Privacy Policy - Greenwich Movers

Effective Date: This Privacy Policy explains how Greenwich Movers collects, uses, stores, shares, and protects personal data. It applies to all Greenwich Movers customers in the area, including individuals who request quotes, book services, receive moving or storage services, or otherwise interact with us in connection with our operations.

1. Introduction

Greenwich Movers is committed to handling personal data in a lawful, fair, and transparent manner in accordance with applicable data protection laws, including the UK GDPR and the Data Protection Act 2018 where relevant. This Privacy Policy describes the personal information we process, the reasons we process it, the lawful bases we rely on, how long we keep it, the third parties who may process it on our behalf, and the rights available to you.

By using our services, submitting information to us, or communicating with us in connection with a move, you acknowledge that your personal data may be processed as described in this policy.

2. Personal Data We Collect

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

Identity data: name, title, and any other identifying details you provide.
Contact data: address, email address, and telephone number.
Service and booking data: move dates, property details, inventory lists, access information, packing preferences, and service notes.
Payment data: billing details, transaction records, and payment confirmation information. We do not necessarily store full payment card details if these are handled by a secure payment processor.
Communication data: correspondence, inquiries, complaints, feedback, and records of phone, email, or written communication.
Technical data: device information, IP address, browser type, and log data if you interact with our digital services.
Special category data: in limited circumstances, information about health, accessibility needs, or other sensitive details that you voluntarily share to help us carry out services safely and appropriately.

We generally collect personal data directly from you. In some cases, we may receive it from another person acting on your behalf, such as a family member, landlord, estate agent, solicitor, or business representative, where this is relevant to your move.

3. How We Use Your Data

We use personal data only where permitted by law and for legitimate business purposes related to moving and relocation services. Typical uses include:

providing quotations and managing bookings;
planning, carrying out, and improving moving services;
communicating with you about schedules, access, delays, or service changes;
processing payments and maintaining accounting records;
handling complaints, claims, and service disputes;
meeting legal, tax, insurance, and regulatory obligations;
protecting against fraud, misuse, and security incidents;
assessing and improving our operations, customer experience, and service quality.

We will not use your data for purposes that are incompatible with the original reason it was collected unless we have a lawful basis to do so and, where required, have informed you appropriately.

4. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis for each type of processing. Greenwich Movers relies on the following bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, providing moving services, issuing invoices, and responding to service requests.

Legal Obligation

We may process data when necessary to comply with legal or regulatory obligations, such as tax recordkeeping, insurance requirements, or responding to lawful requests from authorities.

Legitimate Interests

We may process certain data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include service administration, operational planning, fraud prevention, internal recordkeeping, and improving our services. We always assess whether such processing is appropriate and proportionate.

Consent

In some situations, we may rely on your consent, especially for optional processing or for any special category data that is not otherwise necessary for service delivery. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the nature of the data and the reason for processing.

Customer and service records: generally retained for the period required to manage the service relationship and any related dispute or claim.
Financial and tax records: retained for the period required under applicable laws and accounting standards.
Complaints and claims: retained for as long as needed to investigate, resolve, or defend the matter.
Technical and security logs: retained for a limited period necessary for operational security and troubleshooting.

When personal data is no longer required, we will delete it, anonymise it, or securely archive it in line with our retention practices and legal obligations.

6. Sharing Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services, operate our business, or comply with the law. These third parties may act as processors or, in some cases, independent controllers.

Examples of processors may include:

IT and cloud service providers that host or support our systems;
payment processing providers that handle transactions securely;
accounting and invoicing service providers;
customer relationship management and communications platforms;
survey, feedback, or operational support tools;
subcontracted service partners involved in the completion of your move, where necessary.

Where a third party acts as a processor, they are required to process personal data only on our instructions, keep it secure, and comply with data protection obligations. We do not sell your personal data.

We may also disclose data if required by law, by court order, to enforce our terms, to protect our rights or the rights of others, or to investigate suspected unlawful activity.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, encryption where appropriate, staff confidentiality obligations, secure storage, and regular review of our procedures.

While we take data protection seriously, no system is entirely risk-free. If a data incident occurs, we will act promptly in accordance with applicable legal obligations.

8. Your Rights

You have a number of rights in relation to your personal data. Subject to legal conditions and exceptions, 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 your data in certain circumstances.
Right to restriction: to ask us to limit processing in specific situations.
Right to object: to object to processing based on legitimate interests or direct marketing, where applicable.
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 may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law unless an extension is permitted due to complexity or volume.

9. Children’s Data

Our services are intended for adults and business customers arranging moving services. We do not knowingly collect personal data from children unless it is necessary in the context of a household move and is provided by an adult with authority to do so.

10. International Transfers

If any of our processors or service providers store or access data outside the UK or the relevant jurisdiction, we will ensure that appropriate safeguards are in place to protect your personal data. Such safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or processing practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically to stay informed about how we protect your information.

12. Summary of Key Points

We collect only the personal data needed to provide and manage moving services.
We rely on contract, legal obligation, legitimate interests, and consent where appropriate.
We keep data only as long as necessary for service, legal, tax, and claim-related reasons.
We may share data with vetted processors under strict instructions and safeguards.
You have rights to access, correct, erase, restrict, object, and, in some cases, port your data.

This Privacy Policy is intended to provide clear information about how Greenwich Movers handles personal data for all customers in the area and should be read together with any service terms that apply to your booking.