Privacy Policy - Maidavale Movers

Effective date: This Privacy Policy applies to all Maidavale Movers customers in the area where our moving and relocation services are provided.

Maidavale Movers is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our services, visit our service channels, or communicate with us in connection with a move, delivery, packing service, or related support. We aim to handle personal data in a lawful, fair, and transparent manner in line with applicable data protection laws, including the UK GDPR and the Data Protection Act 2018 where relevant.

1. Personal Data We Collect

We collect only the information needed to provide and manage our services, support customers, and meet legal and operational obligations. The types of personal data we may collect include:

• Identity details: name, title, and any relevant identification information needed to arrange a move or confirm service eligibility.
• Contact details: phone number, email address, and service address.
• Service and booking details: move dates, inventory information, access instructions, property details, and any preferences you provide.
• Payment and billing information: payment records, invoices, transaction references, and limited financial details necessary to process payments or refunds.
• Communication records: enquiries, complaints, feedback, and correspondence relating to your booking or service.
• Technical and usage data: basic information generated when you interact with our systems, such as device type, browser type, and service log records where applicable.
• Special category data: we do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service need, such as accessibility requirements.

We generally collect data directly from you when you make an enquiry, request a quote, confirm a booking, complete a form, make a payment, or contact us about a service. We may also receive information from third parties where necessary to perform the service, such as payment processors or business partners involved in a move.

2. How We Use Your Personal Data

We use personal data for the following purposes:

• to provide quotations, plan and deliver moving services, and manage logistics;
• to communicate with you about bookings, schedules, updates, and service changes;
• to process payments, issue invoices, and handle refunds where appropriate;
• to respond to enquiries, complaints, and requests;
• to maintain records of services provided and business transactions;
• to improve service quality, safety, training, and operational efficiency;
• to comply with legal, tax, accounting, and regulatory obligations;
• to protect our business, customers, staff, and property from fraud, misuse, or security incidents.

We will only use your personal data for the purposes for which it was collected unless we reasonably determine that it is needed for a compatible purpose, or unless we are required or permitted by law to use it differently.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every processing activity. Maidavale Movers relies on the following lawful bases, depending on the context:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, arranging move dates, carrying out the move, invoicing, and managing service-related communications.

Legal Obligation

We process certain data to comply with legal obligations, such as tax, accounting, record-keeping, insurance, or responding to lawful requests from authorities.

Legitimate Interests

We may process data for our legitimate business interests where those interests are not overridden by your rights and freedoms. Examples include improving our services, preventing fraud, securing our systems, handling customer support, and maintaining internal administrative records.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information or agree to receive certain forms of communication. Where consent is used, you may withdraw it at any time without affecting processing that occurred before withdrawal.

We do not rely on consent where another lawful basis is more appropriate.

4. Sharing Your Personal Data and Processors

We may share personal data with trusted third parties where necessary to operate our services, meet legal obligations, or protect our interests. These third parties act either as independent controllers or as processors acting on our instructions.

Our processors may include:

• Payment service providers: to process card or electronic payments securely.
• IT and hosting providers: to store data, maintain systems, and support our digital infrastructure.
• Customer management or administration tools: to manage bookings, correspondence, and records.
• Professional advisers: such as accountants, legal advisers, or insurers when needed for legitimate business purposes.
• Operational partners: where subcontractors or logistics partners are involved in fulfilling a moving service.

All processors are required to protect personal data and process it only according to our instructions. We take reasonable steps to ensure appropriate contractual safeguards are in place, including data protection obligations and confidentiality commitments.

We may also disclose personal data if required by law, court order, regulatory request, or where disclosure is necessary to establish, exercise, or defend legal claims.

5. International Transfers

Where any personal data is transferred outside the UK or other applicable data protection jurisdictions, we will ensure that appropriate safeguards are used. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms designed to protect your information to a high standard.

6. Retention of Personal Data

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

In general:

• booking and service records are kept for the duration required to complete the service and resolve related matters;
• financial and tax records are retained for the period required under applicable law;
• complaints, claims, and dispute-related records may be kept for longer where needed to manage the matter;
• data no longer needed is securely deleted, anonymised, or archived in a restricted manner.

We review retention regularly 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, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and system protections. While no system can be guaranteed to be completely secure, we work to maintain a level of security appropriate to the risks associated with the data we process.

8. Your Rights

Depending on the circumstances and applicable law, you may have the following rights regarding 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 request deletion of your data in certain situations.
• Right to restriction: to request limited processing in specific cases.
• 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.

You also have the right to lodge a complaint with a data protection authority if you believe your rights have been infringed. We encourage you to first raise any concerns directly with us so we can try to resolve them promptly and fairly.

9. Children’s Data

Our services are generally intended for adults arranging moving and relocation services. We do not knowingly collect personal data from children except where it is incidentally provided in connection with a household move and only where necessary for service delivery or legal compliance.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, legal obligations, or data protection practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how we process personal data.

11. Summary of Our Commitment

Maidavale Movers respects your privacy and processes personal data only when it is necessary, proportionate, and lawful. We collect the information needed to arrange and deliver services, use it for clear business and legal purposes, share it only with trusted processors or when required by law, and keep it only for as long as necessary. Our approach is designed to protect your rights, support safe service delivery, and maintain compliance with data protection law.

This Privacy Policy applies to all Maidavale Movers customers in area.

By using our services, you acknowledge that you have read and understood this Privacy Policy.