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, delivery, and related services. It applies to all Man And A Van Wandsworth customers in area, including individuals, households, landlords, tenants, and business customers who use our services within our operating area. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man And A Van Wandsworth acts as the data controller for the personal data described in this policy. This means we decide how and why your personal information is processed when you book, enquire about, receive, or pay for our services. We only collect and process data that is relevant, necessary, and proportionate to the services we provide.

2. Personal Data We Collect

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

Identity details such as your name and, where relevant, company name.
Contact details including phone number and email address.
Address information including collection, delivery, billing, and service locations.
Booking details such as service date, time, job instructions, property access information, inventory notes, and move size.
Payment information such as payment status, transaction reference, invoicing details, and billing records.
Communication records including emails, call notes, messages, and correspondence about quotes, bookings, complaints, or service updates.
Service-related information such as special handling requirements, parking instructions, and access restrictions.
Technical information where applicable, such as basic website usage data or device information if you submit an online enquiry.

We do not intentionally collect special category data unless you voluntarily provide it and it is necessary for the service, for example if it relates to access or health-related handling requirements. If such information is provided, we will process it only where permitted by law and with appropriate safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and confirm bookings.
To plan, deliver, and manage removal and transport services.
To communicate with you about your booking, changes, delays, or service issues.
To issue invoices, process payments, and maintain accounting records.
To respond to enquiries, complaints, and customer support requests.
To improve our services, procedures, and customer experience.
To comply with legal, tax, and regulatory obligations.
To establish, exercise, or defend legal claims where necessary.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose. If we need to use it for an unrelated purpose, we will explain the legal basis and, where required, seek your consent.

4. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under the UK GDPR. Depending on the circumstances, the lawful bases we rely on are:

a) Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, managing bookings, delivering services, and handling payment arrangements.

b) Legal Obligation

We may process certain data to comply with legal obligations, such as tax, accounting, and record-keeping requirements.

c) 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 administration, fraud prevention, quality control, internal record management, and resolving disputes. We always assess whether our interests are proportionate and appropriate before relying on this basis.

d) Consent

In limited cases, we may rely on your consent, for example where you choose to provide optional information or agree to receive certain communications. You may withdraw consent at any time where processing is based on consent.

5. Sharing Your Information

We may share personal data with trusted third parties only when necessary and only to the extent required to provide our services or comply with the law. These parties may include:

Payment processors that handle card or electronic payments securely.
Accounting and bookkeeping providers that assist with invoicing, tax, and financial administration.
IT, hosting, and communication providers that support secure storage, messaging, and business systems.
Professional advisers such as accountants, insurers, or legal advisers where necessary.
Public authorities where disclosure is required by law or to protect our legal rights.

We require processors and service providers to protect your data and to use it only for the specific purposes we instruct. They are not permitted to use your information for their own unrelated purposes.

6. Data Retention

We keep personal data only for as long as is necessary for the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. Retention periods depend on the type of data and the purpose of processing.

Booking and service records are typically retained for a reasonable period after the service has been completed to manage follow-up queries or disputes.
Financial and transaction records are retained for the period required by tax and accounting laws.
Communication records are retained as long as needed to handle customer support and service history.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, disclosure, alteration, or destruction. These measures may include access controls, secure storage, restricted permissions, and staff confidentiality obligations. While no system is completely risk-free, we work to maintain a level of security appropriate to the nature of the data we process.

8. International Transfers

If any of our processors store or access data outside the UK, we will ensure that appropriate safeguards are in place in accordance with data protection law. Where required, these safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal protections.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request transfer of certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

Some rights may not apply in all situations, and exemptions may exist under the law. We will respond to requests in line with applicable legal requirements.

10. Cookies and Similar Technologies

If you interact with our online enquiry systems, basic cookies or similar technologies may be used to support functionality, security, or performance. Where required by law, we will provide appropriate notice and obtain consent for non-essential cookies. You can manage browser settings to limit cookie use, though this may affect certain features.

11. Children’s Data

Our services are intended for adults who arrange removals, deliveries, or related services. We do not knowingly collect personal data from children except where it is incidental to a household service and provided by an adult customer. If we become aware that we have collected a child’s data inappropriately, we will take reasonable steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updates will take effect when published in the revised version. We encourage customers to review this policy periodically so they remain informed about how their data is used.

13. Contacting Us About Privacy

If you have questions about this Privacy Policy, wish to exercise your rights, or want to raise a concern about how your personal data is handled, please contact us using the appropriate customer service or administrative channels provided at the time of booking or service engagement. We will review privacy requests carefully and respond in accordance with applicable law.

Summary: This policy explains how Man And A Van Wandsworth handles customer data in its area, including collection, legal bases, retention, processors, security, and user rights.