Privacy Policy - Man With A Van Wandsworth

This Privacy Policy explains how Man With A Van Wandsworth collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With A Van Wandsworth customers in the area, including individuals and businesses who enquire about, book, receive, or pay for our moving, delivery, and related van services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We take privacy seriously. This policy is designed to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal information.

1. Information We Collect

We may collect and process a range of personal data depending on how you interact with us. The data we collect may include:

Identity details such as your name, title, and, where relevant, the name of your business or organisation.
Contact details such as your address, email address, and phone number.
Service information including details about your move, delivery, collection, property access, preferred dates, item descriptions, and any special requirements.
Payment-related information such as billing details and payment status. We do not store full card details unless this is explicitly required and securely handled by a compliant payment provider.
Communication records including messages, booking notes, complaints, and feedback.
Technical information where relevant, such as IP address, browser type, and device data if you contact us through digital channels.
Photographs or supporting documentation if needed to assess access, item condition, or service requirements.

We only collect data that is necessary for the service relationship, operational needs, or legal obligations. We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific lawful purpose.

2. How We Use Your Personal Data

We use personal data for the following purposes:

to provide quotes, arrange bookings, and manage moving or delivery services;
to communicate with you about appointments, changes, access arrangements, and service updates;
to process payments, issue receipts, and manage billing;
to keep records of services provided and customer interactions;
to handle complaints, queries, and disputes;
to maintain service quality, safety, and operational efficiency;
to comply with legal, tax, accounting, and insurance obligations;
to protect our business, customers, staff, and property from fraud, misuse, or unlawful activity.

We do not sell your personal data. We use it only where there is a valid reason to do so and only to the extent necessary for the relevant purpose.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every use of personal data. We rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, arranging the service, completing the move or delivery, and managing payment and customer service.

Legal Obligation

We may process data when required to comply with legal obligations, including tax records, accounting requirements, insurance matters, and lawful requests from authorities.

Legitimate Interests

We may process personal data where it is in our legitimate interests and those interests are not overridden by your rights and freedoms. This may include business administration, service improvement, fraud prevention, record keeping, and internal audit purposes.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide information that is not necessary for the service. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

4. Sharing and Processors

We may share personal data with trusted third parties where necessary to deliver services or meet legal and operational requirements. These parties act as processors or independent controllers depending on the circumstances.

Processors may include:

payment service providers;
accounting and bookkeeping providers;
IT, cloud storage, and data backup providers;
customer communications and booking management systems;
professional advisers such as insurers, lawyers, or auditors;
subcontractors or operational partners involved in delivering a service.

Where a third party acts as a processor, we ensure there is a contract in place requiring them to process personal data only on our instructions, keep it secure, and comply with applicable data protection law. Where a third party acts as an independent controller, they are responsible for their own compliance and privacy practices.

We may also disclose information where necessary to prevent fraud, comply with a legal request, protect our rights, or safeguard the safety of individuals and property.

5. International Transfers

If any personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as an adequacy decision or approved contractual protections. We take steps to ensure that any such transfer maintains a standard of protection consistent with UK data protection requirements.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods may vary depending on the type of information and the nature of the service.

Booking and service records are generally retained for a period necessary to manage the customer relationship, address disputes, and maintain accurate business records.
Invoice and accounting records are retained for the period required under tax and accounting laws.
Communication records are kept for a reasonable period to allow us to respond to queries, resolve issues, and maintain service history.
Claims or complaint-related records may be kept longer where needed for legal defence or insurance purposes.

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices.

While no system can be guaranteed 100% secure, we work to reduce risks and to handle information responsibly. Access to personal data is restricted to those who need it for legitimate business purposes.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply in full or in part depending on the circumstances and the legal basis for processing.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – you may request deletion of your data in certain situations.
Right to restriction – you can ask us to limit how we use your data in certain circumstances.
Right to object – you can object to processing based on legitimate interests in some cases.
Right to data portability – you may request certain data in a portable format where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

To exercise your rights, you should provide enough information to help us identify you and understand your request. We may need to verify your identity before responding. We aim to respond within the timeframes required by law.

You also have the right to raise concerns with the Information Commissioner’s Office (ICO) if you believe your data has been handled improperly.

9. Children’s Data

Our services are intended for adults who are able to arrange moving and delivery services. We do not knowingly collect personal data from children as a primary activity. If we become aware that we have inadvertently collected such data without a valid reason, we will take appropriate steps to delete it or otherwise handle it in accordance with applicable law.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

11. Scope of This Policy

This Privacy Policy applies to all customers of Man With A Van Wandsworth in the area and covers personal data processed in connection with quotes, bookings, service delivery, administration, and related business operations. By using our services or providing personal data to us, you acknowledge that your information will be handled in line with this policy and applicable data protection law.

In summary, we collect only the data we need, use it for lawful and necessary purposes, keep it for no longer than required, share it only with appropriate processors or where legally necessary, and respect your rights over your personal information.