Privacy Policy - Bromley Removals

This Privacy Policy explains how Bromley Removals collects, uses, stores, shares, and protects personal data when providing removal and related services. It applies to all Bromley Removals customers in the area, including individuals, households, landlords, tenants, and businesses who request quotes, make bookings, receive services, or otherwise interact with us. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Bromley Removals is a removal services provider offering local and regional moving assistance, packing support, furniture handling, storage coordination, and related services. In delivering these services, we act as a data controller for the personal information we determine the purposes and means of processing. This means we are responsible for deciding how your data is used and for ensuring that it is processed lawfully and securely.

2. Personal Data We Collect

We only collect personal data that is necessary for legitimate business and service purposes. The categories of information we may collect include:

Identity data such as your name, title, and business or household details.
Contact data such as your address, email address, and telephone number.
Service information such as moving dates, property access details, inventory lists, and service preferences.
Billing and payment data such as invoicing details, transaction records, and payment status.
Communication data including emails, messages, notes from calls, and records of complaints or feedback.
Technical data where applicable, such as device or browser information obtained through standard website or email systems.
Special category data only where absolutely necessary and usually not intentionally collected; if such data is shared with us by you, we will handle it with additional care and only where a lawful basis applies.

We do not collect more data than is needed for the requested service. If you choose not to provide certain information, we may be unable to complete a quote, arrange a move, or carry out specific parts of our service.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations, plan removals, and confirm bookings.
To manage the moving process, including logistics, scheduling, and access arrangements.
To communicate with you about your booking, service updates, and any changes or issues.
To issue invoices, process payments, and maintain financial records.
To respond to enquiries, complaints, claims, or requests for support.
To maintain service quality, train staff, and improve operational efficiency.
To meet legal, tax, accounting, and regulatory obligations.
To prevent fraud, misuse, or other unlawful activity.

We process data only for the purpose for which it was collected or for a compatible purpose that is reasonably expected. We take care to ensure that all processing is proportionate and limited to what is necessary.

4. Lawful Basis for Processing

Under GDPR, we must identify a lawful basis for each processing activity. Bromley Removals relies on the following lawful bases:

Performance of a Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out the move, and handling service-related communications.

Legitimate Interests

We may process data based on our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include improving services, managing internal records, preventing fraud, and maintaining security.

Legal Obligation

We process certain information to comply with legal obligations, such as tax law, accounting requirements, insurance purposes, and record-keeping duties.

Consent

In limited situations, we may rely on your consent, particularly where processing is optional and not required for the service. Where consent is used, you may withdraw it at any time without affecting the lawfulness of prior processing.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services or meet legal requirements. These third parties may act as processors or, in some cases, independent controllers. We only use service providers that can offer appropriate safeguards and we put arrangements in place to ensure data is handled securely.

Typical processors or recipients may include:

IT and cloud service providers used for secure storage, email, and administrative systems.
Accounting and bookkeeping providers used for invoicing, payments, and financial records.
Payment service providers used to process card or online transactions.
Operational subcontractors such as drivers, movers, or packing support partners acting on our instructions.
Legal, insurance, or dispute resolution professionals where needed to handle claims or comply with law.

Where we use processors, they are permitted to process your data only according to our instructions and only for the agreed purposes. We seek to ensure that all processors maintain appropriate technical and organisational security measures.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and to meet any legal, accounting, or reporting obligations. Retention periods depend on the type of data and the reason for holding it.

Quotation and enquiry records may be retained for a limited period to manage follow-up and business administration.
Contract, booking, invoice, and payment records may be retained for several years to satisfy accounting and tax obligations.
Complaints, claims, and dispute records may be retained for longer where needed to protect legal rights.

When personal data is no longer required, we will delete, anonymise, or securely destroy it. We review our retention practices regularly to ensure that data is not kept longer than necessary.

7. Data Security

We take the security of personal data seriously. Measures may include access controls, password protection, secure storage, staff confidentiality obligations, and regular review of our systems and processes. While no system can be guaranteed to be completely secure, we take reasonable and appropriate steps to prevent unauthorised access, accidental loss, alteration, disclosure, or destruction.

8. International Transfers

If any service provider processes data outside the UK, we will ensure that appropriate safeguards are in place, such as an adequacy decision, approved contractual terms, or other legally recognised transfer mechanisms. This is done to maintain a level of protection equivalent to UK data protection standards.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing. They 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 your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
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 where applicable.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. In some cases, legal obligations or legitimate interests may allow us to retain or continue processing certain information despite a request.

10. Marketing

We do not use your personal data for unsolicited marketing without a lawful basis. Where marketing communications are permitted, you can object or opt out at any time. We will respect your preferences and stop sending such communications where required.

11. Children’s Data

Our services are generally intended for adults and businesses. We do not knowingly collect personal data from children unless it is incidentally provided in connection with household service arrangements. Where such data is received, it will be processed only as necessary and in accordance with applicable legal requirements.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any updated version will apply from the time it is issued. We encourage customers in the area to review this policy periodically so they remain informed about how their information is handled.

13. Summary of Our Commitment

Bromley Removals is committed to protecting your privacy and using your personal data responsibly. We collect only the information needed to provide reliable removal services, rely on lawful bases under GDPR, share data only with trusted processors when necessary, retain data only for appropriate periods, and respect your rights as a data subject. Our goal is to ensure that all customers in the area can rely on a service that is both professional and privacy-conscious.