Denmark Removals Privacy Policy

This Privacy Policy explains how Denmark Removals collects, uses, shares and protects personal data relating to its customers and prospective customers. It applies to all Denmark Removals customers and prospective customers located in the areas where Denmark Removals provides services, including individuals acting on behalf of business customers. Denmark Removals is committed to handling personal data in accordance with the General Data Protection Regulation and applicable national data protection laws.

Scope and Data Controller

This Privacy Policy applies to all personal data processed by Denmark Removals in connection with the provision of removals, storage, transportation and related services, as well as enquiries and communications about such services. Denmark Removals acts as the data controller for this processing, meaning that it determines the purposes and means of processing personal data.

Categories of Personal Data Collected

Denmark Removals may collect and process the following categories of personal data about customers and prospective customers:

Identification and contact details, such as full name, postal address, service address, billing address, and other contact details provided in the course of an enquiry or booking.

Service and contract information, such as details of the requested or provided removal, moving or storage services, inventory or description of items to be moved or stored where necessary for the service, dates and locations of collection and delivery, and any instructions or notes relevant to the service.

Account and billing information, such as customer reference numbers, invoicing details, payment method details excluding full payment card numbers where third party payment processors are used, payment status and transaction history.

Communication data, such as records of enquiries, complaints, feedback, testimonials provided directly to Denmark Removals, and information exchanged during calls or written communications where recorded or documented for service and quality purposes.

Technical and usage data where relevant, such as basic technical data generated in the course of using online forms or tools, including time and date of enquiries and basic device or browser information, when this is necessary to ensure the secure and effective operation of Denmark Removals online services.

Sources of Personal Data

Personal data is generally collected directly from customers and prospective customers when they contact Denmark Removals, request a quote, book a service, complete forms, or communicate by any channel. Denmark Removals may also receive personal data indirectly from business customers providing contact details for their staff or representatives, or from third parties acting on behalf of an individual, such as relatives or authorised representatives who arrange services. In some cases, Denmark Removals may receive limited information from publicly available sources or professional directories where necessary to verify addresses or business contact details.

Lawful Basis for Processing Personal Data

Denmark Removals processes personal data only where there is a lawful basis under the General Data Protection Regulation. Depending on the situation, the following lawful bases may apply.

Performance of a contract: Processing is necessary to prepare a quote, conclude a contract and perform the removal, storage or related services requested by the customer. This includes taking steps at the request of the individual before entering into a contract.

Compliance with legal obligations: Processing is necessary to comply with legal and regulatory obligations, such as tax, accounting and record keeping requirements, as well as obligations relating to insurance, public authorities, and transport regulations.

Legitimate interests: Processing is carried out on the basis of the legitimate interests of Denmark Removals to operate and improve its services, manage its customer relationships, secure its premises and systems, prevent fraud and misuse, and handle claims and disputes, provided that these interests are not overridden by the rights and freedoms of the individual. Examples include maintaining internal records, monitoring service quality, and improving operational efficiency.

Consent: In some cases, Denmark Removals may rely on consent, for example for certain forms of direct marketing that are not based on legitimate interests, or for the use of optional cookies or similar technologies where required by law. When processing is based on consent, individuals have the right to withdraw their consent at any time, without affecting the lawfulness of processing that took place before consent was withdrawn.

Purposes of Processing Personal Data

Denmark Removals uses personal data for the following purposes.

To provide quotes, plan and deliver removal, storage, transportation and related services, and to manage bookings and contracts with customers.

To communicate with customers and prospective customers about enquiries, bookings, service updates, changes to terms, and other relevant information.

To issue invoices, process payments via payment processors, and manage accounting, tax and financial reporting.

To manage customer relationships, including handling feedback, complaints and claims, and to improve the quality and efficiency of services.

To ensure the security and integrity of operations, including safeguarding property, preventing fraud and misuse, and securing digital systems and communications.

