Privacy Policy - Movers Tooting

This Privacy Policy explains how Movers Tooting collects, uses, stores, shares, and protects personal data in connection with the moving and relocation services we provide. It applies to all Movers Tooting customers in the area, including individuals who request quotes, book services, receive moving support, or communicate with us in relation to our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with applicable data protection laws, including the UK GDPR and the Data Protection Act 2018.

1. Personal Data We Collect

We collect only the personal data that is necessary to provide our services, manage our business, and meet legal obligations. The type of data we may collect depends on the nature of your enquiry, booking, or service request.

Information you provide directly

When you contact us or use our services, you may provide:

Identity details such as your name and title
Contact details including your address, email address, and telephone number
Service details such as moving dates, property access information, inventory details, and special handling requirements
Payment information where relevant to invoicing and payment processing
Communication records including emails, messages, and notes from telephone calls
Complaint or feedback information if you raise concerns about our services

Information we collect automatically

We may also collect limited technical information when you interact with our digital systems or communications, such as:

Device and browser information
IP address and approximate location data
Usage data relating to service enquiries or website interactions, where applicable

This information is used to operate, secure, and improve our services and to help us detect fraud or misuse.

2. How We Use Your Data

We use personal data for legitimate business purposes connected to our services. These purposes include:

Providing quotes and processing bookings
Planning and carrying out removals, packing, and related services
Communicating with you about service arrangements, updates, or changes
Handling payments, invoices, and account administration
Maintaining business records and service history
Responding to complaints, claims, or customer support requests
Meeting legal, tax, accounting, and regulatory obligations
Protecting our business, staff, and customers from fraud, loss, or misuse

We do not use personal data for purposes that are incompatible with those listed above without first ensuring that a lawful basis exists.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the context, we rely on one or more of the following legal bases:

Contract

We process your data where it is necessary to take steps before entering into a contract, or to perform a contract with you. This includes preparing quotes, arranging collections and deliveries, and providing moving services.

Legal obligation

We may process personal data where required to comply with legal obligations, including accounting, tax, insurance, or record-keeping requirements.

Legitimate interests

We may rely on legitimate interests where it is appropriate and where your rights and freedoms do not override those interests. Examples include improving our services, managing customer communications, preventing fraud, maintaining security, and defending legal claims.

Consent

In limited cases, we may ask for your consent, for example for certain optional communications or specific processing activities. Where consent is used, you can withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

4. Sharing Your Information and Processors

We may share personal data with carefully selected third parties who help us deliver our services. These third parties act as processors or, in some cases, independent controllers. We only share data where necessary and only with appropriate safeguards in place.

Categories of processors

IT and hosting providers that support data storage, email, and system operations
Payment service providers that handle card or other payment transactions
Accounting and bookkeeping providers that assist with financial records and tax compliance
Communication service providers that help us manage customer correspondence
Operational subcontractors where required to carry out specific parts of a service
Insurance providers, legal advisers, and dispute resolution partners when needed for claims, protection, or compliance

All processors are expected to process personal data only on our instructions, to keep it secure, and to use it only for the agreed purpose. We do not sell your personal data.

5. International Transfers

Where any of our processors or service providers are located outside the UK, we will only transfer personal data where adequate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information to a standard consistent with UK data protection law.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the purpose for which it is held.

Customer and service records are retained for the period needed to manage the service and any follow-up matters
Financial and tax records are retained for the period required by law
Complaint, claim, and dispute records may be retained for longer where needed to establish, exercise, or defend legal rights

When 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 against accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures are designed to ensure a level of security appropriate to the risk. While no system can be guaranteed completely secure, we review our safeguards regularly and update them where needed.

8. Your Rights

Depending on the circumstances and the legal basis relied upon, you may have the following rights under data protection law:

Right of access – to request a copy of the personal data we hold about you
Right to rectification – to request correction of inaccurate or incomplete data
Right to erasure – to request deletion of your data in certain situations
Right to restriction – to request that we limit how we use your data in certain situations
Right to object – to object to processing based on legitimate interests or direct marketing
Right to data portability – to request transfer of certain data to you or another organisation
Right to withdraw consent – where processing is based on consent

We may need to verify your identity before responding to a rights request. We aim to respond within the legal timeframe and will explain any limitations that apply.

9. Cookies and Similar Technologies

If we use cookies or similar technologies in any digital services connected with our business, they will be used only where lawful and, where required, with appropriate notice and consent. Such technologies may help with basic site functionality, performance monitoring, and understanding how services are used. Any preferences or consent choices will be respected in line with applicable law.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and provided by an adult with authority to do so. If we become aware that we have collected data from a child without appropriate authority, we will take steps to delete it where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Summary of Our Commitments

Movers Tooting is committed to processing personal data lawfully, securely, and transparently. We collect only what we need, use it for clear business purposes, retain it for no longer than necessary, and share it only with trusted processors under appropriate safeguards. Customers have meaningful rights over their data, and we will always aim to respect those rights in a fair and timely manner.

This policy applies to all Movers Tooting customers in the area.