Privacy Policy - Earls Court Movers

Earls Court Movers is committed to protecting the privacy and personal data of our customers, prospective customers, website visitors, and other individuals whose information we handle. This Privacy Policy explains how we collect, use, store, share, and protect personal data in connection with our moving and related services. It applies to all Earls Court Movers customers in the area, including individuals and businesses using our services for domestic, commercial, local, and specialist removals.

We aim to process personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. Please read this policy carefully to understand your rights and our responsibilities.

1. Information We Collect

We collect only the information necessary to provide our services, manage our relationship with you, and meet legal and operational requirements. The personal data we collect may include:

Identity information such as your name, title, and company name where relevant;
Contact details including email address, phone number, and addresses for collection and delivery;
Service details such as move dates, property access information, inventory lists, packing requirements, and special handling instructions;
Payment information such as billing address, payment status, and transaction records;
Communication records including emails, phone notes, quotes, complaints, and service updates;
Technical information if you interact with our online systems, such as device data, browser type, and basic usage information;
Additional information you choose to provide, for example when making a complaint, requesting a quote, or raising an insurance-related issue.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it, or we are required to process it for a lawful reason. If such data is shared with us, we will handle it with heightened care and only where permitted by law.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries;
To plan, schedule, and carry out removals and related services;
To manage payments, invoices, and receipts;
To communicate with you about your booking or service updates;
To handle complaints, disputes, and claims;
To meet legal, accounting, and regulatory obligations;
To improve our services, operations, safety standards, and customer experience;
To maintain internal records and business administration;
To protect against fraud, misuse, or security incidents.

We process personal data only to the extent needed for these purposes and we do not use it in ways that are incompatible with the original reason for collection.

3. Lawful Basis for Processing

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

Contract – where processing is necessary to provide a quotation, perform a move, arrange packing, issue invoices, or fulfil our obligations to you;
Legal obligation – where we need to retain records for tax, accounting, insurance, or compliance purposes;
Legitimate interests – where processing is necessary for our legitimate business interests and does not override your rights, for example to manage bookings, prevent fraud, improve services, or maintain records;
Consent – where we ask for your permission, for example for certain marketing communications or where the law requires explicit consent.

If we rely on consent, you have the right to withdraw it at any time. This will not affect the lawfulness of processing before withdrawal.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us operate our business and provide services to you. These parties act either as processors or, in some cases, as independent controllers. Where they act as processors, they are only permitted to use your data on our instructions and must apply appropriate security measures.

Examples of processors may include:

IT and hosting providers that store or support our systems;
Payment service providers that handle card or electronic payments;
Customer management and communication tools used for scheduling, quoting, and record keeping;
Accounting and bookkeeping providers that assist with financial records and compliance;
Insurance or claims handling providers where necessary for service protection or claims resolution;
Professional advisers such as lawyers, accountants, or auditors where required.

We may also disclose data to public authorities, regulators, courts, or law enforcement where required by law or to protect our rights, property, customers, or staff.

We do not sell your personal data.

5. Data Retention

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

Quotation and enquiry records may be kept for a reasonable period to manage follow-up communication and business records;
Customer service and contract records are generally retained for the duration of the service relationship and for a period afterwards to handle claims or disputes;
Financial and tax records are kept for the period required by law;
Complaint and insurance-related records may be retained longer where necessary to defend legal claims or resolve issues.

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

6. International Transfers

Where data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your personal information. These safeguards may include adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms.

7. Data Security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices. While we strive to protect your information, no system can be guaranteed to be completely secure.

8. Your Rights

Under applicable 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 information;
Right to erasure – to request deletion of your data in certain circumstances;
Right to restrict processing – to ask us to 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 receive certain data in a structured, commonly used format where applicable;
Right to withdraw consent – where processing is based on consent;
Right to complain – to a data protection supervisory authority if you believe your rights have been violated.

Some rights may be subject to exceptions or limitations under the law. If you make a request, we may need to verify your identity before responding.

9. Marketing Preferences

If we send marketing communications, we will do so only where permitted by law. You may opt out of marketing at any time. Operational messages relating to your booking, moving service, or account may still be sent where necessary for service delivery.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a customer’s move and lawfully provided by an adult with authority. If we become aware that we have collected data unlawfully, we will take reasonable steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our internal practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically.

12. Summary of Our Commitment

In summary, Earls Court Movers processes personal data to deliver professional moving services safely and efficiently, while respecting your privacy rights and complying with data protection law. We collect only what we need, use it for clear and lawful purposes, retain it only as long as necessary, and share it only with trusted processors or where required by law.

This Privacy Policy applies to all Earls Court Movers customers in the area. By using our services, you acknowledge that you have read and understood how we handle personal data. We remain committed to handling your information with care, fairness, and transparency.