Privacy Policy - Battersea Movers

This Privacy Policy applies to all Battersea Movers customers in our service area. It explains how we collect, use, store, share, and protect personal data when we provide moving, packing, storage, and related services. It also explains the rights individuals have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Battersea Movers is a moving services provider that handles personal data in connection with bookings, quotations, home and office removals, packing, storage arrangements, and customer support. We act as a data controller for the personal data we determine how and why to process. In some limited situations, we may act as a data processor when handling information strictly on behalf of another controller.

2. Personal Data We Collect

We only collect personal data that is necessary for our operations and service delivery. The data we collect may include:

Identity details such as name and title;
Contact details such as address, email address, and telephone number;
Service information such as move dates, property details, inventory lists, access notes, and special handling instructions;
Billing and payment details such as invoice records, payment status, and transaction references;
Communication records such as emails, messages, call notes, and complaint correspondence;
Technical data such as device or browser information when you interact with our digital systems;
Verification information where needed to confirm identity, prevent fraud, or protect our services;
Special category data only where strictly necessary and usually only if you choose to share it, for example access needs, health-related delivery considerations, or vulnerability-related support requirements.

We do not seek to collect unnecessary personal data. Where special category data is involved, we apply additional safeguards and process it only when there is a lawful basis and an appropriate condition under data protection law.

3. How We Collect Personal Data

We may collect data directly from you when you request a quote, make a booking, complete forms, communicate with us, or provide instructions for a move. We may also collect data from:

payment providers;
insurance or claims handlers;
third parties you authorise, such as landlords, estate agents, solicitors, or employers;
publicly available sources where needed to verify information or manage a service request.

We may also receive data from members of your household, authorised representatives, or business contacts involved in the move.

4. Why We Use Personal Data

We use personal data for the following purposes:

to provide quotations and assess service requirements;
to arrange and deliver moving, packing, storage, and related services;
to communicate with customers about bookings, schedules, and service updates;
to process payments and maintain financial records;
to handle claims, complaints, and service disputes;
to maintain internal records and improve our services;
to meet legal, tax, regulatory, and insurance obligations;
to protect our staff, property, and business from fraud, abuse, or unlawful activity;
to send service-related notices and operational communications.

We do not use personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so.

5. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Battersea Movers relies on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering services, issuing invoices, and handling service-related communications.

Legal Obligation

We process data when required to comply with legal duties, including tax records, accounting obligations, insurance requirements, and lawful requests from authorities.

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 service improvement, fraud prevention, business administration, security, and record keeping. Where we rely on legitimate interests, we assess the impact of the processing and apply appropriate safeguards.

Consent

In limited cases, we rely on consent, especially where the law requires it or where processing is optional. If we use consent, you may withdraw it at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

Vital Interests and Public Task

These bases are unlikely to apply in normal circumstances, but may be used in rare situations where necessary to protect a person’s vital interests or where processing is required for a public task under law.

6. Who We Share Data With

We may share personal data only when necessary and on a need-to-know basis. Recipients may include:

Service providers and processors who assist with payment processing, IT support, cloud storage, communications, accounting, customer management, or logistics;
Insurance providers and claims handlers where a claim or incident must be managed;
Professional advisers such as accountants, legal advisers, or auditors;
Public authorities where disclosure is required by law;
Third parties involved in your move where you have authorised us to coordinate with them.

We require processors to act only on our instructions, to protect data appropriately, and to use it only for the agreed purpose. We do not sell personal data.

7. Processors

Where Battersea Movers uses processors, we remain responsible for ensuring that personal data is handled lawfully, securely, and in line with written contracts. Typical processor categories may include:

IT hosting and cloud service providers;
email and communications platforms;
billing and payment processors;
customer relationship management tools;
document storage and secure backup services;
record management and administrative support providers.

We take reasonable steps to confirm that processors provide suitable technical and organisational measures, including access controls, encryption where appropriate, and incident reporting obligations.

8. International Transfers

If personal data is transferred outside the UK, we will ensure that adequate safeguards are in place. This may include an adequacy decision, the UK International Data Transfer Agreement, or other lawful transfer mechanisms. We review international transfer arrangements to reduce risk and protect your data rights.

9. Data Retention

We keep personal data only for as long as necessary for the purposes described in this Privacy Policy, including legal, accounting, insurance, and operational requirements. Retention periods vary depending on the type of information and the context in which it was collected.

Quotation and booking records are retained for a reasonable period to manage queries, service history, and administrative needs;
Financial and tax records are retained for the period required by law;
Claims, complaints, and dispute records are kept for as long as needed to resolve issues and defend legal claims;
Technical and security logs are retained for a limited period unless needed for investigation or compliance.

When data is no longer required, we will delete it securely or anonymise it so it can no longer identify an individual.

10. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access restrictions, secure storage, staff training, and regular review of data handling practices. Although no system can be guaranteed 100% secure, we work to reduce risk and respond promptly to suspected incidents.

11. Your Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to legal limits and exemptions. These rights include:

Right of access – to request a copy of your personal data;
Right to rectification – to ask us to correct inaccurate or incomplete data;
Right to erasure – to ask us to delete data in certain circumstances;
Right to restriction – to ask us to limit how we use your data;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to data portability – to request data you provided to us in a structured, commonly used format, where applicable;
Right to withdraw consent – where processing is based on consent;
Right not to be subject to automated decision-making – except where permitted by law.

You may exercise these rights by contacting us using the details provided through our usual customer service channels. We may need to verify your identity before responding. We aim to respond within the time limits set by law.

12. Complaints and Supervisory Authority

If you are concerned about how we handle your personal data, you have the right to raise a complaint with the relevant data protection authority. We encourage you to contact us first so we can try to resolve the issue promptly and fairly. You also have the right to seek legal remedies where appropriate.

13. Changes to This Privacy Policy

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

By using Battersea Movers services, you acknowledge that you have read and understood this Privacy Policy.