Privacy Policy - Sweden Removals

This Privacy Policy explains how Sweden Removals collects, uses, stores, shares, and protects personal data in connection with our removal, relocation, packing, storage, and related services. It applies to all Sweden Removals customers in area, including prospective customers, booking enquirers, current customers, and individuals who interact with us in relation to a move or service request.

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 Swedish data protection laws. This policy describes what data we collect, the legal bases we rely on, how long we keep personal data, which processors we use, and the rights available to you.

1. Data We Collect

We collect only the personal data necessary to provide our services, manage bookings, communicate with customers, and meet legal and contractual obligations. The categories of data may include:

Identity data such as your name, surname, and title.
Contact data such as email address, telephone number, delivery address, pickup address, and billing address.
Service and booking data such as move date, inventory details, property access notes, service preferences, and special instructions.
Payment and transaction data such as invoice details, payment status, and limited financial information needed for billing and reconciliation.
Communication data such as emails, call notes, complaint records, and correspondence related to your booking or service.
Technical data such as device or browser information, IP address, and basic usage information where necessary for security, fraud prevention, or system administration.
Special instructions or support needs if you voluntarily share information needed to ensure a safe and effective service delivery.

We do not intentionally collect sensitive personal data unless it is strictly necessary, voluntarily provided, and required for service delivery or legal compliance. If such data is provided, it will be treated with enhanced care and only processed where a lawful basis exists.

2. How We Use Personal Data

Sweden Removals uses personal data for the following purposes:

To provide removal and related services.
To prepare quotations, confirm bookings, and manage schedules.
To communicate with you before, during, and after a move.
To issue invoices, process payments, and manage accounts.
To arrange subcontracted services where needed.
To manage complaints, claims, and service issues.
To improve our operations, planning, and customer experience.
To comply with legal, accounting, tax, and regulatory requirements.
To protect our business, staff, customers, and property against fraud, misuse, or security incidents.

We only use your personal data for purposes that are compatible with the reason it was collected or for other purposes permitted by GDPR.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each processing activity. Depending on the context, Sweden Removals relies on the following legal bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, carrying out the removal service, handling invoicing, and managing service-related communication.

Legal Obligation

We may process personal data to meet legal requirements, such as accounting, tax compliance, insurance obligations, or responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include improving our services, preventing fraud, securing our systems, maintaining records, and handling internal administration.

Consent

In limited cases, we may rely on your consent, for example where optional marketing or non-essential communications are involved. When consent is used, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing before withdrawal.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law. Retention periods may vary depending on the type of data and the purpose of processing.

Booking and service records are typically kept for the duration of the service and for a reasonable period afterwards to deal with follow-up queries, claims, or disputes.
Accounting and tax records are retained for the period required by applicable law.
Complaint and claim records are retained for as long as needed to investigate and resolve the matter and for any related limitation period.
Customer correspondence is retained for the time necessary to manage the relationship and maintain service records.
Technical and security logs are retained for a limited period necessary for security monitoring, troubleshooting, and misuse prevention.

When data is no longer required, it will be securely deleted, anonymised, or archived in a manner consistent with applicable law and internal retention procedures. We do not keep data longer than necessary.

5. Processors and Third Parties

We may share personal data with trusted third-party service providers, known under GDPR as processors, who process data on our behalf and only under our instructions. These processors are bound by written agreements requiring appropriate security, confidentiality, and lawful processing.

Processors may include:

IT hosting and infrastructure providers that support data storage, backup, and secure system operation.
Email and communication service providers used to send service-related messages.
Accounting and invoicing providers that assist with financial administration.
Payment service providers that facilitate payment processing where applicable.
Insurance or claims handling partners where a claim or incident must be assessed.
Professional advisers such as auditors, lawyers, or consultants where necessary for compliance or dispute handling.

We may also disclose personal data to independent third parties where required by law, where you instruct us to do so, or where disclosure is necessary to protect legal rights, safety, or property. We do not sell personal data.

Where processors or third parties are located outside the European Economic Area, appropriate safeguards will be used to protect your personal data, such as approved contractual clauses or equivalent legal mechanisms.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, staff training, and monitoring of systems and processes. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks involved.

7. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal limitations, you may exercise the following rights:

Right of access – to request confirmation of whether we process your data and obtain a copy of it.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to request that we limit processing in certain situations.
Right to data portability – to receive certain data in a structured, commonly used, machine-readable format and, where feasible, have it transferred to another controller.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you believe your rights are not being respected, you may also lodge a complaint with the relevant data protection supervisory authority. We encourage you to contact us first so we can address your concerns promptly and fairly.

8. Children’s Data

Our services are intended for adults arranging removals and related services. We do not knowingly collect personal data from children except where it is incidentally included in service-related records, such as household move details. If we become aware that data has been collected inappropriately, we will take steps to delete or securely handle it in accordance with legal requirements.

9. Automated Decision-Making

We do not use personal data for automated decision-making that produces legal or similarly significant effects on you unless you are clearly informed and a valid lawful basis exists. If such processing were to occur in the future, we would provide appropriate information about the logic involved and your rights.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updates will take effect when published or otherwise communicated to you. We encourage you to review this policy periodically to remain informed about how your personal data is handled.

11. Summary of Our Commitment

Sweden Removals is committed to processing personal data lawfully, securely, and transparently. We collect only the data needed to deliver our services, rely on appropriate lawful bases, keep data only as long as necessary, and use processors that are contractually bound to protect your information. We respect your GDPR rights and aim to respond to requests in a timely and appropriate manner.

This Privacy Policy applies to all Sweden Removals customers in area.