Privacy Policy
Colliers Wood Movers Privacy Policy
This Privacy Policy explains how Colliers Wood Movers collects, uses, stores, and protects personal data relating to our customers and prospective customers in the Colliers Wood area. It also explains your rights under the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Colliers Wood Movers customers, including individuals and businesses, who request information about our services, obtain a quotation, make a booking, or otherwise interact with us in the Colliers Wood area.
Data Controller
Colliers Wood Movers is the data controller in respect of the personal data processed in connection with our removal, packing, storage, and related services. As data controller, we determine the purposes and means of processing your personal information and are responsible for ensuring that such processing complies with applicable data protection laws.
Personal Data We Collect
We collect and process different categories of personal data depending on your relationship with us and the services you use. The types of information we may collect include:
Identification and contact details, such as name, postal address, collection address, delivery address, billing address, and other contact details you provide to us.
Communication details, including correspondence records, enquiries, complaints, and feedback that you provide by telephone, in writing, or through other means.
Service and booking information, such as details of the services you request, inventory details you choose to share, preferred dates and times, access information for premises, and instructions relevant to carrying out the move.
Payment and transaction information, including details of payments made, invoices issued, and basic payment references. We do not store full payment card details if you pay by card; such details are processed by our chosen payment processor.
Technical and usage information, where applicable, such as basic device or browser information, and information about how you interact with our website or online tools.
Any other information you choose to provide that is necessary for us to provide our services safely and efficiently, for example information relating to fragile or high-value items, or particular access or parking restrictions.
How We Collect Your Data
We collect personal data directly from you when you contact us for a quotation, make a booking, communicate with us by telephone or in writing, or provide information in connection with our services.
We may also receive limited personal data from third parties where this is necessary to provide our services, such as referrals from business partners, online platforms, or comparison sites you have contacted. In these cases, the third party is responsible for ensuring that your personal data is shared with us lawfully.
Lawful Bases for Processing
We process your personal data only when we have a lawful basis to do so. Depending on the circumstances, we may rely on the following lawful bases:
Contractual necessity. We process personal data to take steps at your request before entering into a contract, and to perform our contract with you. This includes providing quotations, handling bookings, carrying out removals and related services, and managing payments.
Legitimate interests. We may process personal data where it is in our legitimate interests to do so and where those interests are not overridden by your rights and freedoms. This includes managing and improving our services, record keeping, handling enquiries and complaints, protecting our business, and preventing fraud or misuse.
Legal obligation. We may process personal data where this is necessary to comply with legal obligations, including accounting, tax, and regulatory requirements.
Consent. In certain limited circumstances, we may rely on your explicit consent, for example where you ask us to retain your details for future quotation follow-ups beyond our usual retention periods. Where processing is based on consent, you have the right to withdraw your consent at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide quotations, confirm bookings, plan and carry out removals and related services, and manage your account with us.
To communicate with you about your enquiry or booking, including sending confirmations, updates, and important information relevant to your move.
To process payments, issue invoices, handle refunds where applicable, and maintain proper accounting and financial records.
To respond to enquiries, feedback, and complaints, and to provide aftercare or follow-up services where required.
To manage our business operations, including service quality monitoring, staff training, and internal reporting.
To comply with applicable laws and regulations, and to cooperate with lawful requests from regulatory authorities or law enforcement.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary to perform our services or operate our business. Such parties may act as data processors on our behalf. These can include:
Payment service providers that process payments securely and handle card transactions and other payment methods.
IT and systems providers that support our booking systems, communication tools, data storage, and security solutions.
Professional advisers, such as accountants or legal advisers, who may need access to limited personal data in the course of providing services to us.
Subcontractors and service partners where we need additional resources or specialist services to complete your move. In such cases, we only share the minimum necessary information, such as addresses and service details.
Public authorities or regulators, where required by law or necessary to protect our rights, property, or safety, or the rights, property, or safety of others.
Where we use data processors, we ensure that appropriate data processing agreements are in place and that such processors are required to keep your personal data secure and to process it only in accordance with our instructions and applicable law.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet our legal, accounting, or reporting obligations.
In general, personal data relating to quotations, bookings, and completed services will be kept for a period that allows us to respond to queries, handle complaints, and meet tax and accounting requirements. This is typically up to six years from the end of our relationship with you, unless a longer retention period is required by law.
Where we hold personal data based solely on your consent and no other lawful basis applies, we will delete or anonymise that data if you withdraw your consent or after a reasonable period of inactivity.
International Transfers
Our services are principally provided within the United Kingdom and your personal data is usually stored and processed within the United Kingdom. If, in limited circumstances, your personal data is transferred outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your data, in accordance with applicable data protection laws.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include access controls, secure storage practices, staff training, and regular review of our data handling procedures.
While we take reasonable steps to protect your personal data, no system can be guaranteed as completely secure. You are encouraged to take reasonable precautions when communicating with us and when sharing personal information.
Your Data Protection Rights
Under the UK GDPR and related data protection laws, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions. Your rights include:
The right of access. You have the right to request a copy of the personal data we hold about you and certain information about how we process it.
The right to rectification. You have the right to request correction of any inaccurate or incomplete personal data we hold about you.
The right to erasure. In certain circumstances, you may request that we delete or remove your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.
The right to restrict processing. You have the right to request that we restrict the processing of your personal data in certain situations, such as while we are considering a request for rectification.
The right to data portability. In some cases, you may request that we provide your personal data to you or to another organisation in a structured, commonly used, and machine-readable format.
The right to object. You may object to processing based on our legitimate interests where you believe your rights and interests outweigh our own. We will consider your objection and stop processing unless we have compelling legitimate grounds that override your interests or we need to continue processing for legal claims.
The right to withdraw consent. Where we rely on your consent as the legal basis for processing your personal data, you have the right to withdraw your consent at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about how we handle your personal data.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any changes will take effect when the updated Privacy Policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
Contact and Queries
If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your rights, you may contact us using the contact details provided on our customer documentation or through the usual communication channels you use with Colliers Wood Movers.
