Belgium Removals Privacy Policy

This Privacy Policy explains how Belgium Removals collects, uses, stores, and protects personal data relating to customers and prospective customers in our service area. It also describes the rights you have under the General Data Protection Regulation and applicable Belgian data protection law.

This Privacy Policy applies to all Belgium Removals customers and individuals who make enquiries, request quotations, or otherwise interact with Belgium Removals in the area in which we operate. By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy.

Data Controller

Belgium Removals is the controller of the personal data described in this Privacy Policy. This means Belgium Removals determines the purposes and means of processing your personal data and is responsible for ensuring that such processing complies with applicable data protection law.

If you have any questions about how your data is handled or wish to exercise your data protection rights, you can contact Belgium Removals using the contact details provided on our website or through the usual communication channels you use with us.

Personal Data We Collect

Belgium Removals collects and processes different categories of personal data depending on how you interact with us and the services you request. These categories include:

Identification and contact data: name, surname, postal address, collection and delivery addresses, billing address, and contact details such as preferred communication channels.

Service and contract data: information about your removal or relocation, such as property type, floor level, access restrictions, inventory details, special handling instructions, packing requirements, and relevant dates and times.

Financial data: limited payment-related information where required for invoicing and payment processing, such as payment method details and transaction references. Card or bank details are processed in a secure manner and only by authorised parties as necessary for payment.

Communication data: records of your communications with Belgium Removals, including enquiries, quotation requests, feedback, complaints, and any follow-up correspondence relating to our services.

Technical and usage data: basic technical information generated through your use of our website or digital services, which may include IP address, browser type and version, device information, and basic usage data such as pages visited and time spent, collected through standard logging and analytics tools where used.

How We Collect Your Data

We collect personal data directly from you when you request a quotation, make a booking, communicate with our team, or complete forms on our website or in person. We may also collect data generated in the course of performing the contract, such as information necessary to carry out the move or relocation.

In some cases, we may receive personal data about you from third parties, for example when an employer, relocation company, estate agent, or another intermediary provides your details in order to arrange removal services on your behalf. In such cases, we process that data in accordance with this Privacy Policy.

Purposes and Lawful Bases for Processing

Belgium Removals processes your personal data only when there is a lawful basis under the GDPR. The main purposes and corresponding lawful bases are:

To provide quotations and respond to enquiries: we use your identification, contact, and service-related data to prepare and supply quotations and to answer questions. The lawful basis is taking steps at your request prior to entering into a contract or our legitimate interests in responding to prospective customers.

To perform and manage contracts: we process your data to plan, organise, and execute your removal or relocation, including scheduling, logistics, packing, transport, and delivery, as well as invoicing and payment. The lawful basis is the performance of a contract to which you are a party.

To manage customer relationships: we use your data to manage bookings, handle complaints, provide after-sales support, and maintain records of services provided. The lawful basis is our legitimate interests in operating and improving our services and maintaining customer satisfaction.

To comply with legal obligations: we may process personal data to meet legal and regulatory requirements, such as tax, accounting, and reporting obligations. The lawful basis is compliance with legal obligations.

To improve and secure our services: where permitted, we may use technical and usage data for internal analytics, improving our website and services, and ensuring the security and integrity of our systems. The lawful basis is our legitimate interests in managing and safeguarding our business.

Where we rely on legitimate interests, we balance those interests against your fundamental rights and freedoms and will not process your data where your rights override our interests.

Data Retention

Belgium Removals retains personal data only for as long as necessary for the purposes described in this Privacy Policy or as required to comply with legal, accounting, or regulatory requirements.

In general, we keep customer and contract data for a period that allows us to fulfil the contract, handle any queries or disputes, and meet our tax and legal obligations. After the relevant retention period has expired, personal data is securely deleted, anonymised, or archived with restricted access where required by law.

Specific retention periods can vary depending on the type of data and applicable legal requirements. We regularly review the personal data in our possession and remove or anonymise data that is no longer necessary for the purposes for which it was collected.

Use of Processors and Sharing of Data

Belgium Removals may engage carefully selected third-party service providers, known as processors, to perform certain tasks on our behalf. These may include providers of IT services, hosting, secure data storage, payment processing, communications tools, and vehicle or logistics support services.

Where we use processors, we ensure that appropriate contractual and organisational measures are in place to ensure that your personal data is processed only in accordance with our instructions, is kept secure, and is not used for the processor’s own purposes.

We may also share personal data with other parties where this is necessary for the performance of the contract, for example with partner companies assisting with local logistics, or where you have requested services that require coordination with third parties.

In certain circumstances, we may be required by law or regulation to disclose personal data to public authorities, regulators, law enforcement bodies, or courts. Any such disclosure will be made in accordance with applicable law.

International Transfers

As a general rule, Belgium Removals seeks to store and process personal data within the European Economic Area. If, in exceptional cases, personal data must be transferred to a country outside the European Economic Area that does not provide an equivalent level of data protection, we will implement appropriate safeguards in accordance with the GDPR, such as standard contractual clauses, and ensure that your rights remain protected.

Security of Your Data

Belgium 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, secure storage, encryption or pseudonymisation where appropriate, staff training, internal policies, and regular reviews of our security arrangements. While no system can guarantee absolute security, we are committed to continuously improving our safeguards.

Your Data Protection Rights

Under the GDPR and applicable Belgian law, you have several rights in relation to your personal data processed by Belgium Removals. These include the right to:

Access: you can request confirmation as to whether we process your personal data and obtain a copy of that data, together with information about how it is used.

Rectification: you can request that inaccurate or incomplete personal data be corrected or completed.

Erasure: in certain circumstances, you can request that your personal data be deleted, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent where consent was the basis for processing.

Restriction: you can request that we restrict the processing of your personal data in specific situations, such as while we consider a request for rectification or an objection.

Data portability: where processing is based on consent or contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used, and machine-readable format, and to have it transmitted to another controller where technically feasible.

Objection: you can object to processing of your personal data based on our legitimate interests, on grounds relating to your particular situation. We will cease such processing unless we demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for the establishment, exercise, or defence of legal claims.

Withdrawal of consent: where we process your data on the basis of consent, you may withdraw that consent at any time. This does not affect the lawfulness of processing based on consent before its withdrawal.

To exercise any of these rights, please contact Belgium Removals using the contact methods available on our website or via your usual contact with us. We may need to verify your identity before responding to your request.

Right to Lodge a Complaint

If you believe that your personal data has not been processed in accordance with data protection law, you have the right to lodge a complaint with the Belgian Data Protection Authority or with the supervisory authority in the EU member state of your habitual residence or place of work. We encourage you to contact us first so that we can attempt to resolve your concerns directly.

Changes to This Privacy Policy

Belgium Removals may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any updated version will be made available through our usual communication channels. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.