Privacy Policy - Removals Denmark

Removals Denmark is committed to protecting the privacy and personal data of every customer. This Privacy Policy explains how we collect, use, store, share, and protect personal information in connection with our moving, removals, packing, storage, and related services. It applies to all Removals Denmark customers in area, including prospective customers, booked customers, and individuals who communicate with us about a service.

This policy is designed to meet the requirements of the General Data Protection Regulation (GDPR) and applicable data protection laws. It explains the categories of data we process, the lawful bases we rely on, how long we keep data, which processors may handle data on our behalf, and the rights available to you as a data subject.

1. Personal Data We Collect

We collect only the personal data that is necessary for providing our services, managing our relationship with customers, and meeting legal obligations. The exact information collected depends on the nature of the service requested.

Information you provide directly

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Service details including moving dates, property access information, inventory lists, special handling requirements, and destination information.
Billing and payment information required to issue invoices, process payments, and maintain financial records.
Communication records including enquiries, complaints, and service-related correspondence.
Identification details where needed for fraud prevention, verification, or legal compliance.

Information collected automatically

Technical data such as device type, browser type, and basic usage information when you interact with digital services used for our operations.
Operational data such as service logs, timestamps, job completion records, and route or scheduling information.

Information from third parties

In some cases, we may receive data from landlords, property managers, insurers, estate agents, business clients, or other parties involved in arranging a move. We only use such data where it is relevant to the service and permitted by law.

2. How We Use Personal Data

We use personal data for clearly defined and legitimate purposes. These include:

Providing quotations and arranging removals services.
Planning, coordinating, and carrying out moves and related logistics.
Managing customer accounts and service preferences.
Processing payments, issuing invoices, and maintaining records.
Communicating service updates, changes, and operational instructions.
Handling complaints, claims, and customer support requests.
Meeting legal, tax, accounting, and regulatory obligations.
Protecting our business, staff, customers, and property from fraud, misuse, or other risks.
Improving service quality, operational planning, and customer experience.

We do not use personal data for purposes that are incompatible with the original reason for collection unless a lawful basis permits us to do so.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each processing activity. Removals Denmark relies on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, organising the move, delivering the service, and handling payment.

Legal obligation

We process certain data to comply with applicable legal and regulatory requirements, including accounting, tax, record-keeping, insurance, and consumer protection obligations.

Legitimate interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. Examples include service administration, business planning, fraud prevention, internal audits, and maintaining secure operations.

Consent

Where consent is required, we will obtain it in a clear and informed manner. You may withdraw consent at any time, and this will not affect the lawfulness of processing based on consent before withdrawal.

Vital interests and public task

These bases are unlikely to apply in normal circumstances, but may be used where necessary to protect someone???s vital interests or where processing is required by public authorities under the law.

4. Retention of Personal Data

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

Customer and service records are typically retained for the duration of the customer relationship and for a reasonable period afterwards to manage disputes, claims, and service history.
Financial and invoicing records are retained for the period required by tax and accounting laws.
Communication records may be retained for as long as needed to respond to queries, resolve issues, or demonstrate what was agreed.
Claims and dispute records may be kept longer where necessary to defend legal rights or meet insurance obligations.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention procedures. We periodically review data to ensure it is not kept longer than necessary.

5. Processors and Data Sharing

We may share personal data with trusted third parties who process data on our behalf or who need it to deliver the service. These parties act as processors or, in some cases, independent controllers. We require appropriate safeguards and contractual protections where GDPR applies.

Examples of processors may include:

IT and cloud service providers that support data storage, communications, and operational systems.
Accounting and bookkeeping providers that help manage invoices, payments, and financial records.
Scheduling and customer management providers that support job planning and service administration.
Subcontracted operational partners involved in performing a removal or storage service.
Insurance and claims handlers where necessary to manage damage claims or risk matters.
Legal, regulatory, or tax advisers when professional advice is required.

We may also disclose data where required by law, court order, or lawful request from public authorities. Any sharing will be limited to what is necessary and proportionate.

6. International Transfers

If personal data is transferred outside the European Economic Area, we will ensure appropriate safeguards are in place, such as an adequacy decision, Standard Contractual Clauses, or another valid transfer mechanism under GDPR. We take steps to ensure that transferred data receives a level of protection consistent with applicable legal requirements.

7. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, loss, or destruction. These measures include access controls, secure storage practices, staff awareness, and procedural safeguards. While no system can be guaranteed completely secure, we work to reduce risks to a reasonable and appropriate level.

8. Your Rights Under GDPR

You have a number of rights regarding your personal data. Subject to legal conditions and exemptions, these include:

Right of access - to obtain confirmation of whether we process your data and to receive a copy of that data.
Right to rectification - to request correction of inaccurate or incomplete data.
Right to erasure - to request deletion of data in certain circumstances.
Right to restriction - to ask us to limit processing in specific situations.
Right to data portability - to receive data you provided in a structured, commonly used format where applicable.
Right to object - to object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent - where processing is based on consent.

You also have the right to lodge a complaint with your local data protection authority if you believe your rights have been violated. We encourage you to raise concerns with us first so we can address them promptly.

9. Children???s Data

Our services are not directed at children, and we do not knowingly collect personal data from minors except where it is necessary in a household or service context and lawful to do so. If we become aware that data has been collected without proper authorisation, we will take steps to address it appropriately.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

11. Scope of Application

This Privacy Policy applies to all Removals Denmark customers in area and to any individual whose personal data is processed in connection with our services. By using our services or providing information to us, you acknowledge that your data will be handled in accordance with this policy and applicable data protection law.

We value privacy, transparency, and responsible data handling. Our goal is to process personal data fairly, securely, and only when necessary for legitimate business and legal purposes.