Privacy Policy - Movers Belgravia

This Privacy Policy explains how Movers Belgravia collects, uses, stores, shares, and protects personal data when providing moving, packing, transportation, storage, and related services. It applies to all Movers Belgravia customers in the Belgravia area, including individuals, households, landlords, tenants, and business clients who use our services or interact with us in connection with a move.

1. Who We Are

Movers Belgravia is responsible for deciding how and why your personal data is processed. For the purposes of data protection law, we act as a data controller in relation to the personal data we collect and use for our services, administrative purposes, billing, and customer support.

This policy should be read alongside any service agreement, quotation, or booking confirmation you receive. By using our services, you acknowledge that your personal data may be processed in accordance with this policy and applicable law.

2. Personal Data We Collect

We collect only the data needed to provide our services effectively, securely, and lawfully. Depending on your interaction with us, we may collect the following categories of information:

Identity details such as your name and, where necessary, company name or job title.
Contact details including address, email address, and telephone number.
Service information such as property access details, moving dates, inventory details, special handling instructions, and delivery requirements.
Payment information needed to process invoices, deposits, or refunds. We do not store full card details where payment is handled by a secure payment provider.
Communications including emails, messages, call notes, complaints, feedback, and service-related correspondence.
Technical data such as IP address, browser type, device data, and usage information if you interact with our digital systems.
Operational records such as booking history, service notes, risk assessments, and evidence of completed work.

We generally do not seek to collect special category data. However, in limited cases, you may voluntarily provide information that could reveal sensitive circumstances, for example access needs or health-related support requirements. Where this occurs, we will only process such data where necessary and lawful.

3. How We Use Your Data

We use personal data to deliver our services efficiently and to meet legal and contractual obligations. Typical purposes include:

providing quotations and managing bookings;
planning and completing removals and related services;
contacting you about scheduling, access, delays, or service changes;
issuing invoices, processing payments, and handling refunds;
responding to questions, complaints, and claims;
maintaining records for quality assurance, training, and dispute resolution;
protecting our staff, property, and customers from fraud, misuse, or security risks;
complying with legal, tax, and regulatory duties.

We will only use your data for the purposes described above, or for compatible purposes that are reasonably expected in the context of our relationship with you.

4. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under the UK GDPR. Depending on the situation, the lawful basis may be one or more of the following:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, arranging collection and delivery, and fulfilling service obligations.

Legal Obligation

We may process data to comply with legal requirements, including accounting, tax, record-keeping, insurance, fraud prevention, and responding to lawful requests from authorities.

Legitimate Interests

We may rely on legitimate interests where the processing is necessary for running our business and does not override your rights and freedoms. This can include service improvement, internal administration, business security, and limited record retention for defending legal claims.

Consent

Where consent is the appropriate lawful basis, we will ask for it clearly and separately. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected. Retention periods depend on the type of information, the service provided, and legal requirements.

Customer and booking records are typically retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Complaints, claims, and dispute records may be retained longer where needed to establish, exercise, or defend legal rights.
Technical records are kept only as long as necessary for security, maintenance, and performance monitoring.

When data is no longer required, we will securely delete, anonymise, or archive it in accordance with our internal retention procedures.

6. Who We Share Data With

We may share personal data with trusted third parties, referred to as processors, who act on our instructions and are required to protect your data. These may include:

IT and cloud service providers that support booking, storage, and communication systems;
payment processors and accounting service providers;
subcontractors or partner teams assisting with removals, packing, storage, or specialist handling;
customer support, document management, and data security providers;
legal, insurance, and professional advisers where necessary;
public authorities, regulators, or law enforcement where required by law.

We require processors to use appropriate technical and organisational measures to safeguard data and to process it only for the agreed purposes. We do not sell your personal data.

7. International Transfers

In some cases, processors may store or access data outside the UK. Where this happens, we will take steps to ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protective measures. Our aim is to maintain a level of protection consistent with UK data protection law.

8. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit processing in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to raise concerns with us first so we can try to resolve them promptly.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or alteration. These measures may include access controls, staff confidentiality obligations, secure storage, system monitoring, and data minimisation. While no system can be guaranteed completely secure, we work to maintain a high standard of protection.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidentally provided in the course of a household move or similar service. Where child-related information is processed, it will be handled only as necessary and with appropriate care.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Summary of Our Commitment

Movers Belgravia is committed to processing personal data fairly, transparently, and securely. We collect only the information needed to provide a reliable moving service, use it on a lawful basis, retain it for no longer than necessary, and share it only with trusted processors or where required by law. We respect your rights and will respond to requests in accordance with applicable data protection law.

This Privacy Policy applies to all Movers Belgravia customers in the Belgravia area. We aim to handle your information with care, accountability, and respect for your privacy at every stage of our service.