Privacy Policy
Kingston Movers Privacy Policy
This Privacy Policy explains how Kingston Movers collects, uses, stores and protects personal data relating to our services. It applies to all Kingston Movers customers and prospective customers in our service area who engage with us, request a quotation, make a booking or otherwise interact with us in connection with moving and related services.
We are committed to complying with the UK General Data Protection Regulation and applicable data protection laws. This Privacy Policy is intended to provide clear information about our processing of your personal data and your associated rights.
Personal data we collect
We collect personal data that is necessary for us to provide moving, packing, storage and related services, to manage our business and to meet legal obligations. The types of personal data we may collect include:
Identification and contact details, such as your full name, postal address, collection and delivery addresses, and other contact details you choose to provide, such as messaging identifiers or alternative contact names.
Service and booking information, such as details of the property to be moved from and to, access information, inventory lists or descriptions of items, preferred dates and times, and any special instructions or requirements you provide.
Transactional and payment information, such as payment status, amounts paid, refund information, and basic billing details. We do not store full payment card details; where card payments are used, they are processed through secure payment processors.
Communication records, such as enquiries, quotations, correspondence, feedback, complaints, and notes of conversations relevant to the provision of our services.
Website and usage information, which may include technical data such as IP address, browser type, device identifiers and general information about how you use our online services, to the extent necessary for security, functionality and analytics.
Information about third parties that you provide to us, for example where you give us contact details of another person involved in the move. You are responsible for ensuring that those individuals are aware of this Privacy Policy.
Lawful bases for processing
We process your personal data only where we have a valid lawful basis under data protection law. Depending on the context, the lawful bases we rely on include:
Contract. We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, delivering moving services, processing payments and communicating with you about the services.
Legal obligation. We process certain data to comply with legal and regulatory requirements, such as record keeping, tax, accounting, insurance, and responding to lawful requests from public authorities.
Legitimate interests. We process data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. This may include managing our operations, improving services, handling enquiries, preventing fraud, ensuring the security of our systems and vehicles, and pursuing or defending legal claims.
Consent. In limited situations, we may rely on your explicit consent, for example for certain types of marketing communications not covered by legitimate interests. Where we rely on consent, you may withdraw it at any time, and this will not affect the lawfulness of processing before your withdrawal.
How we use your personal data
We use your personal data for the following purposes:
To provide and manage moving and related services, including assessing your requirements, issuing quotations, planning routes, allocating staff and vehicles, and carrying out the move.
To manage our relationship with you, including handling enquiries, rescheduling, dealing with complaints or claims, and providing aftercare support.
To process payments, issue invoices and receipts, and maintain accurate financial and service records.
To improve and develop our services, including analysing typical move requirements, reviewing feedback and enhancing customer experience.
To protect our business, personnel and customers, including for security, fraud prevention, and the establishment, exercise or defence of legal claims.
To comply with our legal and regulatory obligations and to cooperate with relevant authorities where required by law.
Data sharing and processors
We do not sell your personal data. We may share your personal data with carefully selected third parties where necessary for the purposes set out in this Privacy Policy and where a valid lawful basis exists.
Service providers acting as data processors may process personal data on our behalf according to our instructions and under written contracts. These may include providers of secure payment processing, IT and cloud storage services, route planning or scheduling tools, accounting and bookkeeping services and customer relationship management tools.
Professional advisers, such as insurers, legal advisers or accountants, may receive personal data where reasonably necessary in connection with claims, audits, legal rights or compliance obligations.
Public and regulatory authorities may receive personal data where required by law, regulation or a valid legal process, or to protect the rights, property or safety of our business, our staff or others.
Where third parties act as data processors, we require them to implement appropriate technical and organisational measures to protect personal data and to process it only in accordance with our instructions and applicable law.
International transfers
Where our use of service providers involves the transfer of personal data outside the United Kingdom or the European Economic Area, we ensure that appropriate safeguards are in place in accordance with data protection law. These may include the use of standard contractual clauses or reliance on an adequacy decision for the destination country, together with additional safeguards where appropriate.
Data retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting or reporting requirements and handling any disputes or claims.
In general, records relating to quotations and completed moves are kept for a period that allows us to address queries, manage our accounts and comply with legal obligations. The precise retention period may vary depending on the nature of the data, the services provided and applicable legal requirements.
When personal data is no longer required, we will securely delete or anonymise it. Certain information may be retained in a permanently anonymised form so that it can no longer be associated with an identifiable individual.
Security of personal data
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include access controls, secure storage, encryption, staff training and procedures for handling potential security incidents.
While we take reasonable steps to protect your data, no method of transmission or storage is completely secure. You are encouraged to take care when sharing personal data with us and to notify us promptly if you suspect any misuse of your information in connection with our services.
Your data protection rights
Under data protection law, individuals have a number of rights in relation to their personal data. Subject to certain conditions and exemptions, you may have the following rights:
The right of access: to obtain confirmation as to whether we process your personal data and to receive a copy of that data, together with certain information about how it is used.
The right to rectification: to have inaccurate or incomplete personal data corrected or updated.
The right to erasure: to request deletion of your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and no other lawful basis applies.
The right to restriction of processing: to request that we restrict the processing of your personal data in certain situations, such as while we verify the accuracy of the data or consider an objection you have raised.
The right to data portability: to receive certain personal data you have provided to us in a structured, commonly used and machine readable format, and to request that we transmit it to another controller where technically feasible.
The right to object: to object to processing based on our legitimate interests, including for direct marketing purposes, in which case we will stop processing your data unless we have compelling legitimate grounds or need it for legal claims.
Where we rely on your consent for a particular processing activity, you have the right to withdraw that consent at any time.
Exercising your rights and complaints
If you wish to exercise any of your data protection rights in relation to personal data held by Kingston Movers, or if you have questions about this Privacy Policy, you can contact us using the details provided on our website or in your service documentation.
You also have the right to lodge a complaint with a supervisory authority for data protection if you believe that our processing of your personal data infringes applicable law. In the United Kingdom, this is typically the Information Commissioner's Office. We would, however, appreciate the opportunity to address your concerns directly before you approach a supervisory authority.
Scope and updates to this policy
This Privacy Policy applies to all Kingston Movers customers and prospective customers within our service area, as well as individuals who interact with us in connection with our moving and related services.
We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. Any changes will be made available through our usual communication channels. We encourage you to review the Privacy Policy periodically to stay informed about how we handle your personal data.
