Removals Colliers Wood Privacy Policy
This Privacy Policy explains how Removals Colliers Wood collects, uses, stores and protects personal data in connection with our removals and related services. It applies to all customers and prospective customers of Removals Colliers Wood in our service area, including individuals and businesses who contact us, request quotes, or use our services.
We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018, and to processing personal data lawfully, fairly and transparently.
Personal data we collect
We may collect and process the following categories of personal data when you contact us, obtain a quote, make a booking or use our services:
Identification and contact details, such as your name, address, previous address, new address, and any alternative contact addresses you provide. Communication details, such as your preferred contact method and any correspondence you send to us. Service details, such as the date and time of your move, property access details, parking information and inventory information you provide to help us plan your move. Payment and transaction information, such as payment confirmations, amounts, dates and methods of payment. We do not store full card details when third party payment processors are used. Contract information, such as quotes, agreements and records relating to services we provide to you. Website and communication usage data, such as information you provide through online forms and basic technical information automatically collected when you visit our online pages, for example your IP address and browser type.
We only collect personal data that is necessary for the purposes set out in this Privacy Policy.
How we collect personal data
We collect personal data directly from you when you contact us by phone, through online forms, by post or via other communication channels, request a quote, confirm a booking, use our removals and related services, or provide feedback.
We may also receive personal data indirectly from third parties where this is necessary to provide our services, for example from comparison or booking platforms you use, or from business partners who arrange removals on your behalf. In such cases, we ensure that these parties are authorised to share your data with us.
Lawful basis for processing
We only process your personal data when we have a lawful basis to do so. The main lawful bases we rely on are:
Contract. We process your personal data where this is necessary to enter into or perform a contract with you or to take steps at your request before entering into a contract. This covers activities such as providing quotes, confirming bookings, communicating about your move, and carrying out the removals service.
Legal obligation. We may process your data where this is required to comply with legal or regulatory obligations, such as record keeping, accounting and tax requirements, or responding to lawful requests from public authorities.
Legitimate interests. We may process your personal data where this is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. Examples include improving our services, handling enquiries and complaints, protecting our business and preventing fraud, and maintaining accurate internal records.
Consent. In limited cases, we may rely on your consent, for example where we wish to send you certain types of optional marketing communications that are not covered by legitimate interests. Where we rely on consent, you have the right to withdraw it at any time.
How we use personal data
We may use your personal data for the following purposes:
To provide quotations and estimates for removals and related services. To confirm bookings, plan and manage your move and deliver our services safely and efficiently. To communicate with you before, during and after your move, including responding to your enquiries or requests. To handle complaints, feedback and disputes and to improve our customer service. To manage our business operations, including accounting, auditing, invoicing and internal administration. To comply with legal obligations and cooperate with regulators or law enforcement when required. To protect our rights, property and safety and that of our staff, customers and third parties.
Data retention
We retain personal data only for as long as necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.
The exact retention period for particular categories of data may vary, but we generally apply the following principles:
Service and contract data relating to your booking, including basic contact and transaction details, is generally kept for up to seven years after the end of the relevant financial year to meet tax and accounting obligations and to manage any potential legal claims.
Enquiry data for quotes where no contract is formed is normally retained for a shorter period, which will typically not exceed two years from the date of the last contact, unless a longer period is required for legal reasons.
Where we rely on consent, and you withdraw that consent, we will stop the relevant processing and, unless we have another lawful basis, delete or anonymise the data.
Data sharing and processors
We may share your personal data with trusted third parties where necessary to provide our services or to operate our business. These third parties act as data processors or in some cases as independent controllers.
Data processors are third parties who process personal data on our behalf and only in accordance with our instructions. They are not allowed to use your data for their own purposes and must implement appropriate security measures. Examples include payment processing providers that handle card payments, IT service providers that support our systems and data storage, and businesses that provide customer management or administrative support.
In limited situations, we may need to share data with independent controllers, such as insurers, accountants, legal advisers or public authorities, where this is necessary for legal, regulatory or contractual reasons.
Whenever we use processors, we ensure that appropriate data processing agreements are in place to protect your personal data.
International transfers
Our aim is to store and process personal data within the United Kingdom or the European Economic Area wherever possible. If it is ever necessary to transfer your personal data to a country outside the United Kingdom or the European Economic Area, we will ensure that an adequate level of protection is in place. This may involve using standard contractual clauses or other appropriate safeguards required by data protection law.
Data security
We take the security of your personal data seriously and use technical and organisational measures to protect it against unauthorised access, loss, misuse or disclosure.
These measures include restricting access to personal data to staff and processors who need it for legitimate business purposes, using secure systems and storage methods where appropriate, and maintaining policies and procedures designed to protect personal data throughout its lifecycle.
While we take reasonable steps to protect your personal data, no system can be guaranteed to be completely secure. We therefore encourage you to take care when sending personal information to us and to inform us promptly of any concerns.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These include:
Right of access. You have the right to request a copy of the personal data we hold about you, together with certain information about how we process it.
Right to rectification. You have the right to request that inaccurate or incomplete personal data about you is corrected or updated.
Right to erasure. In certain circumstances, you have the right to request that your personal data is deleted, for example where it is no longer needed for the purposes for which it was collected, or where you have withdrawn 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 data in certain situations, such as where you contest its accuracy or object to our processing.
Right to data portability. Where our processing is based on consent or 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 have it transmitted to another controller where technically feasible.
Right to object. You have the right to object to processing based on our legitimate interests, including certain types of direct marketing. We will stop processing your data unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms, or where processing is required for legal claims.
Right to withdraw consent. Where we rely on your consent, you can withdraw this at any time. This will not affect the lawfulness of processing carried out before withdrawal.
Exercising your rights and complaints
If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we process your personal data, you can contact us using the details provided on our main customer communications or service documentation.
You also have the right to lodge a complaint with the Information Commissioner's Office if you are unhappy with how we have used your data. Further information about your rights and how to contact the Information Commissioner's Office can be found on its official resources.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data or changes in applicable law. Any updates will apply from the date they are published. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
