Privacy Policy - Wandsworth Movers

This Privacy Policy explains how Wandsworth Movers collects, uses, stores, shares, and protects personal data. It applies to all Wandsworth Movers customers in the area, including anyone who requests a quote, books a service, receives a moving or storage service, or otherwise interacts with us in connection with our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your personal data may be processed in accordance with this policy.

1. Information We Collect

We collect only the information needed to provide our services, manage our business, and meet legal and regulatory obligations. The types of personal data we may collect include:

Identity details such as your name, title, and, where relevant, the names of other household members or authorised representatives.
Contact details such as phone number, email address, and service address.
Service information such as moving dates, property access details, inventory lists, special handling instructions, packing preferences, and storage requirements.
Billing and payment information such as invoice details, payment status, and transaction records.
Communication records including emails, messages, phone notes, complaint details, and feedback.
Technical data such as IP address, browser type, and basic device information where collected through digital systems used to manage enquiries or bookings.
Optional information you provide voluntarily, such as access notes, parking arrangements, or any other information required to deliver the service safely and efficiently.

We do not seek to collect special category data unless you choose to provide it to us and it is necessary for a specific service. If such information is supplied, it will only be processed where a valid lawful basis applies and where additional safeguards are in place.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and estimates;
to plan, schedule, and carry out moving, packing, dismantling, reassembly, and storage services;
to communicate with you about bookings, changes, delays, or service updates;
to issue invoices, process payments, and maintain financial records;
to manage complaints, claims, and customer support;
to comply with legal, tax, insurance, and contractual obligations;
to improve our services, training, operations, and internal processes;
to protect the safety of staff, customers, and property;
to prevent fraud, misuse, and unauthorised access.

We only process data that is relevant, adequate, and limited to what is necessary for the purpose concerned.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each processing activity. We rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, delivering services, invoicing, and handling post-service issues.

Legal Obligation

We process some data to meet legal requirements, such as tax record keeping, accounting obligations, insurance documentation, and compliance with applicable laws.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer communications, improving operations, maintaining security, and preventing fraud.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily agree to receive certain non-essential communications or provide information not strictly necessary for the service. Where consent is used, you may withdraw it at any time.

We do not sell your personal data.

4. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including satisfying legal, accounting, or reporting obligations. Retention periods depend on the type of information and the reason for processing.

Quotation and enquiry data may be retained for a reasonable period to manage follow-up queries and business records.
Contract and service records are generally retained for the duration of the service relationship and for a further period where needed for claims handling or legal defence.
Financial and tax records are retained in line with statutory requirements.
Complaint and claims records may be retained longer where necessary to resolve disputes or comply with insurance obligations.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. Retention periods may vary depending on legal requirements and the nature of the service provided.

5. Processors and Third Parties

We may use trusted third-party service providers, also known as processors, to assist in delivering our services. These processors act on our instructions and are required to protect your data and use it only for authorised purposes.

Categories of processors may include:

payment processing providers;
accounting and bookkeeping services;
customer relationship or booking management systems;
IT support and cloud storage providers;
communication service providers such as email or messaging platforms;
insurance and claims management providers;
professional advisers, including legal or financial advisers where necessary.

We may also share personal data with other parties where required by law, court order, regulatory request, or to protect the rights, property, or safety of Wandsworth Movers, our customers, staff, or others.

All processors are selected carefully and are contractually required to implement appropriate technical and organisational safeguards.

6. Data Security

We take reasonable and appropriate security measures to protect personal data from accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, limited staff access, staff training, and regular review of our security practices.

No system can be guaranteed to be completely secure, but we work to reduce risk and respond appropriately if a data incident occurs. Where required, we will notify affected individuals and relevant authorities in accordance with applicable law.

7. 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 how we use your data in certain cases;
Right to object — to object to processing based on legitimate interests;
Right to data portability — to receive certain data in a usable format where applicable;
Right to withdraw consent — where processing is based on consent;
Right to complain — to raise concerns with the relevant data protection authority if you believe your rights have been infringed.

If you wish to exercise any of these rights, we will assess your request in accordance with applicable law. Some rights may be subject to conditions or exemptions.

8. 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 or property contents and provided by an adult with authority to do so. If we become aware that we have collected data unlawfully, we will take steps to delete it.

9. Changes to This Privacy Policy

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

10. Scope of This Policy

This Privacy Policy applies to all Wandsworth Movers customers in area and to all personal data processed in connection with our moving, packing, storage, and related services. It is intended to provide a clear and transparent explanation of our practices. We are committed to respecting your privacy and processing your personal data responsibly.

Last updated: This policy should be read as the current statement of our data handling practices.