Privacy Policy - Denmark Removals

Effective date: This Privacy Policy applies to all Denmark Removals customers in area and explains how we collect, use, store, share, and protect personal data in line with the UK GDPR, the EU GDPR, and applicable Danish data protection requirements.

We are committed to handling personal data fairly, lawfully, and transparently. This policy applies to all customers, prospective customers, website users, and individuals whose personal data we process in connection with our removal, relocation, storage, packing, delivery, and related services.

1. What Personal Data We Collect

We collect only the personal data needed to provide and manage our services, respond to enquiries, comply with legal obligations, and improve our operations. Depending on how you interact with us, this may include:

Identity data: name, title, date of birth where needed for verification or access purposes.
Contact data: address, email address, telephone number, and alternative contact details.
Service data: collection and delivery addresses, inventory details, property access information, move dates, parking or loading restrictions, and special handling instructions.
Payment data: billing information, payment status, and transaction references. We do not intentionally store full card details where avoidable.
Communication data: records of emails, calls, messages, quotations, complaints, and service feedback.
Technical data: IP address, device information, browser type, and usage data if you interact with our online systems.
Special category data: only where strictly necessary and with additional safeguards, for example if you voluntarily share information about health, disability, or mobility requirements so we can plan a move safely and appropriately.

We do not seek to collect unnecessary data. If you provide information about other people, such as family members, tenants, employees, or building staff, you must ensure you have the right to share it with us.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and assess service requirements;
to plan, carry out, and manage removals and related services;
to communicate with you about bookings, timings, and service updates;
to process payments and manage invoices;
to protect against fraud, misuse, or security incidents;
to maintain internal records and service quality;
to meet legal, tax, accounting, and insurance obligations;
to handle complaints, claims, or disputes;
to improve our services, staff training, and operational efficiency.

We will only process your personal data where we have a valid legal basis to do so. We will not use your information for unrelated purposes unless permitted by law or with your consent.

3. Lawful Basis for Processing

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

Contract: to take steps at your request before entering into a contract and to perform the contract for removal or related services.
Legal obligation: to comply with accounting, tax, insurance, transport, and regulatory requirements.
Legitimate interests: to manage our business efficiently, prevent fraud, defend legal claims, improve services, and maintain records, provided these interests do not override your rights and freedoms.
Consent: where required, such as for certain marketing activities or for processing special category data in specific circumstances.

Where we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

4. Sharing Your Personal Data

We may share personal data with trusted third parties where necessary to deliver our services or meet legal requirements. These recipients may include:

Subcontractors and service partners assisting with packing, transport, storage, delivery, or specialist handling;
IT and system providers supporting booking, communications, storage, cybersecurity, and data backup;
Payment and accounting providers for invoice processing and financial administration;
Insurers, legal advisers, and claims handlers where needed to manage risk or resolve disputes;
Public authorities, regulators, or law enforcement where we are legally required to do so.

All processors and service providers are required to protect personal data, use it only for specified purposes, and follow appropriate security measures. We do not sell personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and in accordance with applicable legal and contractual requirements. Retention periods may vary depending on the type of data and service involved.

Customer and service records are generally kept for the duration of the contractual relationship and for a period afterwards to deal with queries, disputes, or claims.
Financial and tax records are retained for the period required by law.
Communication records may be retained for a reasonable period to support customer service, quality assurance, and legal defence.
Special category data is retained only for as long as needed for the specific purpose and then deleted or anonymised.

When data is no longer required, we will securely delete, anonymise, or destroy it.

6. International Transfers

Where personal data is transferred outside the UK, the EEA, or Denmark, we will ensure that appropriate safeguards are in place. These may include adequacy decisions, standard contractual clauses, or equivalent protections required by law. We only transfer data where necessary and where a sufficient level of protection is maintained.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, encryption where appropriate, staff confidentiality obligations, secure storage, and regular review of internal procedures.

While no system can be guaranteed to be completely secure, we take data protection seriously and continually assess our safeguards.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limits and verification of your identity, you may have the right to:

Access the personal data we hold about you;
Rectify inaccurate or incomplete information;
Erase your data in certain circumstances;
Restrict processing in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for information you provided to us where applicable;
Withdraw consent at any time where processing is based on consent.

In some cases, we may need to keep certain information despite a request, for example to comply with legal obligations or to defend legal claims.

If you believe we have not handled your personal data properly, you also have the right to lodge a complaint with the relevant data protection authority. In Denmark, this is the Danish Data Protection Agency (Datatilsynet), and in the UK, the Information Commissioner's Office may also be relevant depending on the processing involved.

9. Children’s Data

Our services are generally directed at adults. We do not knowingly collect personal data from children unless it is necessary for service delivery and provided by an adult with lawful authority. If we become aware that we have collected data from a child inappropriately, we will take appropriate steps to delete it.

10. Cookies and Similar Technologies

If we use online tools or systems, we may process limited technical data through cookies or similar technologies for functionality, security, and performance. Where consent is required, we will seek it in accordance with applicable law. You may be able to manage browser settings to control cookies, but doing so may affect site functionality.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our internal practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically.

Summary of our commitment: we process personal data lawfully, fairly, and transparently; we keep it only as long as necessary; we use trusted processors under contract; and we respect your rights under data protection law.

This Privacy Policy applies to all Denmark Removals customers in area.