Privacy Policy - Removals Tobelgium

This Privacy Policy explains how Removals Tobelgium collects, uses, stores, shares, and protects personal data. It applies to all Removals Tobelgium customers in area, including individuals, households, and businesses that request or receive removal, packing, storage, delivery, or related services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the General Data Protection Regulation (GDPR) and applicable Belgian data protection law.

1. Scope of this Privacy Policy

This policy applies when you:

request a quote or make an enquiry;
book or receive a removal service;
communicate with us by phone, email, message, or other means;
use storage, packing, transport, or related support services;
interact with us as a customer, supplier, landlord, tenant, property manager, or authorized representative.

We process personal data only where necessary for specific, explicit, and legitimate purposes. We do not sell personal data.

2. Data We Collect

Depending on the service requested, we may collect the following categories of personal data:

Identity and contact data

name and surname;
email address;
phone number;
postal address, pickup address, and delivery address;
business name and job title where relevant.

Service and transaction data

quotes, bookings, and service preferences;
inventory or item lists;
delivery instructions;
invoice and payment records;
service history and correspondence;
complaints, claims, or incident reports.

Operational data

access details needed to carry out a removal;
parking or loading information;
special handling instructions for fragile, heavy, or high-value items;
photos or notes taken for quality control, damage assessment, or inventory verification where appropriate.

Technical and usage data

IP address and device information when you communicate electronically;
logs of messages or form submissions;
limited technical data needed to secure our systems and prevent fraud.

We may also process special category data only in exceptional cases and only where strictly necessary and permitted by law, for example when you voluntarily provide information needed to support a claim or to accommodate specific accessibility or health-related requirements. In such cases, we apply additional safeguards.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and respond to enquiries;
to manage bookings, scheduling, and delivery arrangements;
to perform removal, packing, transport, storage, and related services;
to communicate with customers about service updates, changes, or issues;
to prepare invoices, process payments, and manage accounting;
to handle complaints, disputes, insurance matters, and legal claims;
to comply with tax, commercial, and regulatory obligations;
to improve service quality, training, safety, and operational planning;
to protect our business, staff, customers, and property from fraud or misuse.

4. Lawful Basis for Processing

Under GDPR, we rely on one or more of the following lawful bases:

Performance of a contract

We process data when it is necessary to provide a quote at your request, enter into an agreement, or fulfill a removal or related service.

Legal obligation

We process certain data to comply with accounting, tax, record-keeping, insurance, safety, and other statutory requirements.

Legitimate interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. These interests include service administration, preventing fraud, improving operations, securing systems, and defending legal claims.

Consent

Where required by law, we rely on your consent. For example, this may apply to optional marketing communications or the use of non-essential data in limited circumstances. You may withdraw consent at any time without affecting the lawfulness of processing based on consent before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties acting as processors or independent controllers, only when necessary and subject to appropriate safeguards.

Processors may include:

IT and cloud service providers;
booking, scheduling, and customer management software providers;
accounting, invoicing, and payment service providers;
storage, transport, or subcontracted logistics partners;
professional advisers such as auditors, insurers, lawyers, and tax advisers;
repair, claims, or inspection providers where relevant to service delivery or liability assessment.

We require processors to process data only on our instructions, to keep it secure, and to use it only for the agreed purpose. If data is shared with independent controllers, such as public authorities, insurers, or legal representatives, they are responsible for their own compliance.

We may disclose information where necessary to comply with law, court orders, lawful requests, or to protect the rights, property, or safety of Removals Tobelgium, our customers, our staff, or others.

6. International Transfers

If personal data is transferred outside the European Economic Area, we will do so only where appropriate safeguards are in place, such as an adequacy decision, standard contractual clauses, or another lawful transfer mechanism recognized under GDPR.

7. Data Retention

We retain personal data only for as long as necessary for the purposes described in this policy and to meet legal obligations. Retention periods depend on the type of information and the context in which it was collected.

Quotation and enquiry data: retained for a limited period if no service is booked, usually to manage follow-up and business records.
Contract and service records: retained for the duration of the service and for a reasonable period afterward for administration, warranty, dispute resolution, and auditing.
Invoice, tax, and accounting records: retained for the period required by applicable law.
Claims, complaints, and legal correspondence: retained as long as necessary to resolve the matter and to protect our legal position.
Marketing data: retained until you withdraw consent or object, where applicable.

When data is no longer needed, we securely delete, anonymize, or archive it in accordance with our retention practices. We do not keep personal data indefinitely.

8. Data Security

We apply appropriate technical and organizational measures to protect personal data against loss, misuse, unauthorized access, disclosure, alteration, or destruction. These measures may include access controls, password protection, restricted permissions, staff confidentiality duties, secure storage, and backup procedures.

While no system can be guaranteed completely secure, we continually review our safeguards and limit access to personal data to personnel and processors who need it for legitimate business purposes.

9. Your Rights Under GDPR

If you are a customer or other data subject covered by this policy, you have the following rights, subject to legal conditions and exceptions:

Right of access: to obtain confirmation whether we process your data and receive a copy of it.
Right to rectification: to correct inaccurate or incomplete data.
Right to erasure: to request deletion of data in certain circumstances.
Right to restriction: to limit how we use your data in certain situations.
Right to data portability: to receive certain data in a structured, commonly used, machine-readable format and, where feasible, to have it transmitted to another controller.
Right to object: to object to processing based on legitimate interests or to direct marketing.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.
Right to lodge a complaint: to file a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed.

To protect privacy, we may request information necessary to verify your identity before responding to a rights request. We will respond within the time limits required by GDPR.

10. Children???s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where a parent, guardian, or authorized adult provides information necessary for the service and only to the extent required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. The most recent version will apply to your use of our services. We encourage customers to review it periodically.

12. Summary of Key Principles

This policy is based on the principles of lawfulness, fairness, transparency, purpose limitation, data minimization, accuracy, storage limitation, integrity, and confidentiality. We collect only the data needed to deliver our services, keep it only as long as required, and protect it with appropriate safeguards.

By using Removals Tobelgium services, requesting a quote, or otherwise providing personal data to us, you acknowledge that your data will be processed in accordance with this Privacy Policy and applicable data protection law.