Privacy notice for moving enquiries
Last updated: 17 October 2026.
This notice explains how Roys Removals, based in Orpington, Kent, uses personal information when you ask about moving, packing, storage or related services, complete an enquiry form, or correspond with us about a booking.
1. Who we are and how to contact us
Roys Removals is the trading name of Roy Nightingale, a sole trader based in Orpington, Kent. Roy Nightingale is the data controller responsible for the personal information collected through our customer enquiry forms. For privacy questions, access requests or to ask us to correct or delete information, email enquiries@roysremovals.com or call 07762 266436.
2. Information we collect
Depending on your enquiry, we may collect your name, telephone number, email address, collection and destination addresses, preferred moving date, property size, moving inventory, accessibility and parking information, extra services, survey preferences, and notes or photographs/videos you choose to provide. We also retain messages relating to quotations, signed terms, booking decisions and payment records.
Our online forms use security measures, including concealed anti-spam fields, submission limits and a privacy-protecting derived value from the submitting connection, to help prevent spam and repeated submissions. We do not need you to send identity documents, bank card details or sensitive personal information through our enquiry form.
3. Why we use this information
- To respond to an enquiry and take steps you ask us to take before a contract, including preparing a quote or arranging a survey.
- To provide a booked removal or related service, organise access and transport, and communicate necessary arrangements.
- To maintain accurate business, invoice and financial records, including compliance with legal obligations.
- To keep our enquiry systems secure, limit abuse and prevent duplicate or fraudulent requests, relying on legitimate business interests where appropriate.
We do not use your enquiry-form details for unrelated marketing unless we have an appropriate lawful basis and have provided any required choice or consent.
4. Service providers and communication channels
We may use Microsoft for business email, Supabase for our customer and booking database, Netlify for hosting and form abuse prevention, and WhatsApp when you choose to message us or send a video. These providers may process information under their own privacy terms or under arrangements with Roys Removals. Information may be processed outside the UK, subject to applicable transfer rules and safeguards.
If you send us a video via WhatsApp, that video is sent through WhatsApp rather than uploaded through the enquiry form. Please avoid filming people, private paperwork, valuables or other unnecessary sensitive information.
5. How long we keep information
Enquiries that do not result in a booking: we normally review the enquiry and its associated CRM records for deletion or anonymisation 12 months after our last relevant contact, unless there is a justified reason to keep them longer.
Booked and completed jobs: we may retain customer and job records for up to 10 years where needed to manage repeat bookings, resolve disputes, maintain business records or meet legal obligations. We review the need to retain identifiable information and may erase or anonymise it earlier where it is no longer necessary. Statutory records are kept for applicable legal periods.
Permanent business history: when identifying customer information is no longer required, we may keep anonymous statistics about completed jobs, such as the year and broad type of move. These statistics contain no customer names, contact details, addresses, exact dates, correspondence or invoice identifiers, and may be retained indefinitely.
Our linked business email accounts, invoice records, files and backups may be subject to separate lawful retention requirements and processes. You can contact us to ask for a review of information about you at any time.
6. Your rights
Subject to applicable law, you may have rights to access your personal information, have inaccurate details corrected, request deletion or restriction, object to certain processing and receive portable information. You can contact us using the details above. You can also complain to the UK Information Commissioner's Office (ICO).
7. Security
We take reasonable technical and organisational steps intended to protect personal information, including restricted staff access, protected server credentials and secured form submissions. No online communication method can be guaranteed completely secure.
8. Changes to this notice
We may update this notice when our services, legal requirements or systems change. The current version will be available via the link on our enquiry forms.