Privacy Policy - Removal Van Greenwich

This Privacy Policy explains how Removal Van Greenwich collects, uses, stores, shares, and protects personal data. It applies to all Removal Van Greenwich customers in the Greenwich area, including anyone who requests a quote, books a service, communicates with us, or otherwise uses our moving and removal services. We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Removal Van Greenwich provides removal and transport services for domestic and commercial customers. In the course of operating our services, we act as a data controller for the personal information we collect directly from customers and prospective customers, and in some cases as a data processor where we process information on behalf of another party under instructions.

This policy applies to data collected in connection with enquiries, bookings, scheduling, payment, customer service, safety, and service delivery. It also applies to records created during our normal business operations.

2. Information We Collect

We only collect personal data that is relevant and necessary for our services. Depending on your interaction with us, we may collect the following categories of information:

Identity details such as your name, title, and any business name you provide.
Contact details such as address, email address, and telephone number.
Service details such as moving date, pickup and delivery addresses, property access information, inventory details, and special handling requests.
Billing and payment information such as invoice details, payment status, and limited transaction records.
Communication records including emails, call notes, text messages, and customer service correspondence.
Usage and technical information if you contact us through digital channels, such as device data, browser type, and basic log information.
Safety and incident information where needed for claims, damage reporting, access issues, or safeguarding our staff and property.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it. If such information is shared with us, we will handle it carefully and only where a valid legal basis applies.

3. How We Collect Personal Data

We collect personal data in a number of ways:

Directly from you when you request a quote, make a booking, or contact us.
From your authorised representatives, such as family members, employees, or property managers.
From third parties involved in delivering the service, such as payment providers or subcontracted service partners.
Automatically through basic technical records generated by our systems when you interact with us online.

We aim to keep data collection limited to what is necessary for the service requested and to avoid collecting information that is not relevant to our business needs.

4. Why We Use Your Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To manage bookings, logistics, and service delivery.
To communicate with you about your move or removal.
To issue invoices, process payments, and maintain financial records.
To deal with claims, complaints, and service disputes.
To protect the security of our staff, vehicles, and property.
To comply with legal, tax, insurance, and regulatory obligations.
To improve our services and maintain accurate business records.

We will never use your personal data in a way that is incompatible with the purpose for which it was collected unless we have a lawful basis to do so.

5. Lawful Basis for Processing

Under UK GDPR, we must have a valid lawful basis to process personal data. Depending on the circumstance, we rely on one or more of the following:

Contract

We process your data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, confirming bookings, organising your move, and delivering removal services.

Legal Obligation

We process certain data where we must comply with legal requirements, such as tax rules, accounting obligations, insurance requirements, or lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where your rights do not override those interests. This may include service management, internal record keeping, fraud prevention, protecting staff and property, and resolving disputes. We carry out a balancing assessment when relying on this basis.

Consent

In limited cases, we may rely on your consent, especially for optional communications or for processing that is not necessary for a contract or legal requirement. Where consent is used, you may withdraw it at any time.

6. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services or run our business. These third parties may act as processors or independent controllers depending on the service they provide.

Examples of processors and service providers may include:

IT and cloud service providers who store or support business systems.
Payment processors who handle card or online payment transactions.
Accounting and bookkeeping providers who assist with invoices and tax compliance.
Insurance providers and claims handlers where necessary for damage or liability matters.
Scheduling, communication, or administrative tools used to manage bookings and customer records.
Subcontracted removal partners who help carry out a booked service under our instructions or as separate service providers where applicable.

We require processors to handle personal data securely, only for the agreed purpose, and in accordance with data protection law. We do not sell personal data. If data is shared with an independent controller, we only do so when there is a lawful basis and a legitimate business need.

7. International Transfers

If any of our processors store or access data outside the UK, we take steps to ensure that appropriate safeguards are in place. These may include adequacy decisions, standard contractual clauses, or equivalent protective measures required by law.

8. Data Retention

We retain personal data only for as long as necessary for the purpose it was collected, and in line with legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of record and the reason for processing.

Quotation and enquiry records are generally kept for a limited period after the enquiry ends.
Booking and service records are retained for the duration of the service relationship and for a reasonable period afterward.
Financial and tax records are kept for the period required by law.
Claims, complaints, and dispute records may be retained longer where needed to defend or establish legal claims.
Security and incident records are retained only as long as necessary for investigation, prevention, or legal compliance.

When data is no longer needed, we delete, anonymise, or securely destroy it.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the legal basis for processing and the circumstances of your request:

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 some cases, you can request that we delete your data.
Right to restriction – you can ask us to limit how we use your data in certain circumstances.
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 where applicable.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. In some cases, legal obligations or legitimate business reasons may mean we cannot fully comply with a request, but we will always explain the reason if that happens.

10. 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 limiting access to those who need the information to carry out their duties.

Although no system is completely secure, we take reasonable steps to protect the information entrusted to us and to reduce the risk of data breaches.

11. Children’s Data

Our services are intended for adults arranging removals and related services. We do not knowingly collect personal data from children unless it is provided by an adult in connection with a household move and is necessary for the service. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

12. Automated Decision-Making

We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects. Any important decisions are made by people using relevant information and professional judgement.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we handle personal data. The most recent version will apply to your use of our services. We encourage customers in the Greenwich area to review this policy periodically so they remain informed about how their information is used.

14. How We Apply This Policy

This Privacy Policy applies to every customer and prospective customer of Removal Van Greenwich in the Greenwich area. Whether you request an estimate, arrange a house move, book office removals, or contact us for support, your personal data will be handled in accordance with this policy and relevant data protection law.

We are committed to processing personal data fairly, lawfully, and transparently, and to respecting the rights of every individual whose information we handle.