Privacy Policy - Bromley Movers

This Privacy Policy explains how Bromley Movers collects, uses, stores, shares, and protects personal data when providing moving, removals, storage, packing, and related services. It applies to all Bromley Movers customers in the area, including prospective customers, current customers, and former customers who have used or enquired about our services. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to individuals who:

Request quotes or service information
Book moving or storage services
Communicate with us during the planning or performance of a move
Receive services as a customer or as a representative of a customer
Are listed as an additional contact, landlord, building manager, recipient, or authorised third party

Where a customer provides another person’s data, the customer is responsible for ensuring that person is aware of this Privacy Policy and, where required, has given permission for their data to be shared with us.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing our business, and meeting legal obligations. Depending on the service requested, we may collect the following categories of data:

2.1 Identity and Contact Data

Name
Address, including collection and delivery addresses
Email address
Telephone number
Company name or trading name, where applicable

2.2 Service and Transaction Data

Move dates and times
Inventory or list of items to be moved
Special handling requirements
Notes about access, parking, stairs, lifts, or property restrictions
Booking history, quotes, invoices, payment status, and service records

2.3 Communication Data

Enquiries and correspondence by email, telephone, message, or form submission
Customer feedback, complaints, and responses
Records of service updates or instructions

2.4 Payment and Financial Data

Payment method details, where needed for processing
Billing address
Transaction records and refund information

We do not intentionally collect special category data unless it is necessary and lawful to do so. Special category data includes information such as health, religion, political opinions, trade union membership, genetic data, biometric data, or data concerning sexual orientation. If a customer chooses to share sensitive information with us for service reasons, we will only process it where there is a lawful basis and appropriate safeguards.

3. How We Collect Personal Data

We collect data directly from customers and sometimes from authorised third parties. This may happen when you:

Request a quotation
Make a booking
Communicate with us about a move
Provide delivery instructions or access information
Submit a complaint or service query

We may also receive data from third parties such as property managers, landlords, estate agents, payment providers, or business partners where necessary for arranging and carrying out the service.

4. Why We Use Personal Data

We use personal data for the following purposes:

To provide quotes and assess service requirements
To manage bookings and carry out removals, storage, and related services
To communicate with customers about the service
To process payments, issue invoices, and manage accounts
To maintain accurate business and operational records
To resolve complaints, disputes, or claims
To comply with legal, tax, accounting, insurance, and regulatory requirements
To improve our services, operations, and customer experience
To protect against fraud, misuse, or security incidents

5. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under UK GDPR. The lawful bases we rely on include:

5.1 Contract

We process data where it is necessary to enter into or perform a contract with you. This includes providing quotations, arranging your move, delivering services, processing payments, and communicating about the contract.

5.2 Legal Obligation

We process data where necessary to comply with legal obligations, including tax, accounting, insurance, health and safety, and record-keeping duties.

5.3 Legitimate Interests

We may process data where it is in our legitimate interests to run and improve our business, provided those interests are not overridden by your rights and freedoms. Examples include service quality monitoring, internal administration, fraud prevention, and responding to customer enquiries.

5.4 Consent

In limited cases, we may rely on your consent, especially where it is required for specific optional processing. Where we rely on consent, you may withdraw it at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

6. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services, operate our business, or meet legal obligations. Where third parties process data on our behalf, they act as processors and are required to protect the data and use it only according to our instructions.

6.1 Types of Processors and Service Providers

IT and cloud service providers
Payment processing providers
Accounting and bookkeeping providers
Customer management and communication platforms
Storage and logistics support providers
Professional advisers, such as legal or insurance advisers

We may also share data with third parties who act as independent controllers, such as regulatory bodies, law enforcement, insurers, or other organisations where required by law or necessary to protect our rights, customers, or property.

We do not sell personal data. Any sharing is limited to what is necessary and appropriate for the purpose.

7. International Transfers

If any processor or service provider stores or accesses data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved transfer mechanisms, to protect your personal data to a standard consistent with UK GDPR.

8. Data Retention

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

8.1 Typical Retention Periods

Quotation and enquiry records: retained for a reasonable period to manage follow-up, customer service, and business analysis
Customer service and contract records: retained for the duration of the service relationship and afterwards where needed for claims or records
Payment and invoice records: retained for tax and accounting purposes in line with legal requirements
Complaint and dispute records: retained for the time needed to resolve issues and defend or establish legal claims

When personal data is no longer needed, we will securely delete, anonymise, or destroy it. In some cases, we may keep data longer if required by law or where it is necessary to establish or defend legal claims.

9. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include restricted access, secure storage, staff training, and access controls. While no system can be guaranteed completely secure, we take data protection seriously and review our safeguards regularly.

10. Your Rights

Under data protection law, you have rights over your personal data. These rights may be subject to conditions and exemptions, but we will always consider your request carefully. Your rights include:

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 ask us to delete your data in certain circumstances
Right to restriction - to ask us to limit how we use your data in certain circumstances
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
Right to withdraw consent - where processing is based on consent

If you want to exercise any of these rights, we will respond within the required timeframe and may ask for information to verify your identity. We aim to handle all requests fairly and transparently.

11. Complaints and Your Right to Raise Concerns

If you believe your data has been mishandled, you have the right to raise a complaint with the UK data protection regulator. We encourage you to contact us first so we can review and address the issue promptly. We take privacy concerns seriously and will investigate them carefully.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply from the date it is published. We encourage customers to review the policy periodically to stay informed about how we protect personal data.

13. Summary of Our Commitment

Bromley Movers is committed to processing personal data responsibly, lawfully, and with respect for your privacy. We only collect the information needed to provide our services, use it for clear and legitimate purposes, protect it with appropriate security measures, and retain it only for as long as necessary. We also ensure that customers in the area have clear rights and options regarding their personal data.