Keep Moving Privacy Policy
This Privacy Policy explains how Keep Moving collects, uses, stores and protects personal data in connection with our services. It applies to all Keep Moving customers in our service area and to anyone who contacts us or interacts with our services, whether online or offline. We are committed to processing your personal data in accordance with the General Data Protection Regulation, often referred to as the GDPR, and all applicable data protection laws.
Data Controller
Keep Moving is the data controller for the personal data described in this Privacy Policy. As data controller, we decide why and how your personal data is processed, and we are responsible for ensuring that such processing is carried out in a lawful, fair and transparent manner.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us and which services you use. This may include:
Identification and contact details such as your name, postal address, billing address, and any other details you choose to provide to identify yourself when using our services.
Account and profile information such as username, account settings and communication preferences if you create an account with us or register for any of our services.
Service and transaction data such as information about the services you have purchased or used, booking details, dates and times of use, payment status and related records necessary to manage your relationship with us.
Payment and billing information such as partial payment card details and billing history. We do not store full payment card numbers where payment is processed by a third party payment provider.
Usage information such as how and when you access our website or digital services, including log data, device information, and other technical data generated through your use of our services.
Communications and correspondence such as messages you send to us, feedback, survey responses, complaints and any other information you voluntarily provide when contacting us.
Marketing and consent information such as your choices regarding receiving marketing communications, records of consent and related preference data.
How We Collect Personal Data
We collect personal data directly from you when you request our services, create an account, make a booking, complete a form, participate in a survey, provide feedback, or communicate with us in any way.
We may also collect personal data automatically through your use of our website or digital services, for example through technical logs generated by your device and browser.
In limited cases, we may receive personal data from third parties, such as payment providers, business partners or publicly available sources, where this is necessary to provide our services or comply with legal obligations.
Lawful Basis for Processing
We rely on one or more of the following lawful bases under the GDPR when processing your personal data:
Performance of a contract. We process personal data where this is necessary to enter into or fulfil a contract with you, such as to provide services you have ordered, manage bookings and handle payments.
Compliance with legal obligations. We process personal data where this is necessary to comply with legal and regulatory requirements, for example relating to tax, accounting, fraud prevention or responding to lawful requests from public authorities.
Legitimate interests. We process personal data where this is necessary for our legitimate interests or those of a third party, provided that your interests and fundamental rights do not override those interests. Our legitimate interests include improving our services, managing our business, maintaining security, preventing misuse of our services and defending our legal rights.
Consent. In some cases, we process personal data based on your consent, for example for certain types of marketing communications or optional analytics. Where we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing that took place before withdrawal.
Purposes of Processing
We use your personal data for the following purposes:
To provide and manage our services, including processing bookings, delivering services, managing your account and providing customer support.
To manage billing and payments, including issuing invoices, processing payments via our payment processors and handling related queries.
To communicate with you, including responding to your requests, sending service messages, updates about your bookings, and information about changes to our terms or policies.
To improve and develop our services, including monitoring usage patterns, analysing performance, and enhancing user experience.
To carry out marketing activities, such as sending you information about our services or promotions where permitted by law and where you have not opted out.
To maintain the security and integrity of our systems, prevent fraud and misuse, and protect our legitimate business interests.
To comply with legal obligations and to establish, exercise or defend legal claims.
Data Retention
We retain personal data only for as long as is necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting or reporting requirements. The specific retention period depends on the nature of the data and the context in which it was collected.
In general, we keep customer account and transaction data for as long as you have an active relationship with us and for a reasonable period thereafter to deal with any queries or disputes, and to comply with legal obligations.
We retain communications and correspondence for as long as necessary to handle your request and maintain appropriate records for our legitimate interests and legal requirements.
When personal data is no longer required, we will delete it or anonymise it so that it can no longer be associated with you.
Data Processors and Third Parties
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process your personal data in accordance with our instructions and are contractually required to implement appropriate technical and organisational measures to protect your data.
Such processors may include providers of payment processing services, information technology and hosting services, customer support tools, analytics services and professional advisers.
Where we share personal data with third parties who act as independent controllers, we do so only where necessary for the purposes described in this Privacy Policy, such as to comply with legal obligations, to prevent fraud, or to collaborate with partners involved in delivering our services to you.
If personal data is transferred outside the European Economic Area, we will ensure that appropriate safeguards are in place in accordance with the GDPR, such as standard contractual clauses or other recognised transfer mechanisms.
Your Rights Under the GDPR
As a data subject, you have a number of rights under the GDPR in relation to your personal data. These rights apply to all Keep Moving customers in our service area, subject to certain conditions and exceptions provided by law.
Right of access. You have the right to obtain confirmation as to whether we process your personal data and, if so, to receive a copy of that data and information about how we process it.
Right to rectification. You have the right to request the correction of inaccurate personal data and the completion of incomplete data.
Right to erasure. You have the right to request that we delete your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing. You have the right to request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data or assess an objection you have raised.
Right to data portability. You have the right to receive certain personal data in a structured, commonly used and machine-readable format and to transmit that data to another controller, where the processing is based on consent or contract and carried out by automated means.
Right to object. You have the right to object at any time to processing of your personal data based on our legitimate interests, including profiling, and we will stop such processing unless we can demonstrate compelling legitimate grounds. You also have an absolute right to object to processing for direct marketing purposes.
Right to withdraw consent. Where we rely on your consent to process personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.
To exercise any of these rights, you can contact us using the contact methods made available through our services or in our customer communications. We may need to verify your identity before responding to your request.
Security of Personal Data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures are designed to provide a level of security appropriate to the risks associated with the processing of your personal data.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the services we provide. When we make changes, we will revise the date of the latest update and, where appropriate, notify you through our services or other communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.
