Privacy Policy - Strand Removals

Effective date: This Privacy Policy applies to all Strand Removals customers in the area and explains how we collect, use, store, share, and protect personal data in connection with our moving, storage, and related services.

1. Introduction

Strand Removals is committed to handling personal data in a lawful, fair, and transparent way. We respect the privacy of our customers, prospective customers, suppliers, and anyone else whose information we process. This Privacy Policy is designed to meet the requirements of the UK GDPR and the Data Protection Act 2018, and to help you understand your rights and our responsibilities.

By using our services, requesting a quote, making an enquiry, or communicating with us in connection with a removal, you acknowledge that we may process your personal data as described in this policy.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing our business, and meeting legal obligations. The types of data we may collect include:

Identity details: name, title, and any other information needed to identify you.
Contact details: address, telephone number, email address, and preferred communication method.
Service information: details about your move, property access, inventory, dates, special handling instructions, and service preferences.
Billing and payment data: invoice details, payment status, and limited financial information required to process transactions.
Correspondence: messages, call notes, complaints, feedback, and records of communication with us.
Technical data: basic website or device information if you interact with our digital services, such as IP address or browser type, where applicable.
Special category data: we do not intentionally collect special category data. If such information is provided to us incidentally, we will process it only where necessary and in accordance with the law.

We ask customers not to share unnecessary sensitive information unless it is essential to the service.

3. How We Use Personal Data

We use personal data for specific, legitimate purposes related to our services. These include:

providing quotations and managing bookings;
planning, carrying out, and completing removal services;
communicating about schedules, access arrangements, changes, and service updates;
processing payments and issuing invoices;
handling claims, complaints, and service enquiries;
maintaining accurate business and service records;
meeting legal, tax, accounting, and regulatory obligations;
protecting against fraud, misuse, or security incidents;
improving our services, operations, and customer experience.

We do not use your personal data for purposes that are incompatible with those listed above.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Strand Removals relies on the following lawful bases where appropriate:

4.1 Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing a quotation, arranging a move, delivering the service, and managing payment and service communications.

4.2 Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing customer records, improving operations, preventing fraud, responding to enquiries, and defending legal claims.

4.3 Legal Obligation

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

4.4 Consent

In limited cases, we may rely on your consent, for example for optional marketing communications where required. If consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4.5 Vital Interests

In rare situations, we may process personal data where necessary to protect someone’s vital interests, such as in an emergency.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties only when necessary and proportionate. Such parties act as processors or, in some cases, independent controllers. We ensure appropriate contractual and security safeguards are in place.

5.1 Categories of Processors

IT and cloud service providers: to store records, manage communications, and support business systems.
Payment providers: to process card or electronic payments.
Accountants and tax advisors: to support statutory accounting and tax compliance.
Insurance providers and claims handlers: where needed to manage insurance matters or claims.
Professional advisers: such as legal advisers when necessary for compliance or dispute resolution.
Subcontractors and service partners: where they assist with delivery of removal services under our instructions.

Processors are only permitted to process personal data according to our instructions and for the purposes agreed with us.

5.2 Other Disclosures

We may also disclose personal data if required by law, to respond to lawful requests from public authorities, or to protect our rights, property, staff, customers, or the public.

6. International Transfers

If any processor stores or accesses personal data outside the UK, we will take steps to ensure appropriate safeguards are in place, such as adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms. We aim to keep data within secure environments and to reduce cross-border transfers wherever possible.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the type of data and the context in which it was collected.

Quotation and enquiry data: retained for a limited period after the enquiry ends unless a contract is formed or another lawful reason exists to keep it longer.
Customer and service records: retained for the duration of the service and afterwards for the period required for record-keeping and dispute resolution.
Financial and tax records: retained for the period required by law.
Claims or complaint records: retained for as long as needed to address the matter and any related legal obligations.

When personal data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of safely.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, staff training, and procedural controls. No system is completely secure, but we work continuously to reduce risk.

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 data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete information.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restrict processing: to ask us to limit how we use your data in certain cases.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent: where processing is based on consent.

These rights are not absolute and may be subject to legal exceptions or limitations.

10. Marketing Communications

We will only send marketing communications where permitted by law. If you receive such communications and no longer wish to do so, you may opt out at any time. Where consent is required, you may withdraw it whenever you choose.

11. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from anyone under the age of 16 except where it is incidental to a service arranged by an adult customer. If we learn that we have collected data from a child without lawful basis, we will take appropriate steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our operational practices. Any revised version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

13. Summary of Key Principles

Strand Removals only processes personal data where it is lawful, necessary, and proportionate. We collect data to provide and improve our services, to manage our business responsibly, and to comply with legal obligations. We use trusted processors under strict instructions, retain data only as long as needed, and respect your rights under data protection law.

By engaging with Strand Removals, you confirm that you have read and understood this Privacy Policy and that it applies to all customers in the area.