Dundee Removals Privacy Policy

This Privacy Policy explains how Dundee Removals collects, uses, stores and protects personal data relating to customers and prospective customers in the Dundee area. It is intended to provide clear information in accordance with the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope and Data Controller

This Privacy Policy applies to all Dundee Removals customers and prospective customers located in the Dundee area, including those who contact us to request quotes, arrange removals, storage or associated services. Dundee Removals is the data controller for the personal data described in this Privacy Policy, meaning we determine the purposes and means of processing your personal data.

Types of Personal Data We Collect

We collect and process only the personal data that is necessary to provide and improve our removal and related services. This may include:

Identification and contact details, such as your name, postal address, service addresses, and other contact details you choose to provide.

Service-related information, such as the details of your move, property type and size, access information, inventory notes, preferred dates and times, and any special instructions you provide.

Quotation and contract information, including information submitted when requesting a quote, accepting a quote, or entering into a contract for services with us.

Payment and billing information, including records relating to invoices and payment confirmations. We do not store full payment card details where payments are processed through external payment providers.

Communication records, such as emails, letters, and notes of conversations we have with you in the course of providing services or handling enquiries.

Website usage data, such as technical information about how you use our website if you interact with us online, including basic analytics data used to improve our services and user experience.

How We Collect Your Data

We collect personal data directly from you when you contact us to request information, obtain a quote, book a service, or communicate with us by any other means. We may also collect data when you provide information during site visits, surveys, or while our teams are conducting a removal or related service. Limited technical and usage data may be collected automatically when you visit our website, for example through basic analytics tools.

Lawful Bases for Processing

We rely on several lawful bases for processing your personal data under applicable data protection law.

Contract. We process your personal data when it is necessary to enter into or perform a contract with you, for example to provide a quote, schedule and carry out your removal, manage payments, and respond to service-related queries.

Legal obligation. We process certain personal data to comply with legal obligations, such as record keeping, accounting, tax requirements, and responding to lawful requests from authorities.

Legitimate interests. We may process your data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing and improving our services, handling enquiries and complaints, preventing fraud, and maintaining security.

Consent. In limited circumstances, we may rely on your consent, for example for certain types of optional communications. Where we rely on consent, you have the right to withdraw it at any time.

Purposes of Processing

We use your personal data for the following purposes.

To provide removal and related services, including assessing your requirements, planning the move, carrying out the service, and providing follow-up support.

To prepare and manage quotations and contracts, including confirming bookings, communicating any changes or updates, and keeping records of services provided.

To manage billing and payments, including generating invoices, processing payments via external providers, and maintaining financial records.

To communicate with you, including responding to enquiries, handling complaints, and sending important information about your service.

To improve our services and operations, including monitoring service quality, analysing service usage patterns, training staff, and enhancing safety and efficiency.

To comply with legal and regulatory obligations, including accounting, tax, insurance, and reporting requirements, as well as managing legal claims where necessary.

Data Retention

We retain personal data only for as long as is necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. This means that:

Service and contract records are generally kept for the duration of the contractual relationship and for a reasonable period afterwards to deal with queries, disputes, or claims, and to comply with legal obligations.

Financial and invoicing information is retained for the period required under applicable tax and accounting laws.

Enquiry and quotation data for prospective customers who do not proceed may be retained for a limited period so we can respond to follow-up queries and maintain business records, after which it will be securely deleted or anonymised.

In determining appropriate retention periods, we consider the nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and legal requirements.

Sharing Your Personal Data and Processors

We may share your personal data with carefully selected third parties where necessary and appropriate.

Service providers and processors. We may engage third-party companies to support our operations, such as IT service providers, data storage providers, payment processors, and administrative support. These third parties act as data processors and are only permitted to process personal data on our documented instructions. They are required to implement appropriate security measures and are not allowed to use your data for their own purposes.

Professional advisers and insurers. We may share data with professional advisers, including accountants, legal advisers, or insurers, where necessary for the management of our business, legal compliance, or the handling of claims.

Authorities and regulators. We may disclose personal data when required to do so by law, regulations, or court orders, or where it is necessary to protect our rights, property, or safety or that of others.

We do not sell your personal data to third parties.

International Data Transfers

Where our use of service providers involves transferring personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection laws. These safeguards may include the use of standard contractual clauses or ensuring that the destination country has been recognised as providing an adequate level of protection.

Security of Your Personal Data

We take the security of your personal data seriously and use appropriate technical and organisational measures to protect it against unauthorised access, disclosure, alteration, or destruction. Measures may include access controls, secure storage, encryption where appropriate, staff training, and regular review of our security practices. While we strive to protect your data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions.

Right of access. You have the right to request confirmation as to whether we process your personal data and to obtain a copy of that data, together with information about how it is used.

Right to rectification. You can request that inaccurate or incomplete personal data be corrected or updated.

Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.

Right to restriction. You may ask us to restrict the processing of your personal data in specific circumstances, such as if you contest its accuracy or object to our processing.

Right to object. You can object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.

Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, machine-readable format and to request that we transmit it to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about this Privacy Policy, you can contact us using the contact details provided on our website or other service materials. We will respond to your request in accordance with applicable legal timeframes and may need to verify your identity before fulfilling certain requests.

You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about how your personal data has been handled. We encourage you to contact us first so that we can try to resolve your concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any changes will be posted in the latest version of the Privacy Policy, and the updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.