Privacy Policy - Man And A Van Wandsworth

This Privacy Policy explains how Man And A Van Wandsworth collects, uses, stores, shares, and protects personal data when providing removal, transport, and related services. It applies to all Man And A Van Wandsworth customers in the area, including individuals, households, and business customers who request quotations, make bookings, or otherwise engage our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your information.

1. Data We Collect

We only collect personal data that is necessary for the operation of our services, administration, compliance, and customer support. Depending on how you interact with us, the categories of data we may collect include:

Identity data such as your name, title, and any business or account name you provide.
Contact data such as your address, email address, telephone number, and moving or collection destination details.
Service data such as information about the move, dates, inventory details, access requirements, parking arrangements, and special handling instructions.
Payment data such as billing information, transaction records, and partial payment details necessary for invoicing and reconciliation.
Communication data such as messages, emails, call notes, complaints, feedback, and correspondence relating to your booking or enquiry.
Technical data such as device, browser, and log information if you contact us through digital systems used to manage our services.
Operational data such as records of service completion, estimates, scheduling, and route planning information.

We do not intentionally collect special category data unless you choose to disclose it to us and it is strictly necessary for the performance of our services or for your safety. If you share information that may reveal sensitive details, we will handle it with appropriate care and only where a lawful basis exists.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and manage bookings.
To arrange and deliver removal, transport, loading, and related services.
To communicate with you about timings, access, service changes, and service completion.
To issue invoices, process payments, and maintain accounting records.
To handle complaints, queries, claims, and customer support requests.
To improve our service quality, planning, and operational efficiency.
To comply with legal and regulatory obligations.
To establish, exercise, or defend legal claims where necessary.

We will only use your data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose and the law allows us to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every processing activity. The lawful bases we rely on may include:

Contract

We process your personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes providing quotations, confirming bookings, carrying out the move, and managing related service communications.

Legal Obligation

We may process personal data where necessary to comply with legal obligations, such as accounting, tax, insurance, record-keeping, and responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service improvement, fraud prevention, business administration, internal reporting, and maintaining customer records. When we rely on legitimate interests, we assess the impact on your privacy and ensure appropriate safeguards are in place.

Consent

In limited situations, we may ask for your consent, for example for certain optional communications or specific uses that are not covered by another lawful basis. Where processing is based on consent, you may withdraw that consent at any time.

Vital Interests

In rare cases, we may process personal data where necessary to protect someone’s vital interests, for example in an emergency related to safety during a move.

4. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf or, in some cases, as separate controllers. These parties are only permitted to use your data for specified purposes and must apply appropriate technical and organisational safeguards.

Examples of processors or recipients may include:

Payment service providers who help process card or electronic payments.
Accounting and bookkeeping providers who support invoicing, tax, and financial record-keeping.
IT and cloud service providers who host business systems, secure data storage, and communications tools.
Customer administration systems used to manage bookings, scheduling, and service records.
Professional advisers such as insurers, auditors, or legal advisers where necessary.
Public authorities where disclosure is required by law or necessary to protect rights, safety, or property.

We do not sell personal data. Where data must be transferred outside the UK or EEA, we will ensure that appropriate legal safeguards are in place, such as an adequacy decision, standard contractual clauses, or equivalent protective measures.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, insurance, and reporting requirements. Retention periods may vary depending on the type of data and the nature of the service provided.

As a general approach:

Quotation and booking records are retained for a reasonable period to manage service administration and follow-up enquiries.
Invoice, tax, and accounting records are retained for the periods required by law.
Customer communication records are retained as needed to resolve disputes, support service quality, and maintain business continuity.
Claims, complaint, and legal records may be retained for longer where necessary to establish, exercise, or defend legal rights.

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in a safe and lawful manner.

6. Data Security

We take the security of personal data seriously and use appropriate measures to protect it from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality procedures, and staff awareness practices.

Although no system can be guaranteed to be completely secure, we work to reduce risks and limit access to personal data to those who need it for legitimate business purposes.

7. Your Rights

You have a number of rights under data protection law in relation to your personal data. Subject to legal conditions and exemptions, these rights may include:

The right to be informed about how your data is used.
The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure in certain circumstances, sometimes called the right to be forgotten.
The right to restrict processing in certain situations.
The right to data portability for data processed by automated means on the basis of consent or contract, where applicable.
The right to object to processing based on legitimate interests or to direct marketing.
Rights in relation to automated decision-making, where such processing applies.

If you wish to exercise any of these rights, we will respond in line with applicable data protection law. We may need to verify your identity before acting on a request. You also have the right to complain to the UK Information Commissioner’s Office if you believe your data has not been handled properly.

8. Marketing Communications

We will only send marketing communications where permitted by law. If we rely on consent, you can withdraw it at any time. If you no longer wish to receive such communications, you may opt out using the method provided in the communication or by contacting us through the usual customer service route. We will always respect your preferences and lawful rights.

9. Cookies and Similar Technologies

If digital tools are used in connection with our services, small files or similar technologies may be used for basic functionality, system security, and analytical purposes. Where required, we will provide information about such technologies and obtain consent for non-essential uses. You can adjust browser settings to control cookies, although this may affect certain functions.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

11. Summary of Our Commitment

We aim to process personal data responsibly, securely, and transparently. Our approach is based on minimisation, necessity, and respect for customer rights. We only collect data needed to deliver services properly, retain it for appropriate periods, and share it only with trusted processors or when the law requires it. All Man And A Van Wandsworth customers in the area are covered by this policy, and we will always seek to protect personal information in a manner consistent with data protection law.

This policy is intended to support privacy compliance and clear communication with customers. It should be read together with any service terms or other notices that apply to specific bookings.