Privacy Policy
Holland Park Movers Privacy Policy
This Privacy Policy explains how Holland Park Movers collects, uses, stores and protects your personal data when you use our moving and related services. It applies to all Holland Park Movers customers and prospective customers in our service area, as well as visitors who contact us to request information, quotations or bookings.
We are committed to complying with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. We only process your personal data in a lawful, fair and transparent manner and we take appropriate steps to keep it secure.
Data Controller
Holland Park Movers is the controller of the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data when you engage with us, request a quote or use our services.
What Personal Data We Collect
We may collect and process the following categories of personal data about you, depending on how you interact with us:
Identification and contact details, such as your name, postal address, service address, billing address, and other contact details you choose to share. Booking and service information, such as preferred moving dates, origin and destination of the move, property type and access details, inventory or description of items to be moved, packing requirements, special instructions and notes relating to the service. Communication records, including information you provide when you contact us by phone, online form or in writing, and any information recorded in quotations, confirmations and follow up correspondence. Payment and billing information, such as billing address and limited payment-related information necessary to process your payment. Where we use external payment processors, card details are handled directly by them and are not stored by us. Website and technical data, such as basic technical information collected when you visit our website, including anonymised usage statistics and data needed to keep our online services secure and functioning.
We do not normally collect special category data. If you voluntarily provide any sensitive information, we will only use it where strictly necessary for the agreed services and in accordance with data protection law.
How We Collect Your Data
We collect personal data directly from you when you contact us for a quotation, place a booking, provide instructions for a move, or communicate with us in relation to our services. We may also receive personal data indirectly where another person arranges services on your behalf and provides your details, for example a family member, landlord, letting agent or employer, and you will be informed where appropriate.
Lawful Basis for Processing
We rely on the following lawful bases under the UK GDPR to process your personal data:
Contract: We process personal data where it is necessary to prepare a quotation at your request, enter into a contract with you and perform our moving and related services. Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and these are not overridden by your rights and interests. This includes managing our relationship with customers, keeping records of services provided, improving our services, and ensuring the security of our operations. Legal obligation: We may process personal data to comply with legal and regulatory requirements, including accounting, taxation and health and safety obligations. Consent: In limited situations, we may rely on your consent, for example for certain types of marketing or where no other lawful basis applies. Where we rely on consent, you may withdraw it at any time.
How We Use Your Personal Data
We may use your personal data for the following purposes:
To provide quotations, confirm availability and prepare moving plans tailored to your requirements. To manage bookings, including confirming dates, scheduling teams, arranging vehicles and resources and communicating updates about your move. To deliver moving, packing, storage or related services you have requested and to manage any follow up services. To manage our relationship with you, including handling enquiries, feedback, complaints and service issues. To maintain accurate records for administrative and accounting purposes. To improve our services, for example by reviewing typical requests and queries and enhancing our customer service. To protect our business, staff, customers and property and to detect or prevent fraud or misuse of our services. To comply with applicable laws and respond to requests from public authorities where required.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as processors on our behalf. These may include:
IT and cloud service providers who host our systems, provide data storage, backup and support services. Payment service providers who securely process payments. External professional advisers such as accountants or legal advisers where necessary for the management of our business. Subcontractors or partner companies who assist us with specialist moving or storage services, strictly to the extent required to deliver the services you have requested.
All processors are required to keep your data secure, to use it only under our instructions and to comply with applicable data protection laws. Where data is transferred outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place in accordance with legal requirements.
Data Retention
We will keep your personal data only for as long as is necessary for the purposes for which it was collected, including to provide the services you have requested, to maintain business records, to comply with legal obligations and to resolve disputes.
In general, records relating to moving services and associated communications are kept for a period that allows us to meet legal retention requirements for financial and tax records and to manage any queries about past services. After the relevant retention periods expire, personal data will be securely deleted, anonymised or archived where continued storage is required for legal reasons.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, alteration, disclosure or destruction. These measures include restricting access to personal data to those personnel and processors who need it for legitimate business purposes and who are subject to confidentiality obligations.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to the personal data we hold about you. Depending on the circumstances and subject to certain legal conditions, these include:
The right of access: You can request confirmation that we process your personal data and obtain a copy of that data. The right to rectification: You can ask us to correct or complete inaccurate or incomplete personal data. The right to erasure: You can request that we delete your personal data in certain situations, for example where it is no longer needed for the purposes for which it was collected and there is no lawful reason for us to keep it. The right to restrict processing: You can ask us to restrict how we use your data in specific circumstances, for example while a complaint or objection is being investigated. The right to object: You can object to our processing where it is based on legitimate interests. We will then stop processing unless we can demonstrate compelling legitimate grounds or the processing is required for legal claims. The right to data portability: In certain cases, you may request that we provide your personal data in a structured, commonly used and machine readable format or that we transmit it to another controller.
You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been infringed. We encourage you to contact us first so that we can address any concerns.
Children
Our services are directed at adults arranging moves and related services. We do not knowingly collect personal data from children for our core activities. If we become aware that we have collected personal data from a child without appropriate authorisation, we will take steps to delete it.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any significant changes will be communicated where appropriate, and the updated version will apply from the date it is published.
By using Holland Park Movers services or providing your personal data, you acknowledge that you have read and understood this Privacy Policy and that your data will be processed in accordance with it and with applicable data protection law.
