Privacy Policy
West Hampstead Movers Privacy Policy
This Privacy Policy explains how West Hampstead Movers collects, uses, stores and protects personal data relating to customers and prospective customers in our service area. It is intended to meet the requirements of the UK General Data Protection Regulation and associated data protection laws. By using our services, you acknowledge that you have read and understood this policy.
Scope and Data Controller
This Privacy Policy applies to all customers and prospective customers of West Hampstead Movers within our operating area, including individuals and business contacts. West Hampstead Movers is the data controller in respect of the personal data described in this policy, meaning we determine the purposes and means of processing that data.
Personal Data We Collect
We may collect and process the following categories of personal data when you contact us, request a quotation, make a booking, or use our services:
Identification and contact details, such as name, title, postal address for collection and delivery, billing address, and any alternative contact person you provide.
Contact details, such as email address and any other communication details you choose to provide when contacting us.
Service details, including information about your property access, inventory of items to be moved, dates and times of moves, parking or access instructions, and any special handling requirements.
Payment and transaction data, such as the amount charged, payment method and payment status. We do not store full payment card details, but we may receive limited information from payment providers required for accounting, fraud prevention and dispute resolution.
Communications and correspondence, including enquiries, complaints, feedback, and any other information you voluntarily provide via telephone, online forms or written communication.
Technical and usage data, which may include basic technical information collected when you visit our online services, such as device type, approximate location, and interaction with pages. This may be collected using cookies or similar technologies where permitted by law.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the context, we rely on the following bases:
Contract performance. We process personal data to provide our services, including providing quotations, confirming bookings, planning and carrying out moves, communicating with you about your move, issuing invoices and taking payment.
Legal obligations. We process certain data to meet legal and regulatory obligations, for example record keeping for tax and accounting, and responding to lawful requests from public authorities.
Legitimate interests. We may process data where it is necessary for our legitimate interests and those interests are not overridden by your rights and freedoms. This can include managing our business operations, improving our services, handling customer queries, exercising or defending legal claims, preventing fraud, and ensuring the security of our systems and vehicles.
Consent. Where required by law, we may rely on your consent to process data for specific purposes, such as certain forms of marketing. You can withdraw your consent at any time, though this will not affect processing carried out before your withdrawal.
How We Use Personal Data
We use the personal data we collect for the following purposes:
To respond to enquiries, provide quotations and discuss your moving requirements.
To create and manage bookings, plan routes, allocate staff and vehicles, and carry out moves safely and efficiently.
To manage payments, issue invoices, handle deposits and refunds, and keep proper business and financial records.
To communicate with you about your booking, including confirmations, updates, reminders and any changes to arrangements.
To improve our services, including reviewing feedback, analysing service performance, and training our staff.
To manage our business, including risk management, reporting, and the prevention and detection of fraud or misuse of our services.
To comply with legal and regulatory requirements that apply to our operations.
Data Sharing and Processors
We do not sell your personal data. However, we may share your data with trusted third parties where necessary for the purposes described in this policy, and where they act as data processors on our behalf.
These processors may include providers of IT systems and hosting services, communications and email platforms, payment processing and accounting services, route planning or logistics systems, and document storage or shredding services.
Where we use processors, they are only permitted to process personal data in accordance with our instructions, for the purposes we specify, and subject to appropriate confidentiality and security obligations. We take reasonable steps to ensure that processors provide sufficient guarantees that they will implement appropriate technical and organisational measures to protect your data.
We may also share data where necessary with professional advisers, such as accountants or legal advisers, and with public authorities or law enforcement where we are required to do so by law or where this is necessary to protect our rights, property or safety or those of others.
International Transfers
Our primary operations are based in the United Kingdom. If any of our service providers or systems involve the transfer of personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your data, such as the use of data protection clauses approved by relevant authorities or other lawful transfer mechanisms.
Data Retention
We retain personal data only for as long as is necessary for the purposes for which it was collected, and to meet our legal, accounting and reporting obligations.
In general, we keep records relating to moves and associated financial information for a period required by tax and accounting laws. Enquiries that do not lead to a booking may be kept for a shorter period, taking into account our need to manage enquiries, follow up where appropriate, and analyse service demand.
When personal data is no longer required, we will take reasonable steps to delete or anonymise it in a secure manner.
Security of Personal Data
We implement appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Measures may include access controls, staff training, secure disposal of records, and regular review of our procedures and systems.
While we take reasonable steps to protect your data, no system can be completely secure. You should take care when providing personal information and ensure that any communications you send to us are transmitted securely where possible.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and exemptions and may not apply in all situations. Subject to those limitations, you may have the right to:
Access your personal data and receive a copy of the information we hold about you.
Request correction of inaccurate or incomplete personal data.
Request deletion of your personal data where there is no good reason for us to continue processing it, for example where it is no longer necessary for the purposes for which it was collected and we have no legal obligation to retain it.
Object to the processing of your personal data where we are relying on legitimate interests and you believe your rights and interests override ours.
Request restriction of processing in specific circumstances, for example while we verify the accuracy of data or assess an objection.
Request that your personal data be provided to you or to another controller in a structured, commonly used and machine readable format, where technically feasible and where the processing is based on consent or contract and carried out by automated means.
Withdraw consent at any time where we rely on consent as our lawful basis. This will not affect the lawfulness of any processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with a supervisory authority if you are concerned about the way we handle your personal data. In the United Kingdom, this is the Information Commissioners Office. We encourage you to contact us first so we have the opportunity to address your concerns.
Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our data processing practices or legal requirements. Any updates will be made available under the revised effective date. You should review this policy periodically to stay informed about how we handle personal data.
