Privacy Policy - Clapham Movers

Clapham Movers is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide moving services to our customers in the Clapham area. It applies to all Clapham Movers customers in the area, including people who request quotes, book services, receive services, or otherwise interact with us.

1. Who We Are

For the purposes of applicable data protection law, Clapham Movers acts as the data controller for personal information we collect in connection with our moving, packing, storage coordination, and related services. This means we decide how and why your personal data is processed, and we are responsible for ensuring it is handled lawfully, fairly, and transparently.

2. Personal Data We Collect

We collect only the information needed to provide our services effectively and manage our business. The categories of personal data we may collect include:

Identity details such as your name and, where relevant, the names of other household members or authorised representatives.
Contact details such as email address, telephone number, and moving address information.
Service information such as requested moving dates, inventory details, property access information, and special handling instructions.
Billing and payment information such as invoice details, payment status, and limited transaction records.
Communication records such as emails, text messages, call notes, and complaint or feedback correspondence.
Technical information where you interact with our digital systems, such as IP address, device details, or basic usage logs.
Evidence required for service delivery such as photographs of items or property access points, when necessary for estimating or completing the move.

We do not intentionally collect special category data unless you choose to share it with us or it is necessary for a specific service requirement. If such data is provided, we will handle it in accordance with data protection law and only where a lawful basis exists.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and assess service requirements;
to manage bookings, planning, and delivery of moving services;
to communicate with you about your move, access arrangements, and any changes;
to issue invoices, process payments, and maintain financial records;
to respond to questions, complaints, and service requests;
to improve our services, train staff, and maintain operational standards;
to comply with legal, tax, insurance, and regulatory obligations;
to establish, exercise, or defend legal claims where necessary.

We will only use your personal data for the purposes explained in this Policy or for compatible purposes permitted by law. If we need to use it for a new purpose, we will make sure that use is lawful and appropriate.

4. Lawful Basis for Processing

Under the UK GDPR and GDPR principles, we must have a lawful basis to process your personal data. Depending on the type of data and the reason for processing, we rely on one or more of the following bases:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes you request, scheduling your move, delivering moving services, and handling payment and service administration.

Legal Obligation

We may process personal data where required to comply with legal obligations, including accounting, tax, insurance, fraud prevention, and other regulatory responsibilities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include improving our services, maintaining internal records, preventing misuse, and managing operational security.

Consent

In limited cases, we may rely on your consent, such as where you voluntarily agree to receive certain non-essential communications or where consent is otherwise required by law. If we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share your personal data with trusted third parties only when necessary and appropriate. These third parties may act as processors on our behalf or, in some cases, as independent controllers. We require all processors to handle personal data securely and in line with data protection laws.

Examples of processors and service providers may include:

Payment service providers who process card or bank transactions;
Accounting and bookkeeping providers who assist with invoicing and financial records;
IT and cloud service providers who store or support secure data systems;
Communication tools used to send service updates or manage customer correspondence;
Professional advisers such as insurers, auditors, or legal advisers where necessary;
Subcontractors or operational partners who help deliver parts of the moving service under our instruction.

We do not sell your personal data. We only disclose information where it is necessary for service delivery, legal compliance, fraud prevention, business administration, or with your consent where required.

6. International Transfers

If any processor or service provider stores or accesses personal data outside the United Kingdom or the European Economic Area, we will take appropriate safeguards to ensure your information remains protected. These safeguards may include approved contractual protections and assessments of the receiving country’s legal framework.

7. Data Retention

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

Quotation and enquiry data may be kept for a limited period to manage follow-up and business administration.
Customer and service records are generally retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Complaint, dispute, and claims records may be kept longer where needed to resolve issues or defend legal claims.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention procedures.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and limiting access to information on a need-to-know basis.

While no system is completely secure, we take data protection seriously and regularly review our safeguards to reduce risk.

9. Your Rights

Depending on your location and the legal basis for processing, you may have the following rights regarding your personal data:

Right of access to obtain a copy of the personal data we hold about you;
Right to rectification to correct inaccurate or incomplete information;
Right to erasure in certain circumstances, also known as the right to be forgotten;
Right to restrict processing in certain situations;
Right to object to processing based on legitimate interests or direct marketing;
Right to data portability where processing is based on consent or contract and carried out by automated means;
Right to withdraw consent at any time where processing is based on consent;
Right to complain to the relevant data protection authority if you believe your data has been mishandled.

To protect your privacy, we may need to verify your identity before responding to a rights request. We will respond within the time limits required by law.

10. Children’s Data

Our services are intended for adults arranging moving services. We do not knowingly collect personal data directly from children for marketing or unrelated purposes. If a child’s information is included as part of a household move, we will process it only where necessary for service delivery and in accordance with this Policy.

11. 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 processing practices. Any revised version will apply from the date it becomes effective. We encourage customers to review this Policy periodically so they remain informed about how we handle personal data.

12. Summary of Our Commitment

Clapham Movers is committed to processing personal data lawfully, fairly, and transparently. We collect only what is needed, use it for clear and legitimate purposes, keep it securely, and retain it only for as long as necessary. We also respect your rights and expect our processors to do the same.

This Privacy Policy applies to all Clapham Movers customers in the area.