Privacy Policy - Movers Shoreditch

This Privacy Policy explains how Movers Shoreditch collects, uses, stores, shares, and protects personal data in connection with our moving services. It applies to all Movers Shoreditch customers in the area, including individuals, households, landlords, tenants, and businesses using our services. We are committed to handling personal data in line with the UK GDPR and the Data Protection Act 2018.

1. Who we are

Movers Shoreditch provides professional moving, packing, loading, transport, and related services. In order to deliver these services effectively, we may process personal data about our customers and, where relevant, their representatives, occupants, or recipients of goods. We act as a data controller for the personal data we determine how and why to process.

2. Personal data we collect

We may collect and process the following categories of personal data:

Identity data: name, title, and similar identifying details.
Contact data: address, email address, and telephone number.
Service data: information about the property, moving date, access instructions, inventory details, and service preferences.
Payment data: billing details and payment status, where relevant.
Communication data: messages, emails, call notes, and records of customer instructions.
Technical data: limited device and usage information when you interact with our digital systems, such as IP address or browser data.
Special category data: we do not usually seek this information, but it may be disclosed inadvertently in communications. If so, we will process it only where permitted by law and only when necessary.

We collect personal data directly from you, from persons authorised to act on your behalf, and from third parties involved in arranging or receiving moving services, where appropriate and lawful.

3. How we use personal data

We use personal data for the following purposes:

to provide quotations and confirm bookings;
to plan, manage, and complete moving services;
to communicate with you about appointments, access, and service updates;
to process payments and maintain accounting records;
to respond to enquiries, complaints, and claims;
to maintain operational, security, and administrative records;
to comply with legal, regulatory, and insurance obligations;
to improve our services, training, and internal processes.

We only use your personal data where we have a lawful basis to do so. We are careful to ensure our processing is fair, limited, and transparent.

4. Lawful basis for processing

Under data protection law, we rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging your move, coordinating logistics, and delivering agreed services.

Legal obligation

We may process data where necessary to comply with legal obligations, including accounting, tax, fraud prevention, insurance, and record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your interests and rights do not override those interests. This may include managing customer relationships, preventing misuse of services, and improving service quality. We ensure that any such processing is proportionate and restricted to what is needed.

Consent

In limited circumstances, we may rely on your consent, for example where specific optional communications or special processing are involved. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing your data and processors

We may share personal data with trusted third parties where necessary for the delivery of services or to meet legal obligations. These third parties may act as processors or independent controllers depending on the circumstances.

Payment providers: to process charges and refunds.
IT and cloud service providers: to store data, manage systems, and support communications.
Accounting and administration providers: to assist with invoicing, bookkeeping, and compliance.
Insurance providers and claims handlers: where a claim or incident requires review.
Subcontracted service providers: where required to complete a booking or specialist task.
Professional advisers: such as legal or tax advisers, when needed.
Authorities or regulators: where disclosure is required by law.

All processors are required to act only on our instructions, keep personal data secure, and implement appropriate technical and organisational measures. We do not allow processors to use your personal data for their own purposes unless they are an independent controller acting under a separate legal basis.

6. International transfers

Where personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections. We will only transfer data where this is necessary and where suitable protections are available.

7. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason for processing.

In general:

customer and booking records may be retained for a reasonable period after completion of the service;
financial and tax records are retained in line with legal obligations;
complaints, claims, and dispute records may be kept for longer where needed to establish, exercise, or defend legal claims;
data collected for marketing or optional communications will be retained only until you object or withdraw consent, where applicable.

When data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

8. Security of your personal data

We take appropriate steps to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. Measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our procedures. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks involved.

9. Your rights under data protection law

You have a number of rights in relation to your personal data. Subject to legal limits, these may 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 request deletion of personal data in certain circumstances.
Right to restriction: to ask us to limit processing in some situations.
Right to data portability: to receive certain data in a structured, commonly used format.
Right to object: to 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.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise any concerns with us first so we can address them promptly and fairly.

10. 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 move and provided by an adult with responsibility for the arrangement. Where such data is processed, it is handled with particular care and only for service-related purposes.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or data handling practices. Any revised version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their personal data is used.

12. Summary of our commitment

Movers Shoreditch is committed to processing personal data lawfully, fairly, and securely. We collect only what is necessary to provide reliable moving services, retain it for no longer than required, and share it only with trusted processors or where the law permits. We respect your privacy and your rights, and we aim to handle every request with care, transparency, and professionalism.