Privacy Policy - Removals Spain

This Privacy Policy explains how Removals Spain collects, uses, shares, stores, and protects personal data when providing removals, relocation, packing, transport, storage coordination, and related services. It applies to all Removals Spain customers in area, including individuals, families, businesses, landlords, tenants, and anyone who requests or receives services from us within our service area.

We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the General Data Protection Regulation (GDPR) and applicable Spanish data protection laws. This policy is intended to clearly inform you about what data we collect, why we collect it, the legal grounds we rely on, how long we retain it, who may process it on our behalf, and the rights available to you.

1. Data We Collect

We collect only the personal data that is necessary to provide our services, manage customer relationships, meet legal obligations, and protect our legitimate business interests. Depending on your interaction with us, we may collect the following categories of data:

Identity data: name, surname, and title.
Contact data: address, phone number, email address, and preferred communication details.
Service data: moving dates, property details, inventory lists, access instructions, special handling needs, and delivery preferences.
Billing and payment data: invoice details, payment records, transaction references, and information required for accounting.
Communication data: emails, messages, notes from calls, complaints, and customer support records.
Technical data: basic device and usage information collected through our digital systems, where applicable, such as IP address and system logs for security and operational purposes.
Special instructions and sensitive details: only where necessary for the service, such as access needs, mobility considerations, or other practical requirements that help us safely complete the move. We do not intentionally collect special category data unless it is provided to us by you and is necessary for the requested service.

We generally collect data directly from you when you request a quote, book a service, communicate with us, sign a contract, or provide instructions during the moving process. In some cases, we may receive data from third parties, such as property managers, estate agents, landlords, insurers, or business representatives, where this is necessary for planning or delivering the service.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations, plan removals, and perform contracted services.
To communicate with you before, during, and after the service.
To schedule collections and deliveries and coordinate logistics.
To issue invoices, process payments, and maintain accounting records.
To handle complaints, claims, and customer support requests.
To maintain service quality, safety, fraud prevention, and business security.
To comply with legal and regulatory obligations.
To exercise or defend legal rights where required.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so and, where required, have informed you.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Removals Spain relies on the following legal grounds:

Contractual necessity

We process your data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, arranging the move, coordinating access, handling inventory details, and providing the agreed removal or relocation services.

Legal obligation

We process certain data to comply with legal requirements, including tax obligations, accounting rules, insurance requirements, and record-keeping duties under applicable law.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. These interests may include business administration, service improvement, customer support, fraud prevention, internal record management, and safeguarding our operations.

Consent

Where required by law, we will rely on your consent. For example, if we need to process optional information not strictly necessary for the service, or use certain non-essential communications, we will ask for your consent first. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital interests

In rare circumstances, we may process data to protect someone???s vital interests, for example where urgent action is needed to protect health or safety during a removal.

4. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, tax, insurance, and dispute-resolution requirements. Retention periods depend on the type of information and the purpose of processing.

Contract and service records: retained for the duration of the contractual relationship and for a reasonable period thereafter.
Accounting and tax records: retained for the period required by applicable Spanish law.
Claims, complaints, and dispute records: retained until the matter is resolved and for any further period required to establish, exercise, or defend legal claims.
Communication records: retained for operational and customer service purposes for as long as needed to manage the relationship and address queries.

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our internal retention procedures and legal obligations. We do not keep personal data longer than necessary.

5. Processors and Data Sharing

We may share personal data with trusted third parties who process data on our behalf as processors. These processors are only permitted to use the data according to our instructions and are required to implement appropriate security measures and confidentiality obligations.

Examples of processors may include:

IT and hosting providers: to store and manage secure systems and data.
Accounting and invoicing providers: to manage financial records and compliance.
Payment service providers: to process payments securely.
Communication and customer management tools: to organise service-related messages and records.
Logistics and subcontracted service providers: where needed to support the delivery of a removal service.
Professional advisers: including legal, tax, and insurance advisers where necessary.

We may also disclose personal data to authorities, courts, or regulators where required by law, or where necessary to protect our legal rights, prevent fraud, or respond to lawful requests. If data is transferred outside the European Economic Area, appropriate safeguards will be used to ensure an adequate level of protection.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unlawful destruction, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, confidentiality obligations, and system monitoring.

Although no system can be completely secure, we continuously review our procedures to reduce risks and protect the information entrusted to us. We expect all staff and processors who handle personal data to act responsibly and in accordance with data protection requirements.

7. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal conditions and exceptions, you may:

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 have provided to us, where applicable.
Withdraw consent at any time where processing is based on consent.
Lodge a complaint with the relevant supervisory authority if you believe your rights have been infringed.

We will respond to rights requests in line with GDPR timeframes and may need to verify your identity before fulfilling the request. Some requests may not always be possible if we must retain data for legal reasons or if other lawful exceptions apply.

8. Children???s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary and provided by a parent, guardian, or authorised representative in connection with a service arrangement.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any revised version will apply from the date it takes effect. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

10. Summary of Our Commitment

Removals Spain is committed to processing personal data responsibly, transparently, and in compliance with GDPR. We collect only what is necessary, use it for legitimate and clearly defined purposes, retain it only for as long as required, and apply appropriate safeguards when sharing it with processors or authorities. This policy applies to all Removals Spain customers in area and reflects our commitment to privacy, trust, and lawful data handling.