Privacy Policy - Man And Van Wandsworth

This Privacy Policy explains how Man And Van Wandsworth collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Wandsworth customers in the area, including individuals and businesses who request, book, receive, or enquire about our moving, delivery, loading, unloading, packing, storage-related, or transportation 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.

1. Who we are

Man And Van Wandsworth is a service provider offering man and van, removal, and related logistics support to customers in and around Wandsworth. For the purposes of data protection law, we act as the data controller when we determine why and how personal data is processed. This policy applies to personal data collected in connection with our services, enquiries, quotes, bookings, operations, invoicing, and customer support.

2. Personal data we collect

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

Identity data such as your name, title, and, where relevant, business name.
Contact data such as telephone number, email address, and service address.
Booking and service data such as moving dates, collection and delivery details, access information, item lists, and service preferences.
Payment and transaction data such as payment status, billing details, and records of transactions.
Communication data such as messages, enquiries, complaints, feedback, and call notes.
Technical data if you interact with us online, such as IP address, device information, browser type, and usage details.
Special category data only where strictly necessary and only in exceptional cases, for example if you voluntarily provide information about mobility requirements or health-related access needs so that we can safely deliver our services.

We aim to collect only the information that is necessary for the purposes described in this policy. Providing certain information may be required for us to carry out a booking or respond to a request effectively.

3. How we use personal data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To manage bookings and deliver requested services.
To communicate about scheduling, service changes, and customer support.
To process payments, issue invoices, and maintain accounting records.
To maintain internal records, monitor service quality, and resolve disputes.
To comply with legal, tax, and regulatory obligations.
To protect against fraud, misuse, or unauthorised access.

We do not use personal data for unrelated purposes without ensuring that a lawful basis exists and, where required, informing you accordingly.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis for each processing activity. Depending on the circumstances, we rely on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes handling your details to provide a quotation, confirm a booking, deliver the service, and manage payment arrangements.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided your interests and fundamental rights do not override those interests. Examples include improving our services, maintaining records, preventing fraud, and managing customer communications.

Legal obligation

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

Consent

In limited situations, we may rely on your consent, especially for optional processing or where special category data is involved and no other lawful basis applies. If we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital interests

In rare cases, we may process data to protect someone’s vital interests, for example in an emergency affecting safety during a service.

5. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting requirements. Retention periods depend on the type of data and the context in which it was provided.

Quotation and booking records may be retained for a reasonable period to manage service history and customer support.
Invoice, payment, and accounting records are retained in line with applicable tax and financial obligations.
Complaint and dispute records may be retained for as long as needed to resolve the issue and defend legal claims.
General correspondence is retained only as long as necessary for business administration.

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices. We review retention on a regular basis to ensure data is not held for longer than necessary.

6. Processors and third parties

We may share personal data with carefully selected third-party processors who act on our instructions and provide services on our behalf. These may include:

Payment service providers who handle payment processing.
Accounting or bookkeeping providers who support financial administration.
IT and hosting providers who support systems, storage, and security.
Communication service providers who help manage messages and notifications.
Operational partners or subcontractors involved in delivering the requested service, where necessary.

We require processors to take appropriate technical and organisational measures to protect personal data and to process it only in line with our instructions and the law. We do not sell personal data.

In some cases, we may also share data with professional advisers, insurers, law enforcement, courts, or regulatory bodies where required or permitted by law.

7. Data security

We use reasonable and appropriate security measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and administrative safeguards. While no system can be guaranteed to be completely secure, we take data protection seriously and review our practices to reduce risk.

8. International transfers

If any personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place, such as an adequacy decision, standard contractual clauses, or another lawful transfer mechanism recognised under applicable data protection law.

9. Your rights

You have rights in relation to your personal data under UK GDPR. These rights may apply depending on the circumstances and legal basis for processing:

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 data.
Right to erasure – to request deletion of your data in certain situations.
Right to restrict processing – to ask us to limit how we use your data in certain circumstances.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – to receive certain data in a structured, commonly used, machine-readable format and transfer it to another controller, where applicable.
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 may need to verify your identity before responding. We will respond within the time limits required by law and will provide a clear explanation if a request cannot be fully fulfilled due to legal exceptions.

10. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to a household booking and provided by an adult customer. If we become aware that we have collected data inappropriately, we will take steps to delete it where appropriate.

11. Changes to this policy

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

12. Summary of our approach

Man And Van Wandsworth is committed to responsible data protection practices. We collect only necessary information, use it for clear and lawful purposes, retain it for appropriate periods, work only with trusted processors, and respect your rights under data protection law. This policy is intended to apply fairly and consistently to all customers in the Wandsworth area who use or enquire about our services.