Privacy Policy - Moving Day

This Privacy Policy explains how Moving Day collects, uses, stores, shares, and protects personal data when providing our moving services. It applies to all Moving Day customers in area, including individuals who request quotes, book services, receive support, or otherwise interact with us. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018, as applicable.

1. Who We Are

Moving Day is the data controller for the personal data we collect and process in connection with our services. This means we determine the purposes and means of processing your personal data. In some cases, we may act jointly with another party or as a processor for a business customer, but where we decide how and why your data is used, we are the controller.

2. Personal Data We Collect

We collect only the personal data that is necessary for us to provide our services, manage our relationship with you, and comply with legal obligations. The categories of data we may collect include:

• Identity data: name, title, and any other information needed to identify you.
• Contact data: address, email address, telephone number, and preferred communication details.
• Service data: moving dates, inventory details, property access information, delivery instructions, and service preferences.
• Financial data: payment records, billing information, and transaction history, where required for processing payments or issuing invoices.
• Communication data: records of emails, calls, messages, complaints, and support requests.
• Technical data: basic device, browser, and usage information if you interact with our online systems or digital tools.
• Special category data: in limited circumstances, information that may be indirectly revealed through service arrangements, such as accessibility needs or health-related mobility requirements, where you choose to share it and where it is necessary to support the move safely and appropriately.

We do not intentionally collect more data than is required. If you provide information about other people, such as family members or tenants, you should ensure that you have the lawful right to do so.

3. How We Collect Data

We may collect personal data directly from you when you request a quotation, book services, communicate with us, or complete forms. We may also receive data from third parties, such as payment providers, business partners, insurers, building managers, or referral sources, where necessary to deliver the service or manage the booking. In addition, we may collect data automatically through our systems for security, performance, and record-keeping purposes.

4. How We Use Personal Data

We use personal data for the following purposes:

• to provide moving, storage, packing, or related services;
• to prepare quotes, confirm bookings, and manage scheduling;
• to communicate with you about your service and respond to enquiries;
• to process payments, invoices, refunds, and account administration;
• to maintain business records and service histories;
• to improve service quality, customer experience, and operational planning;
• to detect and prevent fraud, abuse, or security incidents;
• to comply with legal, tax, accounting, and regulatory obligations;
• to establish, exercise, or defend legal claims.

We will only use your personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose. If we need to use your data for an unrelated purpose, we will explain this and, where required, seek your consent or another lawful basis.

5. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process personal data. We rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, arranging the move, communicating about the service, and taking payment.

Legal Obligation

We process data where necessary to comply with legal requirements, such as tax, accounting, record-keeping, insurance, or regulatory obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. These interests may include managing our business efficiently, improving services, securing systems, preventing fraud, and defending legal claims.

Consent

Where required, we may rely on your consent, for example for certain optional communications or the handling of information that is not otherwise necessary for the service. You can withdraw consent at any time, where processing is based on consent.

Vital Interests and Public Task

These bases are generally unlikely to apply to our everyday moving services. However, in an emergency, we may process limited information if necessary to protect someone’s vital interests.

6. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us run our business and deliver our services. These third parties act either as processors or as independent controllers depending on the circumstances.

• Payment processors to process card or electronic payments securely.
• IT and cloud service providers to host data, maintain systems, and support communications.
• Customer relationship and booking tools used to manage quotes, appointments, and service records.
• Professional advisers such as accountants, auditors, legal advisers, or insurers.
• Subcontractors and operational partners involved in delivering parts of a move or related service.
• Authorities and regulators where disclosure is required by law or necessary to protect rights and safety.

Where we use processors, they are only permitted to process personal data on our documented instructions and must implement appropriate technical and organisational safeguards. We do not sell your personal data.

7. International Transfers

Where any processor or service provider is located outside the UK, we will ensure that appropriate safeguards are in place before transferring personal data. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

8. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting obligations. Retention periods vary depending on the type of data and the reason for processing.

• Service and contract records: retained for the duration of the relationship and for a reasonable period afterwards.
• Financial and tax records: retained for the period required by law.
• Customer communications: kept as long as needed to handle the enquiry, complaint, or claim.
• Security and technical logs: retained for short periods unless a longer period is needed for investigation or legal reasons.

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention procedures.

9. Security of Your Data

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, encryption where suitable, staff confidentiality obligations, secure storage, and regular review of procedures. While no system is completely secure, we work to maintain protections that are proportionate to the risks involved.

10. Your Rights

You have rights under data protection law in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing:

• Right of access: to request a copy of your personal data.
• 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 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.

You also have the right to raise concerns with the relevant supervisory authority if you believe your data protection rights have been breached. We encourage you to contact us first so that we can try to resolve any concern promptly and fairly.

11. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is necessary in connection with a household move and only to the extent required for service delivery or legal compliance. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it where appropriate.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. The updated version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically to stay informed about how we protect your information.

13. Summary of Our Commitment

At Moving Day, we aim to handle personal data responsibly, transparently, and securely. We collect only what we need, use it for clear purposes, retain it for limited periods, and share it only with trusted processors or others where legally permitted. We respect your privacy rights and strive to ensure that all Moving Day customers in area receive fair and lawful treatment of their personal data.