Privacy Policy - Belgium Removals

This Privacy Policy explains how Belgium Removals collects, uses, stores, shares, and protects personal data. It applies to all Belgium Removals customers in area, including individuals who request quotations, book services, communicate with us, or receive moving and related logistics services. We are committed to processing personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Belgian data protection laws.

1. Scope of this Privacy Policy

This policy applies to personal data collected in connection with our removal, relocation, packing, storage coordination, and associated customer support services. It covers data obtained directly from customers, from authorised representatives, and from third parties involved in the performance of our services. By using our services, you acknowledge that your personal data may be processed as described in this policy.

2. Personal Data We Collect

We only collect personal data that is necessary for the purposes described in this policy. The types of information we may collect include:

• Identity data: name, surname, title, and any relevant identification details.
• Contact data: address, email address, telephone number, and delivery or collection address.
• Service and transaction data: quotations, booking details, service preferences, move dates, inventory lists, and records of services requested or completed.
• Payment data: billing information, payment status, and transaction records. We do not normally store full payment card details where payment processing is handled by a secure third party.
• Communication data: emails, call notes, messages, complaints, feedback, and other correspondence.
• Special instructions: information you choose to provide about access arrangements, fragile items, mobility needs, or other requirements relevant to the move.
• Technical data: limited device, browser, and usage information if you interact with our digital services, where applicable.

We may also process information about third parties where it is necessary for the provision of services, such as contact details for a landlord, building manager, receptionist, or person receiving goods on your behalf. Please ensure that you have the authority to share such information with us.

3. How We Use Personal Data

We use personal data for the following purposes:

• to provide quotations and assess service requirements;
• to manage bookings, schedules, and service delivery;
• to communicate with customers about their move or related service;
• to process payments, invoices, and accounting records;
• to arrange support services and coordinate with relevant service providers;
• to maintain internal records and improve our operations;
• to handle complaints, claims, and dispute resolution;
• to comply with legal, tax, accounting, and regulatory obligations;
• to protect against fraud, misuse, or security incidents.

We process personal data only where this is necessary and proportionate to the purpose concerned.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each processing activity. Belgium Removals relies on the following lawful bases:

Contract

We process personal data where it is necessary for the performance of a contract or to take steps at your request before entering into a contract. This includes preparing a quote, managing a booking, delivering services, and issuing invoices.

Legal Obligation

We process certain information where it is necessary to comply with legal obligations, such as accounting requirements, tax records, insurance obligations, and lawful requests from competent authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided these interests are not overridden by your rights and freedoms. This may include service administration, internal quality control, fraud prevention, business recordkeeping, and responding to customer enquiries.

Consent

In limited circumstances, we may rely on consent, for example where optional marketing communication or non-essential data use is involved. Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We do not sell personal data. However, we may share personal data with trusted third parties where necessary for service delivery, compliance, or legitimate business operations. These third parties act as either independent controllers or processors acting on our instructions.

Examples of processors may include:

• IT and cloud service providers that store or secure business information;
• accounting, invoicing, and payment administration providers;
• customer relationship management and communication tools;
• storage or logistics support providers involved in your move;
• professional advisers such as auditors, insurers, or legal advisers where needed;
• subcontractors or operational partners assisting in service fulfilment.

All processors are required to protect personal data and may only process it according to our instructions and applicable law. Where personal data is shared with independent controllers, those parties are responsible for their own privacy practices.

6. International Transfers

If personal data is transferred outside the European Economic Area, we will ensure appropriate safeguards are in place. These may include adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms permitted under GDPR. We take steps to ensure that any such transfers are adequately protected.

7. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including the fulfilment of contractual obligations, compliance with legal requirements, and resolution of disputes. Retention periods vary depending on the type of data and the purpose of processing.

As a general approach:

• customer and contract records are retained for the duration of the relationship and for a reasonable period afterwards;
• financial and tax-related records are kept for the period required by law;
• communications and service notes are retained for operational and evidential purposes for a limited period;
• data no longer required is securely deleted, anonymised, or archived where appropriate.

Where retention is based on legal obligation, we will keep the data for the required statutory period. Where retention is based on legitimate interests or contractual necessity, we will assess the minimum appropriate period.

8. Security of Personal Data

We implement appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and limited access on a need-to-know basis.

While we take reasonable steps to safeguard information, no system can be guaranteed completely secure. We therefore encourage customers to share only information that is necessary for the provision of services.

9. Your Rights Under GDPR

As a data subject, you have rights in relation to your personal data. Subject to legal limitations and verification of identity, you may have the right to:

• access the personal data we hold about you;
• rectify inaccurate or incomplete data;
• erase your data in certain circumstances;
• restrict the processing of your data in certain cases;
• object to processing based on legitimate interests or direct marketing;
• data portability, where processing is based on consent or contract and carried out by automated means;
• withdraw consent where processing is based on consent;
• lodge a complaint with the competent data protection authority if you believe your rights have been infringed.

We may need to retain certain information where required by law or where processing is necessary for establishing, exercising, or defending legal claims.

10. Children’s Data

Our services are intended for adults or for persons acting on behalf of households and businesses. We do not knowingly collect personal data from children except where such information is necessary and lawfully provided by a parent, guardian, or authorised representative in connection with our services.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, operational practices, or service arrangements. Any updated version will apply from the time it is issued. We encourage customers to review this policy periodically to remain informed about how personal data is processed.

12. Summary of Our Commitment

Belgium Removals is committed to processing personal data in a lawful, fair, and transparent manner. We collect only the data needed to provide services effectively, use it for clearly defined purposes, and retain it only for as long as necessary. We work with processors who are required to protect your information and we respect your rights under GDPR.

This Privacy Policy applies to all Belgium Removals customers in area. By using our services, you acknowledge that your personal data may be processed in accordance with this policy and applicable data protection law.