To comply with legal and regulatory obligations, respond to lawful requests from public authorities and cooperate with regulators and law enforcement where required.

To conduct limited direct marketing and service information communications to existing customers, where permitted by law and subject to the right to object.

Use of Data Processors and Third Party Recipients

Denmark Removals may engage carefully selected third parties as data processors to process personal data on its behalf and under its instructions. These processors may provide services such as information technology hosting and support, customer relationship management systems, payment processing, secure document storage, and communication tools. Denmark Removals ensures that such processors are bound by written agreements requiring them to implement appropriate technical and organisational measures to protect personal data and to process it only according to documented instructions.

In addition, Denmark Removals may share personal data with other third party recipients where necessary, including legal and professional advisers, insurers and insurance intermediaries, transport partners or subcontractors involved in the provision of services, and public or regulatory authorities where required by law. Personal data is shared only to the extent necessary for the relevant purpose and in accordance with applicable data protection law.

If personal data is transferred outside the European Economic Area, Denmark Removals will ensure that appropriate safeguards are in place, such as adequacy decisions or standard contractual clauses, to protect the data in accordance with legal requirements.

Data Retention and Storage

Denmark Removals retains personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting or reporting obligations and handling any disputes or claims. The specific retention period depends on the type of data and the context of processing.

Contract and service related records, including basic identification, contact, service and billing data, are generally retained for the duration of the customer relationship and for a period thereafter required by tax and accounting laws, and for the period during which claims may be raised in relation to the services.

Enquiry and communication records that do not lead to a contract may be retained for a limited period to manage the enquiry, follow up and maintain business statistics, after which they are deleted or anonymised.

Where Denmark Removals relies on consent as the lawful basis, personal data will be retained until consent is withdrawn or until it is no longer needed for the purpose for which consent was obtained, whichever occurs first, subject to any overriding legal obligations.

At the end of applicable retention periods, personal data will be securely deleted, anonymised or archived in a form which no longer permits identification of individuals, in accordance with applicable legal requirements and internal policies.

Security of Personal Data

Denmark Removals takes appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include access controls based on need to know, physical security measures, secure storage systems, regular backups, and contractual requirements for staff and service providers. While no system can be completely secure, Denmark Removals continually reviews and improves its security measures in line with legal obligations and industry practices.

Rights of Data Subjects

Individuals whose personal data is processed by Denmark Removals have various rights under the General Data Protection Regulation, subject to certain conditions and limitations. These rights include the following.

Right of access: The right to obtain confirmation as to whether personal data concerning them is being processed, and, if so, to receive a copy of that personal data and further information about the processing.

Right to rectification: The right to request the correction of inaccurate personal data and the completion of incomplete personal data.

Right to erasure: The right to request the deletion of personal data in certain circumstances, for example where the data is no longer necessary for the purposes for which it was collected, or where processing is based on consent and consent is withdrawn.

Right to restriction of processing: The right to request that processing be restricted in certain circumstances, for example while the accuracy of data is being verified or where an objection to processing is being considered.

Right to data portability: The right, in certain cases, to receive personal data provided to Denmark Removals in a structured, commonly used and machine readable format and to transmit that data to another controller, where technically feasible.

Right to object: The right to object, on grounds relating to their particular situation, to processing based on legitimate interests, and the unconditional right to object at any time to the processing of personal data for direct marketing.

Right to withdraw consent: Where processing is based on consent, the right to withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Individuals also have the right to lodge a complaint with the competent supervisory authority if they believe that their data protection rights have been infringed. Denmark Removals encourages individuals to contact it first in order to resolve any concerns directly.

Changes to This Privacy Policy

Denmark Removals may update this Privacy Policy from time to time to reflect changes in legal requirements, industry practices or the way in which services are provided. The updated version will apply from the date it is made available. Customers and prospective customers are encouraged to review the Privacy Policy periodically to stay informed about how their personal data is processed.