Privacy Policy - Removals Todenmark

This Privacy Policy explains how Removals Todenmark collects, uses, stores, shares, and protects personal data when providing removals and related services. It applies to all Removals Todenmark customers in the area, including individuals, households, landlords, tenants, and business customers who use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Removals Todenmark provides moving, packing, loading, transport, and associated relocation services. In performing these services, we may process personal data about customers, recipients, building contacts, and other individuals involved in a move. We act as a data controller for the personal data we collect and determine the purposes and means of processing. In some cases, we may act as a processor where we handle data strictly on behalf of a business customer under their instructions.

2. Personal Data We Collect

We only collect personal data that is necessary for arranging, delivering, and managing our services. The types of information we may collect include:

Identity data such as name, title, and business name where relevant.
Contact data such as address, email address, and telephone number.
Service details such as moving date, origin and destination addresses, inventory information, access requirements, and special handling instructions.
Payment and billing data such as invoices, payment status, and transaction references.
Correspondence data such as messages, quotations, complaints, claims, and notes relating to customer service.
Technical data such as basic website usage information if you interact with our online systems, where applicable.
Special category data only if it is necessary and disclosed by you, for example mobility or accessibility needs, and only where appropriate safeguards are in place.

We do not intentionally collect more data than is needed. Where possible, we encourage customers to avoid sharing unnecessary sensitive information.

3. How We Use Personal Data

We use personal data to:

provide quotations and plan removals;
book, manage, and complete services;
communicate about schedules, access, and service changes;
issue invoices and manage payments;
respond to queries, feedback, complaints, and claims;
maintain records for administration, legal, and tax purposes;
improve service quality and operational efficiency;
prevent fraud, misuse, and security incidents;
comply with legal and regulatory obligations.

We process personal data only for legitimate business and legal purposes. We will not use your data for unrelated purposes unless the law allows it or you have given consent where consent is required.

4. Lawful Basis for Processing

We rely on the following lawful bases under GDPR:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, arranging staff and vehicles, and carrying out the removal service.

Legal Obligation

We may process data to comply with legal obligations, such as accounting, taxation, record-keeping, insurance, and responding to lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include service management, internal administration, quality control, fraud prevention, and defending legal claims.

Consent

In limited cases, we may rely on your consent, for example for optional marketing communications or where special category data is provided and consent is the appropriate basis. Where we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data only where necessary and with appropriate safeguards. We may disclose data to:

Processors who support our business operations, such as IT service providers, payment providers, accounting services, customer management platforms, and secure storage or document handling providers;
Subcontracted service partners involved in delivering the removal, packing, or transport service;
Professional advisers such as insurers, lawyers, and accountants;
Public authorities where required by law, court order, or regulatory request.

All processors are required to act only on our instructions, keep data confidential, and implement suitable technical and organisational security measures. We do not sell personal data.

6. International Transfers

Where personal data is transferred outside the UK or the EEA, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protective measures. We take reasonable steps to ensure that any overseas processing is consistent with GDPR requirements.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods depend on the type of data and the purpose for which it is used. For example:

quotation and booking records may be kept for a reasonable period for administration and customer service;
invoice and accounting records are typically kept for the period required by tax and accounting laws;
complaint, claim, and dispute records may be retained until the matter is resolved and for a further period where necessary;
data held solely on the basis of consent is kept until consent is withdrawn or the data is no longer needed.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices. We aim to keep personal data no longer than necessary.

8. Data Security

We use appropriate safeguards to protect personal data against accidental loss, unlawful destruction, unauthorised access, alteration, or disclosure. These safeguards may include access controls, password protection, secure storage, staff confidentiality obligations, and restricted access to sensitive records. While no system is completely secure, we take data protection seriously and regularly review our practices.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 data in certain circumstances.
Right to restriction ??? to ask us to limit how we use your data in certain cases.
Right to data portability ??? to receive certain data in a structured, commonly used format where applicable.
Right to object ??? to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent ??? where processing is based on consent, you can withdraw it at any time.

To protect privacy, we may need to verify your identity before responding to a request. We will respond within the time limits set by applicable law unless an extension is permitted.

10. Marketing Preferences

If we send marketing communications, we will do so only where permitted by law. You may opt out of marketing at any time. Choosing not to receive marketing will not affect the services we provide to you. We will continue to send service-related messages where necessary for contract performance or legal compliance.

11. Children???s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is provided by a parent, guardian, or authorised adult in connection with a move. If we become aware that children???s data has been collected inappropriately, we will take reasonable steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, technical, or operational changes. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Summary of Our Commitment

Removals Todenmark is committed to processing personal data lawfully, securely, and transparently. We collect only what is needed, use it for legitimate service and legal purposes, share it only with trusted processors and necessary third parties, and retain it only for as long as required. Your privacy matters to us, and we aim to respect your rights at every stage of our services.