Privacy Policy - Movers Battersea

This Privacy Policy explains how Movers Battersea collects, uses, stores, shares, and protects personal data when providing moving and relocation services. It applies to all Movers Battersea customers in the area, including individuals who request quotes, book services, communicate with us, or receive services related to home, office, or specialist moves. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Movers Battersea acts as a data controller when deciding why and how personal data is processed in connection with our services. This means we determine the purposes for which personal data is collected and the methods used to process it. In some cases, we may also act as a data processor where we handle information on behalf of another business or organisation. Where this happens, we only process the data in line with that organisation’s instructions and applicable legal requirements.

2. Personal Data We Collect

We collect only the information necessary to provide moving services, manage customer requests, and operate our business efficiently. The types of data we may collect include:

Identity data such as your name, title, and, where relevant, company name.
Contact data such as address, email address, and telephone number.
Service data relating to your move, including property access details, moving dates, inventory lists, and special handling instructions.
Payment and transaction data such as payment status, invoicing details, and records of services purchased.
Communication data including messages, call notes, complaint records, and feedback.
Technical data such as IP address, device information, browser type, and basic usage information if you interact with our digital systems.
Safety and access information where needed to protect our staff, your property, or third-party premises during a move.

We do not intentionally collect special category data unless it is necessary and legally permitted. If such information is disclosed to us incidentally, we will only process it where there is a valid lawful basis and appropriate safeguards in place.

3. How We Use Your Data

We use personal data to provide a smooth and secure moving experience, maintain service quality, and comply with legal obligations. Common uses include:

Providing quotes and arranging moving services.
Scheduling jobs, allocating teams, and coordinating logistics.
Communicating with you before, during, and after the move.
Processing payments, issuing invoices, and keeping financial records.
Handling complaints, disputes, and service-related queries.
Maintaining health, safety, insurance, and risk management records.
Improving our operations, training, and service delivery.
Meeting legal and regulatory obligations.

We will only use your data for the purposes for which it was collected, unless we reasonably determine that it is necessary for another compatible purpose and the law allows it.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Movers Battersea relies on the following bases depending on the context:

Performance of a Contract

We process data when it is necessary to enter into or perform a contract with you. This includes providing quotes you request, organising your move, handling bookings, and carrying out related services.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service management, fraud prevention, quality control, staff training, and protecting our property or operations. We always consider whether the processing is proportionate and expected.

Legal Obligation

We may need to process and retain data to comply with legal requirements, such as accounting rules, tax obligations, insurance documentation, and health and safety duties.

Consent

In limited cases, we may rely on your consent, for example where we use optional marketing communications or certain non-essential processing activities. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests and Public Interest

In rare circumstances, we may process data to protect someone’s vital interests or where processing is necessary for reasons of public interest, although these bases are not commonly relied on in ordinary moving services.

5. Sharing and Processors

We may share personal data with trusted third parties where necessary to deliver our services, comply with law, or protect legitimate business interests. These third parties may act as processors or independent controllers depending on the relationship and purpose.

Examples of processors may include:

IT and hosting providers that store or support our business systems.
Payment service providers that handle secure transaction processing.
Accounting and bookkeeping providers that manage financial records.
Communication tools used for email, messaging, scheduling, or customer support.
Professional advisers such as insurers, lawyers, or auditors where relevant.

Where a processor acts on our behalf, it may only process personal data according to our instructions and must apply appropriate security measures. We require processors to protect data, maintain confidentiality, and use it only for authorised purposes.

We may also disclose data to law enforcement, regulators, courts, or other public bodies where required by law or where disclosure is necessary to establish, exercise, or defend legal claims.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, accounting, and reporting requirements. Retention periods vary depending on the type of information and the reason for processing.

As a general rule:

Customer and service records are retained for the period needed to complete the move and manage follow-up matters.
Financial and tax records are kept for the period required by law.
Complaint and dispute records may be retained for a longer period where needed to resolve issues or defend legal claims.
Technical records are kept only as long as necessary for security, performance, or operational purposes.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and contractual safeguards with processors. While no system can be guaranteed completely secure, we work to maintain a level of protection that is appropriate to the risk.

8. International Transfers

If any personal data is transferred outside the UK, we will ensure that suitable safeguards are in place to protect it in accordance with applicable law. These safeguards may include adequacy regulations or approved contractual protections. Where relevant, we assess the risks associated with such transfers before they take place.

9. Your Rights

You have a number of rights under data protection law. Subject to certain legal conditions and exemptions, these include:

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 where legally possible.
Right to restriction – to ask us to limit how we use your data in certain circumstances.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data has been processed unlawfully. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

10. Cookies and Similar Technologies

If we use online systems that collect limited technical data, they may rely on cookies or similar technologies to support functionality, measure performance, or improve user experience. Where consent is required, we will request it in accordance with applicable law. You can usually manage cookie settings through your browser or device settings.

11. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidentally included in move-related information and only where necessary for service delivery or legal compliance.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or operational requirements. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically to stay informed about how their data is handled.

By using Movers Battersea services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy. We are committed to maintaining trust, transparency, and respect for your privacy throughout every stage of our services.