Privacy Policy - Man And Van Wandsworth

This Privacy Policy explains how Man And Van Wandsworth collects, uses, stores, shares, and protects personal data belonging to our customers and prospective customers. It applies to all Man And Van Wandsworth customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise engages with our moving and transport 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.

1. Who We Are

Man And Van Wandsworth provides removal, transport, and related moving services to individuals and businesses. For the purposes of data protection law, we are the data controller for the personal data we collect and use in connection with our services. This means we determine the purposes and means of processing your data.

2. Personal Data We Collect

We only collect personal data that is necessary for the purposes described in this Privacy Policy. The information we may collect includes:

• Identity data such as your name and, where relevant, business name.
• Contact data such as your address, email address, and telephone number.
• Booking and service data including service dates, locations, item descriptions, access requirements, and delivery details.
• Payment data such as payment confirmation, invoice details, and transaction references. We do not store full card details where payments are handled by secure third-party processors.
• Communication data including messages, enquiries, complaints, feedback, and any correspondence relating to your booking.
• Technical data such as IP address, browser type, and device information when you interact with our digital services, where applicable.
• Special instructions that may relate to access, parking, building entry, or handling of belongings.

We may also collect limited additional information where it is necessary to deliver our services safely and effectively. We do not intentionally collect more information than is needed.

3. How We Use Your Personal Data

We use personal data for the following purposes:

• To provide quotations and respond to enquiries.
• To arrange, manage, and complete bookings.
• To communicate with you about service changes, arrival times, and job requirements.
• To issue invoices, manage payments, and maintain accounting records.
• To handle complaints, claims, or service issues.
• To comply with legal and regulatory obligations.
• To improve our services, operations, and customer experience.
• To maintain the security of our systems, staff, customers, and property.

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 another compatible purpose and that purpose is permitted by law.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process your personal data. Depending on the situation, our lawful bases may include:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging services, completing moving tasks, and managing payments.

Legal Obligation

We may process data to comply with legal requirements, including tax, accounting, insurance, and record-keeping obligations.

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 managing enquiries, improving our services, preventing fraud, maintaining service quality, and protecting our business.

Consent

In limited cases, we may rely on your consent, for example where it is required for optional communications or other specific processing activities. Where we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to provide our services, operate our business, or comply with the law. These parties act as data processors or independent controllers depending on the circumstances.

• Payment service providers who process card or electronic payments securely.
• Accounting and invoicing providers who help manage financial records.
• IT and cloud storage providers who support our data storage, communications, and business systems.
• Customer management or booking tools used to organise service requests and schedules.
• Professional advisers such as accountants, insurers, or legal advisers.
• Public authorities where disclosure is required by law or necessary to establish, exercise, or defend legal claims.

Where third parties process personal data on our behalf, we require them to keep data secure and to process it only in accordance with our instructions and applicable law. We use appropriate contractual safeguards with processors to protect your information.

6. International Transfers

In some cases, your personal data may be stored or processed outside the United Kingdom if a processor uses servers or support services in another country. Where this happens, we ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections, to provide a level of protection consistent with UK data protection law.

7. Data Retention

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

• Quotation and enquiry records may be kept for a reasonable period to manage follow-up requests and business administration.
• Booking, invoice, and payment-related records are generally retained for the period required by tax and accounting laws.
• Correspondence and complaint records may be kept for as long as needed to resolve issues and defend legal claims.

When personal data is no longer required, we will delete it securely or anonymise it where appropriate. We do not keep data indefinitely without a valid reason.

8. Data Security

We take the security of personal data seriously and use reasonable technical and organisational measures to protect it from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of service providers.

While we work to protect your information, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we continuously review our practices to improve protection.

9. Your Rights

As a data subject under UK GDPR, you have certain rights in relation to your personal data. These rights may include:

• The right of access to request a copy of the personal data we hold about you.
• The right to rectification to correct inaccurate or incomplete data.
• The right to erasure in certain circumstances, also known as the right to be forgotten.
• The right to restrict processing in certain situations.
• The right to object to processing based on legitimate interests or direct marketing.
• The right to data portability where processing is based on consent or contract and carried out by automated means.
• The right to withdraw consent where we rely on consent for processing.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so that we can address them promptly.

10. Automated Decision-Making

We do not generally use automated decision-making or profiling that produces legal or similarly significant effects about you. If this changes, we will update this Privacy Policy and explain the logic involved, as well as the significance and consequences for you where required by law.

11. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is necessary in connection with a household move or similar service arrangement and handled with appropriate care. If we become aware that we have collected data from a child without a lawful basis, we will take steps to delete it.

12. 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 updates will apply from the date they are published or otherwise communicated. We encourage you to review this Policy periodically so that you remain informed about how we protect your personal data.

13. Summary of Our Commitment

Man And Van Wandsworth is committed to processing personal data responsibly, securely, and lawfully. We collect only the information needed to deliver our services, rely on appropriate lawful bases, retain data for no longer than necessary, and work with trusted processors under proper safeguards. We also respect your rights and aim to handle all personal data with transparency and care.

This Privacy Policy applies to all Man And Van Wandsworth customers in the area.