Moving Furniture Privacy Policy and Data Protection
This Privacy Policy explains how Moving Furniture collects, uses, stores, and protects personal data relating to our services. It applies to all Moving Furniture customers and prospective customers in our service area, as well as visitors who interact with us for quotations, bookings, and customer support. We are committed to handling your personal data in accordance with the General Data Protection Regulation and all applicable data protection laws.
Scope and Data Controller
This Privacy Policy covers all personal data processed by Moving Furniture in connection with the planning, provision, and follow up of moving, transport, storage, and related services. Moving Furniture is the data controller for personal data described in this Policy, meaning we determine the purposes and means of the processing.
Categories of Personal Data We Collect
We only collect personal data that is necessary to provide and improve our services. The types of data we may collect include:
Identification and contact details, such as full name, postal address, service addresses for collection and delivery, and city or area of residence. We may also record your preferred method of contact where you choose to provide it.
Service and contract details, such as details of your move or transport request, inventory information you choose to provide, access information for buildings, dates and times for services, specific service instructions, contract and booking references, and records of services provided.
Payment and billing information, such as billing address, payment method details as provided through our chosen payment processors, invoices, payment status and history, and records of refunds where applicable. We do not store full payment card information where a secure payment processor is used.
Communication data, including records of communications with you, such as booking confirmations, service updates, complaints, queries, and any feedback you send to us.
Technical and usage data, where applicable, such as aggregated and anonymised information on how you interact with our website or online tools and basic device or browser information collected for security and functionality purposes.
How We Collect Personal Data
We may obtain personal data in the following ways:
Directly from you when you request a quotation, make a booking, complete a form, communicate with us, or provide information to our staff on site.
Automatically through limited technical data when you visit our website or use our online tools. This may include the use of essential cookies or similar technologies for security and performance.
From third parties, such as payment service providers who confirm payment status, or partners that support us in providing services, to the extent 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 lawful bases:
Performance of a contract. We process personal data to provide our moving and related services, to prepare and send quotations, to make and manage bookings, to issue invoices, to take payment, and to fulfil our contractual obligations.
Compliance with legal obligations. We may process data to comply with tax, accounting, and other mandatory regulations, to respond to lawful requests from public authorities, and to maintain appropriate business records.
Legitimate interests. We may process personal data where it is necessary for our legitimate interests and where these interests are not overridden by your rights and freedoms. Examples include improving our services, handling queries and complaints, preventing fraud and misuse of our services, ensuring the safety and security of staff and customers, and maintaining business continuity.
Consent. In limited cases, we may rely on your consent, for example for certain types of marketing communications where required by law. Where processing is based on consent, you may withdraw your consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
Purposes of Processing
We use personal data for clearly defined purposes, including:
Managing enquiries and quotations, such as responding to your requests for information, preparing quotations, and communicating about potential services.
Providing and managing services, including arranging and carrying out moves, transport and storage, coordinating with you and relevant third parties, and adjusting our services to meet your requirements.
Customer service, such as responding to questions, handling complaints, resolving issues, and recording communications to improve our support.
Billing and financial administration, including creating invoices and receipts, processing payments, managing refunds, and maintaining accounting records.
Service improvement and analytics, such as assessing the quality of our services, training staff, and improving our internal processes, using aggregated or anonymised data where possible.
Legal and regulatory purposes, including compliance with applicable laws, exercising or defending legal claims, and cooperating with authorities where lawfully required.
Data Retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, and in line with legal and regulatory requirements.
Service and contract records are generally kept for the duration of the contract and for a period afterwards required by tax, accounting, and limitation laws. This period will usually be between several years and up to the maximum limitation period for legal claims in our jurisdiction.
Quotation and enquiry data may be kept for a shorter period where no contract is formed, to allow us to respond to follow up queries and maintain business records.
Communication records and complaint files are kept for as long as needed to resolve the issue and for any subsequent period necessary to protect our legal interests.
Where data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in accordance with our data retention procedures.
Data Processors and Third Parties
We may share personal data with selected third parties who act as data processors on our behalf. These processors only process personal data according to our instructions and under written contracts that require them to implement appropriate technical and organisational measures.
Categories of processors and recipients may include:
IT and hosting providers that supply and maintain our business systems and data storage solutions.
Payment service providers that process payments and handle transaction security.
Professional advisers, such as accountants, auditors, or legal advisers, who may access necessary information in the course of providing services to us.
Operational partners and subcontractors involved in delivering parts of our services, to the extent necessary for the service to be provided.
Public authorities and regulators where we are legally required to share information, or where sharing is necessary to protect our rights or the rights of others.
We do not sell your personal data and do not share it with third parties for their independent marketing purposes.
International Data Transfers
Where we use service providers located outside the European Economic Area or the United Kingdom, or where data is accessed from such locations, we ensure that appropriate safeguards are in place, such as adequacy decisions or standard contractual clauses, in accordance with applicable data protection law.
Security of Personal Data
We take reasonable technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include access controls, staff training, secure storage and backup procedures, and regular review of our security practices. No system can be completely secure, but we work to continuously improve our safeguards.
Your Data Protection Rights
Under data protection law, and subject to applicable conditions and exemptions, you have several rights in relation to your personal data:
The right of access. You can request confirmation as to whether we process your personal data and receive a copy of that data.
The right to rectification. You can ask us to correct inaccurate or incomplete personal data.
The right to erasure. You can, in certain circumstances, request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected.
The right to restriction of processing. You can request restriction of processing in certain situations, for example while we verify the accuracy of data or consider an objection.
The right to data portability. You can request to receive certain personal data in a structured, commonly used, machine readable format and have it transmitted to another controller where technically feasible and where the legal basis allows.
The right to object. You can object to processing based on our legitimate interests, including profiling, and we will stop processing unless we demonstrate compelling legitimate grounds. You also have the right to object at any time to direct marketing.
Where processing is based on your consent, you have the right to withdraw consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with a competent data protection supervisory authority if you believe your rights have been infringed.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any updates will apply from the date of publication. We encourage you to review this Policy periodically to stay informed about how we protect your personal data.
