Privacy Policy
Soho Movers Privacy Policy
This Privacy Policy explains how Soho Movers collects, uses, stores, shares, and protects personal data when providing our moving and related services. It applies to all Soho Movers customers and prospective customers in our service area, as well as visitors who interact with our services and communications.
1. Data Controller
Soho Movers is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws, including the General Data Protection Regulation.
2. Personal Data We Collect
We may collect and process the following categories of personal data, depending on how you interact with us and which services you use:
Identification and contact details: name, postal address, service address, billing address, and other contact details such as preferred communication method.
Service and booking information: details about your move or related services, such as property type, access information, inventory or item lists, dates and times of services, special handling instructions, and any additional notes you provide.
Contract and billing information: records of quotes, bookings, contracts, invoices, payment status, and transaction history. Payment card details are generally processed via secure payment providers and are not retained by Soho Movers except where strictly necessary and in accordance with security standards.
Communication records: emails, written correspondence, notes of telephone conversations, and any feedback, reviews, complaints, or enquiries you submit to us.
Website and technical information: when you visit our online services, we may collect technical data such as IP address, browser type, device information, and usage data through necessary cookies or similar technologies, to ensure proper functioning and security of our services.
Operational data: information necessary for safe and effective performance of our services, including access codes or contact details for third parties you authorise us to liaise with in relation to your move.
3. Lawful Basis for Processing
We process your personal data only where we have a lawful basis under the GDPR. Depending on the context, this may include:
Performance of a contract: We process your data when it is necessary to enter into or perform a contract with you, such as providing quotes, booking and carrying out moves, issuing invoices, and handling related services.
Legal obligations: We may process personal data where necessary to comply with legal or regulatory obligations, including tax, accounting, and record-keeping requirements, and to respond to lawful requests from public authorities.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include managing and improving our services and operations, preventing fraud, ensuring network and information security, and handling enquiries, feedback, and complaints.
Consent: In certain cases, we may rely on your consent, for example for specific types of optional communications. Where processing is based on consent, you may withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
4. How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide our services: including creating and managing bookings, planning and performing moves, coordinating with you and authorised third parties, and providing aftercare.
To communicate with you: to respond to enquiries, provide quotes, confirm bookings, send important service notifications, and address feedback or complaints.
To manage our business: including internal administration, operational planning, logistics, staff coordination, quality control, and the improvement of our services.
To manage payments and accounts: including issuing invoices, processing payments through our payment service providers, and managing credit control and debt recovery where necessary.
To comply with legal and regulatory obligations: such as maintaining accounting records, handling insurance-related matters, and responding to lawful requests from authorities.
To protect our rights and the rights of others: including preventing fraud, resolving disputes, and enforcing our contractual terms.
5. Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected, and to meet our legal, accounting, or reporting obligations.
In general, we retain customer and contract data for the duration of our relationship with you and for a period after services have been completed, typically aligned with applicable limitation periods for legal claims and statutory retention requirements.
We may retain certain information for a longer period where necessary to comply with legal obligations, to resolve disputes, or to enforce our agreements. When personal data is no longer required, we will securely delete or anonymise it in line with our data retention and destruction procedures.
6. Data Processors and Sharing of Personal Data
We may share personal data with selected third-party service providers who act as data processors on our behalf. These processors are engaged to support our operations and may include:
Information technology and hosting providers that supply and maintain our systems, applications, and data storage.
Payment service providers that process transactions securely on our behalf.
Professional advisers, such as accountants or legal advisers, where necessary for legitimate business purposes and legal compliance.
Operational partners, such as subcontracted moving teams or specialist service providers, where required to perform the services you have requested.
Where we use processors, we ensure that appropriate contracts are in place requiring them to process personal data only on our documented instructions, to keep data secure, and to comply with applicable data protection laws.
We may also share personal data where required by law, in response to lawful requests from public authorities, or where necessary to establish, exercise, or defend legal claims. We do not sell your personal data.
7. International Transfers
Our services are primarily provided within our service area, and we aim to keep personal data within the European Economic Area where possible. If it becomes necessary to transfer personal data to a country outside the European Economic Area that does not provide the same level of data protection, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent legal mechanisms, and that your rights continue to be protected.
8. Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, staff training, and regular review of our security procedures. While we strive to protect your personal data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
9. Your Data Protection Rights
Under the GDPR, you have a number of rights in relation to your personal data. Subject to certain conditions and exceptions, these include:
Right of access: You have the right to request confirmation as to whether we process your personal data and, if so, to obtain a copy of your personal data and information about how we process it.
Right to rectification: You have the right to request correction of inaccurate personal data and completion of incomplete data.
Right to erasure: You may have the right to request that we delete your personal data where, for example, it is no longer necessary for the purposes for which it was collected, or you withdraw consent where there is no other legal basis for processing.
Right to restriction of processing: You may request that we restrict the processing of your personal data in certain circumstances, for example while we are verifying the accuracy of the data or assessing an objection.
Right to data portability: Where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller.
Right to object: You may have the right to object to processing of your personal data based on our legitimate interests, on grounds relating to your particular situation. We will stop such processing unless we can demonstrate compelling legitimate grounds or where processing is required for legal claims.
Right to withdraw consent: Where processing is based on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any changes will be effective from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
11. Contact and Queries
If you have any questions about this Privacy Policy or about how Soho Movers processes your personal data, or if you wish to exercise your data protection rights, you can contact us using the contact details provided on our official customer communications or website.
