Privacy Policy - Removal Company Pimlico

This Privacy Policy explains how Removal Company Pimlico collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Removal Company Pimlico customers in the area, including individuals, households, landlords, tenants, and businesses that use our removal and related services.

We are committed to handling personal data lawfully, fairly, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy sets out the types of information we collect, the legal grounds on which we rely, how long we keep data, the third parties that may process data on our behalf, and the rights available to you.

1. Data We Collect

We collect only the personal data necessary to deliver our services, manage our business, and meet legal obligations. The information we may collect includes:

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact details such as address, email address, and telephone number.
Service information including property access details, moving dates, inventory lists, item descriptions, and instructions for removals.
Payment information such as billing details and transaction records.
Communication records including emails, phone notes, and messages exchanged during enquiries, bookings, and service delivery.
Technical information such as device identifiers, IP address, and basic website usage data if you interact with our online services.
Special instructions that may be necessary to complete a removal safely and efficiently, such as access requirements or fragile item handling needs.

We do not intentionally collect more personal data than is needed for the service. We also do not seek to collect special category data unless it is necessary and explicitly provided by you for a clear reason connected to the service.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations and assess service requirements.
To arrange, manage, and complete removal services.
To communicate with customers about bookings, scheduling, access, and service updates.
To process payments, issue invoices, and maintain financial records.
To respond to queries, complaints, and customer support requests.
To maintain internal records and improve our services.
To meet legal, regulatory, tax, and insurance obligations.
To prevent fraud, misuse, and unlawful activity.

We may also use limited information to analyse service performance and improve operational efficiency. Where possible, we use anonymised or aggregated information for this purpose.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Removal Company Pimlico relies on the following lawful bases:

Performance of a Contract

We process personal data where it is necessary to provide a quote, enter into an agreement, or deliver the removal service you have requested. This includes booking management, service delivery, and payment administration.

Legal Obligation

We process certain data to comply with legal obligations, including tax requirements, accounting rules, and obligations relating to record keeping, insurance, and dispute handling.

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 maintaining service records, protecting against fraud, improving operations, and managing business communications. We balance our interests against your privacy rights before relying on this basis.

Consent

Where consent is required, for example for specific optional communications or particular uses that are not covered by another lawful basis, we will ask for it clearly and separately. You may withdraw consent at any time, though this will not affect processing already carried out before withdrawal.

4. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary for the delivery of our services, compliance with law, or administration of our business. These parties act as processors or independent controllers depending on the nature of the service.

Processors may include:

Payment providers used to process card or electronic payments.
IT and cloud service providers that store data, host systems, or support communications.
Accounting and bookkeeping providers that assist with financial records and tax compliance.
Customer management and scheduling systems that help us manage bookings and service administration.
Insurance providers, legal advisers, and claim handlers where necessary to deal with disputes, claims, or legal obligations.
Subcontractors and operational partners who assist with service delivery under our instructions and confidentiality requirements.

We require processors to handle personal data securely, use it only for specified purposes, and comply with applicable data protection law. We do not sell personal data. We may disclose data to authorities if required by law or to protect our rights, property, staff, or customers.

5. International Transfers

If any of our service providers process data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, tax, insurance, and operational requirements. Retention periods depend on the nature of the information and the context in which it is held.

In general:

Customer and service records are retained for the period needed to administer the service and resolve any issues.
Financial and accounting records are retained for the period required by law.
Communications are retained for a reasonable period in line with business needs and dispute resolution.
Technical records are retained only as long as necessary for security, diagnostic, or operational purposes.

When data is no longer required, we securely delete it, anonymise it, or otherwise dispose of it in a safe and lawful manner.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or alteration. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices.

While we take data protection seriously, no system can be guaranteed entirely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will take appropriate action in accordance with the law.

8. Your Rights

As a data subject, you have a number of rights under UK GDPR. These include:

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – in some circumstances, you may request deletion of your data.
Right to restriction – you may ask us to limit how we use your data in certain situations.
Right to data portability – you may request certain data in a structured, commonly used format where applicable.
Right to object – you may 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.

If you wish to exercise any of these rights, we will review your request and respond within the time limits required by law. Some rights may be limited where we must retain data for legal reasons or where other lawful grounds apply.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in the context of a household service and provided by an adult with authority to do so. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our operations, or our data protection practices. Any revised version will replace the previous policy and apply from the date it is updated.

11. Summary of Our Commitments

Removal Company Pimlico is committed to processing personal data lawfully, securely, and transparently. We only collect information needed to provide and manage our services, we rely on clear lawful bases, we use trusted processors under contract, and we keep data only for as long as necessary. We also respect your rights and aim to ensure that all customers in the area can rely on a fair and privacy-conscious service.

This policy is intended to provide clear information about our data practices and should be read together with any service terms or notices that apply to your specific booking.