Privacy Policy - Kensington Movers

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

1. Who We Are

Kensington Movers provides residential and commercial moving services, packing support, storage coordination, and related relocation services. In providing these services, we may need to collect and use personal information about customers, property occupants, recipients, and other relevant contacts involved in a move.

This policy applies only to personal data processed in connection with our services and not to information that has been anonymised.

2. Personal Data We Collect

We collect only the information that is necessary to deliver our services effectively and to manage our business responsibly. The types of data we may collect include:

Identity data such as name, title, and date of birth where needed for service verification or access arrangements.
Contact data such as address, email address, and telephone number.
Service data such as moving dates, inventory details, access instructions, property size, and service preferences.
Billing and payment data such as invoice details, payment status, and transaction records.
Communication data such as enquiries, complaints, feedback, and records of messages exchanged with our team.
Technical data if you interact with our digital systems, including basic device and usage information used for security and service performance.
Special category data only where strictly necessary and usually only if you choose to provide it, for example information relevant to access needs or health-related moving arrangements. Where processed, this will be subject to additional safeguards.

We generally collect data directly from you. We may also receive information from third parties involved in delivering the service, such as landlords, estate agents, solicitors, storage providers, insurers, or authorised representatives, where this is necessary to complete the move.

3. How We Use Your Personal Data

We use personal data for the following purposes:

To provide quotations and manage bookings.
To plan, carry out, and complete moving services.
To communicate about schedules, access, changes, and service updates.
To issue invoices, process payments, and maintain financial records.
To deal with complaints, claims, or service issues.
To meet legal, tax, accounting, and regulatory obligations.
To protect our staff, customers, and business assets.
To improve our services, systems, training, and customer experience.

We do not use your data for unrelated purposes 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 have a lawful basis to process personal data. Kensington Movers relies on the following lawful bases where appropriate:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, managing bookings, performing moves, handling billing, and providing customer support linked to the service.

Legal Obligation

We may process personal data to comply with legal requirements, including accounting, tax, insurance, health and safety, and record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service improvement, fraud prevention, security, internal administration, and maintaining business records.

Consent

In limited cases, we may rely on consent, especially for optional communications or if we need to process special category data in circumstances where consent is the most appropriate basis. When we rely on consent, you may withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data with carefully selected third parties who assist us in operating our business and delivering our services. These parties act as processors where they process data on our instructions, or as independent controllers where they determine their own purposes.

Examples of processors may include:

IT and cloud service providers that host our systems, backup data, or provide secure storage.
Payment processors that handle card or online payments.
Accounting and invoicing providers that help us manage records and payments.
Customer communication platforms used for booking confirmations, reminders, and service notices.
Subcontracted moving teams or logistics partners engaged to help deliver a service.
Storage providers where storage is arranged as part of your move.

We require processors to keep personal data secure, use it only for permitted purposes, and comply with applicable data protection obligations. We may also disclose data to authorities, insurers, legal advisers, or courts where required by law or necessary to protect our rights, safety, or property.

We do not sell your personal data.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements.

Retention periods depend on the type of information and the context in which it is used. In general:

Quote and booking records may be kept for a reasonable period to manage administration and follow-up.
Invoice, tax, and accounting records are retained for the period required by law.
Service communications and complaint records may be retained to resolve disputes and improve service quality.
Where data is no longer required, it will be securely deleted, anonymised, or archived in accordance with our retention practices.

We review retention periodically to ensure data is not kept longer than necessary.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff training, and restricted system permissions. While no system can be guaranteed to be completely secure, we take data protection seriously and continually review our safeguards.

8. Your Rights

Depending on the circumstances and applicable 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 ask us to delete personal data in certain situations.
Right to restriction – to ask us to limit how we use your data in certain circumstances.
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 the legal conditions are met.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you believe your rights have been infringed, you also have the right to raise a concern with the relevant data protection authority. We encourage you to contact us first so we can attempt to resolve the matter promptly.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect data from children except where it is incidentally included in moving arrangements. Where such data is processed, it is handled only when necessary and with appropriate care.

10. International Transfers

If any of our service providers store or process data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your personal information in accordance with applicable data protection law.

11. 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 date it is published or otherwise communicated. We encourage you to review this policy periodically so that you remain informed about how we handle personal data.

12. Summary of Our Commitments

We collect only necessary personal data.
We use data for clear and lawful purposes.
We share data only with trusted processors or where legally required.
We keep data only as long as needed.
We respect your rights and protect your information with appropriate safeguards.

Kensington Movers is committed to maintaining privacy, transparency, and accountability in everything we do. By using our services, you acknowledge that personal data may be processed as described in this policy.