Privacy policy

Last updated: 06/12/25

This Privacy Policy explains how Your Move Mate (“we”, “us”, “our”) collects, uses and protects your personal information when you use our website yourmovemate.co.uk, contact us, or use our man & van and removals services.

We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are (data controller)

Your Move Mate
Small, local removals / man & van service based in Sussex, UK.

We are the “data controller” for the personal data we collect about you.

If you have any questions about this policy or how we use your data, you can contact us using the details above.

2. Personal data we collect

We only collect information that we need to run our business and provide our services. This may include:

2.1 Information you give us directly

When you:

  • Fill in a contact form on our website

  • Request a quote by phone, email, WhatsApp or social media

  • Book a job with us

  • Leave a review or testimonial

…we may collect:

  • Name

  • Contact details (phone number, email address, social media handle)

  • Collection and delivery addresses

  • Details about your move (property type, access, items, dates and times)

  • Notes about special requests (e.g. fragile items, flatpack assembly, short-term storage).

2.2 Information we receive from others

We may receive information about you from:

  • Online marketplaces or platforms where you contact us (e.g. Gumtree, Facebook, Instagram)

  • People who book a move on your behalf (e.g. landlord, family member, friend)

In these cases, we only use that information to provide our services and communicate with you.

2.3 Information we collect automatically (website)

When you visit our website, our website provider (e.g. Squarespace or similar) may automatically collect:

  • IP address

  • Device and browser type

  • Approximate location (country/region)

  • Pages visited, time on page, and clicks

This is typically used for basic analytics (to understand how people use the site) and to keep the site secure. The exact data collected will depend on our website platform and analytics settings.

3. How we use your personal data (and legal bases)

We must have a legal reason (“lawful basis”) every time we use your personal data.

We use your data for:

3.1 Providing quotes and bookings

Lawful basis: Contract (or steps taken at your request before entering into a contract)

  • To provide you with quotes for our services

  • To schedule and manage your booking

  • To contact you about timings, access, or other practical details

3.2 Carrying out your move / service

Lawful basis: Contract

  • To plan and carry out your move, collection, delivery, flatpack assembly or related services

  • To handle payments and invoices

3.3 Customer service & communication

Lawful basis: Legitimate interests

  • To respond to your enquiries and messages

  • To follow up after a job to check everything went smoothly

  • To request feedback or a review (you don’t have to provide one)

We only do this in a way that is fair and does not override your rights.

3.4 Legal, tax & accounting

Lawful basis: Legal obligation / Legitimate interests

  • To keep records required by law (e.g. tax records, invoices)

  • To respond to legal requests or disputes if they arise

3.5 Website performance & security

Lawful basis: Legitimate interests

  • To keep our website secure and running smoothly

  • To understand how visitors use our site and improve it

Where we use non-essential cookies or analytics that are not strictly necessary, we rely on your consent, which you can withdraw at any time (see cookies section below).

4. Cookies and similar technologies

Cookies are small files placed on your device when you visit a website. They can help the site work properly and improve your experience.

We may use:

  • Essential cookies – needed for the site to function (e.g. security, basic performance).

  • Analytics cookies – to understand how visitors use our site (e.g. page views, time on site).

  • Functionality cookies – to remember your preferences.

You can usually control cookies through:

  • The cookie banner or settings on our site (if enabled), and

  • Your browser settings (e.g. to block or delete cookies).

If you disable cookies, some parts of the website may not work properly.

If you start using specific analytics tools (e.g. Google Analytics), you should update this section with the tool names, their purpose, and links to their own privacy information.

5. Who we share your data with

We only share your personal data when necessary and for lawful reasons, including:

  • Service providers who help us run our business, such as:

    • Website hosting and analytics providers

    • Email and messaging services

    • IT support

  • Payment providers and banks, for processing payments and refunds

  • Professional advisers (e.g. accountants, legal advisers) where needed

  • Platforms where you contact us, like Gumtree, Facebook or Instagram, according to their own terms and privacy policies

  • Law enforcement or regulators, if we are required to do so by law.

We do not sell your personal data.

6. International transfers

Some of our service providers (for example, website or email hosting companies) may store or process your personal data outside the UK.

Where this happens, we aim to ensure appropriate safeguards are in place, such as:

  • The country has an adequacy decision from the UK government; or

  • Standard contractual clauses or equivalent protections, as recommended by the ICO.

7. How long we keep your data

We keep personal data only for as long as necessary for the purposes we collected it for, including to:

  • Provide our services to you

  • Meet legal, accounting or reporting requirements (for example, tax laws often require us to keep records for up to 6 years).

As a guide:

  • Quote enquiries: usually up to 12–18 months from last contact

  • Booking / job records and invoices: up to 6 years from the end of the tax year in which the job was completed

When we no longer need your data, we will delete it or anonymise it.

8. How we keep your data secure

We take reasonable steps to protect your personal data, including:

  • Using reputable service providers for website hosting, email and storage

  • Limiting access to your data to people who need to know it to do their job

  • Using passwords and other security measures for devices and accounts

  • Keeping software updated where possible

However, no method of transmission or storage is completely secure, so we cannot guarantee absolute security.

9. Your data protection rights

Under UK data protection law, you have a number of rights over your personal data, including:

  • Right to be informed – to know how we use your data (this policy helps with that).

  • Right of access – to request a copy of the personal data we hold about you.

  • Right to rectification – to have inaccurate or incomplete data corrected.

  • Right to erasure – in some circumstances, you can ask us to delete your data.

  • Right to restrict processing – to ask us to limit how we use your data in certain situations.

  • Right to data portability – to receive your data in a structured, commonly used format and/or ask us to transfer it to another provider, where applicable.

  • Right to object – to object to certain types of processing, such as direct marketing.

  • Rights related to automated decision-making – we don’t currently use automated decision-making or profiling.

To exercise any of these rights, please contact us at don@yourmovemate.co.uk with your request and enough information to identify you.

We may need to verify your identity before responding.

10. Marketing

We do not currently run large-scale email marketing campaigns. If in future we send you marketing messages:

  • We will only do so with a valid lawful basis (usually consent or legitimate interests), and

  • You will always be able to opt out using an unsubscribe link or by contacting us directly.

11. Children

Our services are aimed at adults arranging moves or collections. We do not knowingly collect personal data from children under 18 without parental or guardian consent.

If you believe a child has provided us with personal data without appropriate consent, please contact us and we will delete it where required.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect:

  • Changes in how we work

  • Changes in our service providers

  • Updates to laws or guidance from the Information Commissioner’s Office (ICO).

We will update the “Last updated” date at the top of this page when we make changes. We encourage you to review this policy periodically.

13. How to contact us and complain

If you have any questions or concerns about this Privacy Policy or how we handle your personal data, please contact:

Your Move Mate
Email: don@yourmovemate.co.uk
Phone: 07460 216 348

You also have the right to lodge a complaint with the UK data protection regulator:

Information Commissioner’s Office (ICO)
Website: ico.org.uk
Helpline: 0303 123 1113