Privacy Policy

Birch & Porter Privacy Policy

Last updated: [30/10/2025]

1. Introduction

Birch & Porter (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, and protect your information when you use our services or interact with us in any way.

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable UK privacy laws.

2. Who We Are

Birch & Porter
[47 Lydstep Close, Derby, DE21 2RY]
Email: [contact@birchandporter.co.uk]
Phone: [07598 968 421]
Data Protection Lead: [Barbara Evans]

3. Information We Collect

We may collect and process the following types of personal data:

a. Information you provide to us

Name, address, email, and phone number

Property addresses (collection and delivery)

Payment details (processed securely via third-party provider)

Communication preferences and correspondence

b. Information collected automatically

IP address, browser type, and device data (if using our website)

Cookies or analytics data (see Section 10: Cookies)

4. How We Use Your Information

We process your personal data for the following purposes:

To provide and manage removal services

To issue quotes, invoices, and payment confirmations

To communicate with you about bookings and enquiries

To comply with legal obligations (e.g., tax, insurance)

To improve our services and customer experience

For marketing (only with your explicit consent)

5. Lawful Bases for Processing

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

Contractual necessity: to perform a contract with you

Legal obligation: to comply with our legal requirements

Legitimate interests: for business operations and service improvements

Consent: for marketing or non-essential communications

6. How We Share Your Data

We may share your information with trusted third parties, such as:

Payment processors and accounting software providers

Insurers or subcontractors involved in your move

IT and website hosting service providers

All third parties are required to process your data securely and in compliance with data protection laws.

We do not sell or trade your personal data.

7. Data Retention

We keep your personal data only as long as necessary to fulfil the purposes it was collected for, including legal, accounting, or reporting obligations.

Typically:

Customer records: 6 years

Financial records: 7 years (HMRC compliance)

8. Your Rights

Under the UK GDPR, you have the right to:

Access your personal data

Rectify inaccurate or incomplete data

Erase your data (“right to be forgotten”)

Restrict or object to processing

Data portability

Withdraw consent at any time (where applicable)

To exercise these rights, contact us at [Insert Contact Email].

9. Data Security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, alteration, or loss.

This includes:

Secure cloud storage

Access controls and encryption

Regular security audits and staff training

10. Cookies

If our website uses cookies, they will only be used to improve site performance and user experience.
You can control or disable cookies via your browser settings. For details, please refer to our Cookie Policy.

11. Transfers Outside the UK

If any personal data is transferred outside the UK (e.g., cloud storage providers), we ensure it is protected under adequate safeguards, such as UK-approved Standard Contractual Clauses (SCCs).

12. Complaints

If you are concerned about how we handle your personal data, please contact us first.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk
Phone: 0303 123 1113

13. Updates to This Policy

We may update this Privacy Policy periodically.
The latest version will always be available on our website, with the revision date clearly stated.