Mayfair Removals Privacy Policy

This Privacy Policy explains how Mayfair Removals collects, uses, stores, and protects personal data relating to our customers and prospective customers. It applies to all Mayfair Removals customers and individuals making enquiries in our service area, regardless of how you contact us or engage our services.

We are committed to protecting your privacy and handling your personal data in a transparent, fair, and lawful manner in accordance with the UK General Data Protection Regulation and any other applicable data protection laws.

Personal Data We Collect

We collect and process personal data that is necessary for us to provide our removal and associated services. The types of personal data we may collect include:

Identification and contact details such as name, postal address, service address, email address, and other basic contact details you provide when you contact us or use our services.

Service and booking details such as dates and times of your move, collection and delivery addresses, property access information, inventory details related to items to be moved, and any special instructions you provide.

Payment and billing information such as details necessary to process payments and maintain financial records. We do not store full payment card details if processed via a secure payment processor.

Communication records such as emails, enquiry forms, written correspondence, and notes of telephone or in-person conversations relevant to your booking or enquiry.

Website and usage information which may include technical data collected when you visit our website, such as IP address, device details, and information about how you interact with our site, to the extent this is necessary for security and performance.

You may choose not to provide certain information; however, this may mean we cannot respond fully to your enquiry or provide the services you request.

Purposes and Lawful Bases for Processing

We process your personal data only where we have a lawful basis under data protection law. The main purposes and corresponding lawful bases are as follows:

To provide quotations and respond to enquiries. We use your contact and service details to prepare and send quotations, answer questions, and manage your enquiries. Our lawful basis is taking steps at your request prior to entering into a contract and our legitimate interests in responding to prospective customers.

To perform our contracts with you. When you book a removal or related service, we process your personal data to manage your booking, plan and carry out the move, handle payments, and provide customer support. Our lawful basis is the performance of a contract with you.

To manage our business operations. We may process data for internal administration, planning, service optimisation, staff scheduling, and record keeping. Our lawful basis is our legitimate interests in running and improving our business in an efficient and secure manner.

To comply with legal obligations. We may process and retain certain personal data where necessary to comply with legal, tax, accounting, insurance, and regulatory requirements. Our lawful basis is compliance with a legal obligation.

To communicate updates and service information. We may contact you with important information about your booking, changes to our terms, or service updates. Our lawful basis is performance of the contract and our legitimate interests in keeping customers informed.

To send marketing communications. Where permitted by law, and where you have not opted out, we may use your contact details to send you information about our services, offers, or updates that may be of interest. Our lawful basis is our legitimate interests in promoting our services or, where required, your consent. You can opt out of marketing communications at any time.

Data Retention

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

In general, data relating to quotations and enquiries that do not result in a booking will be retained for a limited period, after which it will be deleted or anonymised unless we are required to keep it for longer.

Data relating to confirmed bookings, completed jobs, and financial transactions will be retained for the duration of our relationship with you and for a period thereafter, typically up to legal limitation periods, to enable us to respond to any queries, handle disputes, and meet our legal obligations.

Where we no longer need personal data for the purposes originally collected, we will delete it securely or anonymise it so that it can no longer be linked to an identifiable individual.

Sharing Your Personal Data and Use of Processors

We do not sell your personal data. We may share personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy.

Service providers and data processors. We may engage third party companies to provide certain services on our behalf, such as secure payment processing, IT and website hosting, communications platforms, data storage and backup, and administrative support. These providers act as data processors and only process personal data in accordance with our written instructions and for the specified purposes. They are required to implement suitable security measures.

Operational partners. In some cases, we may work with vetted subcontractors or partner companies to help deliver removal or related services. Where they act as our processors, we ensure appropriate data protection terms are in place. Where they act as independent controllers, they are responsible for their own compliance with data protection law.

Professional advisers. We may share data with our accountants, insurers, legal advisers, or other professional advisers where necessary for audit, risk management, or to establish, exercise, or defend legal claims.

Authorities and legal requirements. We may disclose personal data to law enforcement, regulators, or other public authorities if required by law or where necessary to protect our rights, property, staff, or customers.

If personal data is transferred outside the UK or European Economic Area by any processor, we will ensure appropriate safeguards are in place, such as approved standard contractual clauses or equivalent protections, unless a relevant exemption applies.

Data Security

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

Measures may include access controls, encryption or pseudonymisation where appropriate, secure storage, regular backups, staff training, and procedures for handling suspected data breaches.

While we strive to protect your personal data, no method of transmission or storage is entirely risk free. If we become aware of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will inform you and any relevant authorities where required by law.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply in most circumstances, subject to certain limitations 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 have the right to request that inaccurate or incomplete personal data we hold about you is corrected or updated.

Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent.

Right to restriction. You have the right to request that we restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.

Right to data portability. Where processing is based on consent or on a contract and carried out by automated means, you 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 object. You have the right to object to processing that is based on our legitimate interests, including profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms or the processing is for the establishment, exercise, or defence of legal claims. You also have the right to object at any time to processing for direct marketing, in which case we will cease such processing.

Rights in relation to automated decision making. We do not carry out automated decision making or profiling that produces legal effects concerning you or similarly significantly affects you.

You can exercise your rights by contacting us using the details provided on our website or other communication channels. We may need to verify your identity before responding to your request. There is usually no charge for exercising your rights, and we will respond within the time limits set by law.

You also have the right to lodge a complaint with your local data protection authority if you believe your data protection rights have been infringed.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any changes will be posted on our website and will apply from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.

Your continued use of our services after any changes have been made signifies your acceptance of the updated Privacy Policy.