or take steps at your request prior to entering into a contract.
Compliance with legal obligations. We process personal data where necessary to comply with legal and regulatory requirements, such as tax, accounting, record-keeping, and responding to lawful requests from public authorities.
Legitimate interests. We may process personal data to pursue our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include ensuring the security of our staff and customers, improving our services, preventing fraud or misuse of our services, and managing and developing our business operations.
Consent. In limited circumstances, we may rely on your consent, for example for certain types of direct marketing. Where we rely on consent, you are free to withdraw it at any time, and doing so will not affect the lawfulness of processing based on consent before its withdrawal.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide and manage moving services, including planning and executing your move, coordinating logistics, and handling any special requests. To communicate with you about quotations, bookings, changes to your services, and customer support queries. To manage payments, invoices, and any applicable refunds or claims. To maintain our business records, perform internal administration, and manage our relationship with you as a customer. To improve and develop our services, including analysing feedback and operational data in aggregated or anonymised form where possible. To protect our rights, property, and safety, and that of our staff, customers, and the public, and to prevent and detect fraud or misuse of our services.
Data Sharing and Processors
We may share your personal data with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy and where we have a lawful basis to do so. These recipients may include:
Service providers and data processors who perform services on our behalf, such as information technology and system maintenance providers, secure data storage providers, and payment processing partners. Operational partners involved in delivering the moving service, such as subcontracted drivers or additional moving crews where required to fulfil your booking. Professional advisers, such as accountants, auditors, or legal advisers, where necessary to protect our legitimate interests and comply with legal requirements. Public authorities, regulators, or law enforcement, where we are legally obliged to disclose personal data or where disclosure is necessary to protect vital interests or pursue legal claims.
When we engage processors, we require them by contract to process your personal data only on our documented instructions, to implement appropriate technical and organisational measures for data protection, and to maintain confidentiality and security.
International Data Transfers
If it becomes necessary to transfer your personal data outside the European Economic Area, we will ensure that such transfers are made in compliance with applicable data protection laws. This may include using adequacy decisions, standard contractual clauses, or other appropriate safeguards, and taking additional measures where needed to ensure an equivalent level of data protection.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. The specific retention period may vary depending on the type of data and the context of processing.
In general, we retain customer and booking records for a period that allows us to manage your current and potential future moves, handle any queries or disputes, and comply with statutory retention obligations. Payment and invoicing data is retained for periods required by tax and accounting laws. After the applicable retention period expires, we will either securely delete or irreversibly anonymise your personal data so that it can no longer be associated with you.
Data Security
We implement appropriate technical and organisational measures designed to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include access controls, security policies, staff training, and regular review of our systems and practices. While no system can be completely secure, we continuously work to maintain a level of security appropriate to the risks associated with the personal data we process.
Your Data Protection Rights
Under the GDPR and applicable data protection laws, 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 as to whether we process personal data about you and, if so, to obtain a copy of your personal data and certain related information.
Right to rectification. You have the right to request correction of any inaccurate or incomplete personal data concerning you.
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 legal basis for processing.
Right to restriction of processing. You may request that we restrict the processing of your personal data in specific situations, such as while we verify the accuracy of the data or assess an objection you have raised.
Right to data portability. Where processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine-readable format and to request that we transmit it to another controller where technically feasible.
Right to object. You have the right to object at any time, on grounds relating to your particular situation, to processing of your personal data that is based on our legitimate interests. We will stop processing unless we demonstrate compelling legitimate grounds which override your interests, rights, and freedoms, or where processing is necessary for the establishment, exercise, or defence of legal claims. Where we process personal data for direct marketing, you have the right to object at any time, and we will stop processing your data for that purpose.
Right to withdraw consent. Where processing is based on your consent, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
You also have the right to lodge a complaint with a supervisory authority if you believe that our processing of your personal data infringes data protection laws. We encourage you to contact us first so we can address your concerns directly.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. Any changes will take effect when the updated version is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we process your personal data.
