Carrying out an office removal is complex. Not only because of the halt in work, the fitting-out of the new space and the necessary moving of furniture, computers, etc., but because of the documents. Data protection legislation is especially important in these cases, and it should be followed to the letter to avoid legal problems.
You will need to take extra care with contracts, dismissal letters, client documentation and anything containing personal data. But even greater care must be taken with confidential documents: payslips and receipts, medical information, exclusivity agreements and other types of documentation that require even more careful handling.
If a storage and destruction protocol is already required for these documents in the normal running of an office, in the case of a removal there are also rules and recommendations to follow.
At Horizon Atlantic we specialise in office removals and therefore have staff specially trained to carry out the transport of private documentation while complying with all legal requirements.
Our professionals are trained to guarantee the safe transport of confidential documents and prevent companies' private information from falling into the hands of people outside the brand.
The importance of guaranteeing the safe transport of confidential documents
The first thing to bear in mind when organising an office removal is that the safe transport of documentation must cover both paper and digital formats.
Nowadays many contracts, agreements, etc. are stored on the computer, so care of hard drives must also be maximised in these cases.
That said, it is the GDPR (General Data Protection Regulation) that guides business owners and those responsible for transport when carrying out the move. This regulation reflects how private and confidential documentation must be handled and provides guidance on how to act in the case of a removal.
In this way, as well as preserving the documents and thus maintaining the trust of employees, partners, clients, etc. during an office removal, possible penalties from the Spanish Data Protection Agency for not doing things properly will be avoided.
How to correctly transport confidential documents
To avoid problems, it is best to leave the removal in the hands of professionals used to this type of work. The experience and training of our Horizon Atlantic removals team means our work is meticulous, and no confidential document is put at risk.
Some of the security measures carried out in these cases include the use of boxes with security seals, logging of the departure and arrival times of the documentation, custody by trained professionals… All of this is put at the service of your company so that the removal takes place without any problems.
A thorough understanding of GDPR requirements is the best response to possible problems with the transport of documents arising from any office removal. If you are not sure how to do it, let experts advise you and put your peace of mind in our hands.
Frequently asked questions about confidential documents during an office move
What obligations do I have under the GDPR when moving my office?
As data controller, you must guarantee the confidentiality and availability of personal data during the removal process. This means: paper documentation in sealed and labelled boxes, transport by a trusted person or specialised service, recording the move in your record of processing activities, and reporting to the AEPD only if there is a security incident (not for a normal removal).
How can I protect physical documentation during transport?
Sealed boxes with numbered tape (a broken seal indicates unauthorised access), labelling as "CONFIDENTIAL", transport in vehicles with secure locking, physical accompaniment during loading and unloading, and personal custody by the person responsible or a delegate at critical moments. For especially sensitive files (medical, judicial data), consider exclusive (non-shared) transport.
What about servers and hard drives with personal data?
Shut down properly before moving, transport in specific packaging (a box with polyurethane foam padding), keep a detailed inventory with serial numbers, and make sure they are not disconnected from their casing during transport. For medium/large companies, consider specialised IT transport services with documented chain of custody.
What should I do with documentation I no longer need?
Do NOT mix it with normal recyclable paper. For documentation containing personal or confidential data: hire certified destruction from an authorised company (they will provide a destruction certificate), or use P-4 level or higher paper shredders. The destruction certificate is your proof in the event of a possible AEPD audit.
Do I need to inform clients about the move for GDPR reasons?
Not in itself, but you SHOULD: update your privacy policy with the new address, and amend clauses in current contracts and web forms. If there was a genuine security incident during the removal (loss, theft), notify the AEPD within 72 hours. More on office removals: correct office removals.
For your company's complete relocation, see Horizont Atlantic's office removals in the Canary Islands.
