Privacy Policy - Man With Van Wandsworth

This Privacy Policy explains how Man With Van Wandsworth collects, uses, stores, shares, and protects personal data when providing moving, delivery, loading, unloading, and related van services. It applies to all Man With Van Wandsworth customers in the area, including individuals, households, landlords, tenants, and businesses using our services in or around Wandsworth. We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

1. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing bookings, communicating with customers, and meeting legal or operational obligations. Depending on how you interact with us, we may collect the following categories of information:

Identity details such as your name and, where relevant, business name.
Contact details such as email address, telephone number, and service address.
Booking and service details such as moving date, item list, property access information, and special handling requirements.
Payment information such as billing details and payment status. We do not normally store full card details if payment is processed securely by a third-party provider.
Communication records including emails, messages, notes from calls, and service-related correspondence.
Operational information such as parking instructions, access restrictions, floor levels, and inventory details needed to complete a move safely.
Technical data where applicable, such as basic website usage information collected through standard server logs or cookies.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example if a delivery or access arrangement requires specific assistance. Where special category data is processed, we apply additional safeguards and only do so where a lawful basis and condition for processing exists.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and arrange services.
To plan routes, manage staffing, and complete removals and deliveries efficiently.
To communicate with you before, during, and after a service.
To process payments, issue invoices, and manage account records.
To handle complaints, queries, claims, or service issues.
To meet legal, tax, accounting, and insurance obligations.
To protect against fraud, misuse, or unlawful activity.
To improve our operations, service quality, and customer experience.

We will only use your data in a fair and transparent way, and we will not use it for purposes that are incompatible with the reason it was collected unless required or permitted by law.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process your data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, arranging a move, and completing the agreed service.

Legal Obligation

We may process and retain certain information to comply with legal duties, including tax records, accounting requirements, insurance matters, and record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service administration, preventing fraud, maintaining internal records, and improving service operations. When we rely on this basis, we consider whether processing is proportionate and respectful of your privacy.

Consent

In limited cases, we may ask for your consent, for example where it is appropriate to use certain optional cookies or to process specific information outside the main service relationship. If we rely on consent, you can withdraw it at any time.

4. Data Sharing and Processors

We do not sell personal data. However, we may share information with trusted third parties where necessary to run our business and deliver services. These parties act either as independent controllers or as processors acting on our instructions.

Examples of processors and service providers may include:

Payment processors that securely handle card or online transactions.
IT and cloud storage providers that support data hosting, backups, and secure communications.
Accounting or bookkeeping providers that assist with invoicing and financial records.
Scheduling or administration tools used to manage bookings and customer records.
Insurance or legal advisers where necessary to resolve claims, disputes, or compliance matters.
Subcontracted movers or drivers where needed to fulfil a booking and only with relevant service information.

Where processors are used, we take steps to ensure that they process personal data securely, only for the purposes we specify, and in accordance with data protection law. We require appropriate confidentiality and security measures from all processors.

We may also disclose information if required by law, regulation, court order, or to protect the rights, property, or safety of our customers, staff, or business.

5. Data Retention

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

Booking and service records are usually kept for a reasonable period to manage follow-up queries and service administration.
Invoice and payment records are retained for the period required by tax and accounting laws.
Complaint or claim records may be kept longer where needed to defend legal claims or resolve disputes.
Communication records are retained for as long as necessary for business purposes or to support accurate service history.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices. We aim to ensure that data is not kept longer than necessary. Retention decisions are reviewed periodically to make sure they remain appropriate.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These may include access controls, password protection, secure storage, limited staff access, and confidentiality requirements.

While no system can be guaranteed completely secure, we work to reduce risk and to protect the information entrusted to us. If a personal data breach occurs and it is likely to result in a risk to your rights and freedoms, we will take steps required by law, which may include notifying the relevant authority and affected individuals.

7. Your Rights

Under data protection law, you have certain rights regarding your personal data. These rights may apply depending on the circumstances and the legal basis for processing. They include:

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 data portability – you may request your data in a structured, commonly used format where applicable.
Right to object – you can object to processing based on legitimate interests, and in some cases to direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in line with legal requirements. We may need to verify your identity before acting on a request. In some cases, rights may be limited where retention or processing is required by law.

8. International Transfers

If we use service providers that store or process data outside the UK, we will take appropriate safeguards to ensure your information remains protected to a standard consistent with UK GDPR requirements. These safeguards may include adequacy regulations or approved contractual protections.

9. Cookies and Similar Technologies

If our systems use cookies or similar technologies, they are generally limited to basic functionality, performance, and security purposes. Where consent is required, you will be able to manage that choice in the relevant settings. Any non-essential use will be handled in a transparent way and in line with applicable law.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. 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 their data is handled.

11. Summary of Our Commitment

We respect privacy and aim to process personal data in a lawful, fair, and transparent manner. We collect only what is needed, use it for clear business purposes, retain it only as long as necessary, and share it only with trusted processors or where legally required. By using our services, you acknowledge that this policy applies to all Man With Van Wandsworth customers in the area. Our approach is based on accountability, security, and respect for your rights, so that your data is handled responsibly throughout the service relationship.