Privacy Policy - Man With A Van Wandsworth

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This Privacy Policy explains how Man With A Van Wandsworth collects, uses, stores, shares, and protects personal data when providing moving, transportation, and related services. It applies to all customers of Man With A Van Wandsworth in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With A Van Wandsworth provides man and van, removals, collection, delivery, and associated logistics services. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services, except where we process data on behalf of another organisation under a separate arrangement. This policy explains how and why we process personal data and the choices available to you.

2. Personal Data We Collect

We only collect personal data that is necessary for the services we provide, for legal compliance, or for our legitimate business operations. Depending on how you interact with us, we may collect:

Identity data such as your name and, where relevant, company or business name.
Contact data such as your phone number and email address.
Address data such as collection, delivery, billing, and property access details.
Booking and service data including service dates, item descriptions, access instructions, and move requirements.
Payment data such as payment status, transaction references, and limited billing information.
Communication data including messages, emails, call notes, and complaint or feedback records.
Technical data such as IP address, browser type, and device information if you interact with our digital systems.
Special categories of data only where strictly necessary and where you voluntarily provide it, for example if it is relevant to access needs, health-related moving requirements, or other support arrangements. We will only process such data where permitted by law and with appropriate safeguards.

We do not seek to collect unnecessary personal data. Please do not share information that is not relevant to the service unless it is required to complete your booking or support your request.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and confirm bookings;
to plan, carry out, and manage moving or delivery services;
to communicate with you about your booking, arrival times, access requirements, or changes to the service;
to process payments, issue invoices, and maintain accounting records;
to handle complaints, queries, and after-service support;
to comply with legal, tax, insurance, and regulatory obligations;
to improve our operations, service quality, and customer experience;
to protect against fraud, misuse, or unlawful activity;
to establish, exercise, or defend legal claims where necessary.

We may also use anonymised or aggregated data for internal reporting and service improvement. This information does not identify you as an individual.

4. Lawful Basis for Processing

We only process personal data where we have a valid lawful basis under UK GDPR. Depending on the situation, our lawful bases include:

Contract – where processing is necessary to provide our services, respond to a quote request, manage a booking, or fulfil our agreement with you.
Legal obligation – where we must retain or disclose information to meet tax, accounting, insurance, or other legal requirements.
Legitimate interests – where processing is necessary for our legitimate business interests, such as improving services, managing customer relationships, protecting our business, or preventing fraud, provided those interests do not override your rights and freedoms.
Consent – where we rely on your consent for optional uses of data, including certain marketing communications or processing of special category data where required by law.

If we rely on consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties where necessary to deliver our services or comply with legal obligations. These third parties may act as processors or independent controllers depending on the service they provide.

Processors we may use include:

Payment providers to process card or online payments securely.
Accounting and bookkeeping providers to manage invoicing, records, and financial compliance.
IT and cloud service providers to host data, email systems, and business software.
Customer communication tools used to manage enquiries, booking confirmations, and service updates.
Vehicle, route, or logistics systems used to plan and carry out services efficiently.
Professional advisers such as lawyers, insurers, or auditors where needed.

We require processors to handle personal data securely, use it only for our instructions, and comply with data protection law. We do not sell personal data. We may disclose personal data to public authorities, regulators, or law enforcement where required by law or where necessary to protect our rights or the safety of others.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, and reporting obligations. Retention periods vary depending on the type of data and the reason for holding it.

In general:

booking and service records are retained for a reasonable period after service completion;
financial records are retained for the period required by tax and accounting law;
communications and complaints may be kept for a period needed to manage service issues or legal claims;
data held on the basis of consent is kept until consent is withdrawn or the data is no longer needed.

When data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in line with our retention practices.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, disclosure, alteration, or destruction. These measures may include access controls, secure storage, password protection, staff training, and limiting access to data on a need-to-know basis. While no system can be guaranteed completely secure, we aim to maintain a level of protection appropriate to the risks involved.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply in different circumstances and may be subject to legal exemptions.

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 can request deletion of your data in certain situations.
Right to restrict processing – you can ask us to limit how we use your data in certain cases.
Right to data portability – you can request that certain data be provided to you or another organisation in a structured, commonly used format.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before acting on your request. These rights are important and we take them seriously.

9. Marketing Communications

Where permitted, we may use your contact details to send service-related updates or occasional marketing communications. You can opt out of marketing at any time. If you do opt out, you may still receive messages that are necessary for bookings, payments, service delivery, or legal compliance.

10. International Transfers

If any of our processors store or access personal data outside the UK, we will ensure suitable safeguards are in place, such as an adequacy decision or approved contractual protections, so that your data remains protected to an appropriate standard.

11. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data directly from children unless it is necessary in connection with a service request made by an adult customer, such as access or household arrangements. If we become aware that we have collected data inappropriately, we will take appropriate steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any updated version will take effect when published or otherwise communicated. We encourage you to review this policy periodically so you remain informed about how we use your data.

13. Summary of Key Points

We collect only the data needed to provide and manage our moving services.
We use data for bookings, payments, support, legal compliance, and service improvement.
We rely on lawful bases including contract, legal obligation, legitimate interests, and consent.
We share data only with trusted processors and where legally required.
We retain data only for as long as necessary and then delete or anonymise it.
You have rights to access, correct, delete, restrict, object, and withdraw consent where applicable.

By using the services of Man With A Van Wandsworth, you acknowledge that your personal data may be processed as described in this Privacy Policy. We are committed to respecting your privacy and keeping your information safe, lawful, and used only for legitimate purposes.