Privacy Policy - Fulham Movers

This Privacy Policy explains how Fulham Movers collects, uses, stores, shares, and protects personal data. It applies to all Fulham Movers customers in the area, including individuals who request quotes, book removals, use storage or packing services, or otherwise interact with our services. We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data We Collect

We only collect personal data that is necessary for providing our services, managing our business, and meeting legal obligations. The types of data we may collect include:

Identity data: name, title, and any business or household name provided to us.
Contact data: address, email address, telephone number, and preferred communication details.
Service data: details about your move, property access, inventory items, move dates, and service preferences.
Payment data: billing information, transaction records, and limited payment details needed to process charges.
Technical data: basic information about how you interact with our digital systems, where applicable, such as device identifiers or browsing data.
Communication data: records of emails, calls, messages, complaints, feedback, and service requests.
Special category data: we do not usually seek to collect special category data. If such information is accidentally provided, it will be handled with additional care and only where lawfully permitted.

We may collect data directly from you, from persons acting on your behalf, or from third parties involved in arranging your move, such as estate agents, landlords, storage providers, or insurance-related parties where relevant.

2. How We Use Your Data

We use personal data for specific and legitimate purposes, including:

providing quotations and assessing service requirements;
arranging, confirming, and carrying out removals and related services;
communicating with you about schedules, access, changes, or issues;
processing payments, refunds, and accounting records;
managing complaints, claims, and service follow-up;
maintaining business records and legal compliance;
protecting our operations, staff, and customers from fraud or misuse;
improving our services, training, and internal processes.

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

3. Lawful Basis for Processing

Under GDPR, we must identify a lawful basis for each processing activity. Fulham 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 preparing quotes, arranging services, completing removals, handling payments, and delivering support connected to those services.

Legal obligation

We may process personal data where needed to comply with laws and regulations, including tax, accounting, record-keeping, insurance, and regulatory requirements.

Legitimate interests

We may process data where necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include business administration, service improvement, fraud prevention, dispute handling, and securing our systems. We always consider whether the processing is necessary and proportionate.

Consent

Where required by law, we rely on your consent, for example for certain optional marketing communications. You may withdraw consent at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

4. Sharing and Processors

We may share personal data with trusted third parties acting as processors or, in some cases, independent controllers. These parties only receive the information needed to perform their functions and must handle it securely and lawfully.

Processors may include:

payment service providers;
IT hosting, software, and system support providers;
storage and logistics partners;
accountants and professional advisers;
insurance or claims handlers where relevant;
communication and administration service providers.

Where we engage processors, we use appropriate written agreements that require them to process data only on our instructions, protect it appropriately, and assist us with data protection obligations.

We may also disclose data where required by law, for example to law enforcement, courts, regulators, or public authorities. If a business transfer occurs, such as a merger or sale, personal data may be transferred as part of that transaction, subject to applicable safeguards.

5. International Transfers

In some cases, a processor or service may store or access data outside the UK. If this happens, we will ensure appropriate safeguards are in place, such as approved contractual protections or other lawful transfer mechanisms, to keep your data protected to a standard consistent with UK GDPR.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods depend on the type of data and the context in which it was collected.

In general, we may keep:

quotation and booking records for a reasonable period to manage enquiries and repeat services;
contract and service records for the duration of the service relationship and a further period where needed for claims or dispute resolution;
financial and tax records for the period required by law;
complaint and incident records for as long as needed to manage the matter and protect our legal position.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Retention is reviewed periodically to ensure we do not keep personal data longer than necessary.

7. Your Rights

As a data subject, you have rights in relation to your personal data. These rights may apply depending on the legal basis and the circumstances of processing. They include:

Right of access: you can request confirmation of whether we hold your personal data and obtain a copy.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: you can request deletion of data in certain circumstances.
Right to restrict processing: you can ask us to limit how we use your data in some situations.
Right to data portability: you may request your data in a structured, commonly used format where applicable.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been mishandled. We encourage you to raise concerns with us first so we can try to resolve them promptly.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff training, and restricted information handling procedures. While no system is completely risk-free, we work to maintain a level of security appropriate to the nature of the data we process.

9. Data Accuracy and Your Responsibilities

We aim to keep personal data accurate and up to date. You should let us know if your details change or if any information we hold about you is incorrect. Accurate data helps us provide services safely and efficiently, especially where addresses, access instructions, or service schedules are involved.

10. Children’s Data

Our services are intended for adults and business customers arranging removals or related logistics. We do not knowingly collect personal data from children except where it is incidental to the service and necessary in a household context. If we become aware that we have collected child-related data without appropriate justification, we will take steps to delete or protect it as required.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we handle personal data. Any updated version will apply from the date it is published or otherwise communicated to you. We encourage you to review this policy periodically so you remain informed about how your information is used.

12. Summary of Our Commitment

Fulham Movers is committed to processing personal data lawfully, fairly, and transparently. We collect only the information needed to deliver our services, rely on appropriate lawful bases, use trusted processors under contract, retain data for no longer than necessary, and respect your GDPR rights. Our approach is designed to protect privacy while allowing us to provide reliable moving services to customers across the local area.