Privacy Policy - Man With Van London

This Privacy Policy explains how Man With Van London collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With Van London customers in the area, including anyone requesting a quote, making a booking, receiving a delivery, or otherwise interacting with our 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.

Please read this policy carefully so you understand how your information is used and what rights you have.

1. Who We Are

For the purposes of data protection law, Man With Van London acts as the data controller for personal data collected in connection with our services. This means we determine the purposes and methods of processing personal data. Where we use third-party service providers to process data on our behalf, they act as data processors or independent controllers, depending on the nature of their services.

2. Personal Data We Collect

We collect only the data that is necessary to provide our services, manage our business, and meet legal obligations. The personal data we may collect includes:

Identity information: name, title, and, where relevant, business name.
Contact information: address, email address, and telephone number.
Service details: moving dates, collection and delivery locations, property access information, inventory details, and service preferences.
Payment information: billing details and transaction records. We do not usually store full card details if payments are handled by secure payment providers.
Communication data: messages, emails, phone notes, and correspondence relating to enquiries, quotes, bookings, complaints, or feedback.
Technical data: IP address, browser type, device information, and usage information if you interact with our digital systems.
Operational data: information needed to plan and complete a move, such as parking restrictions, access requirements, or item descriptions.

We may also collect data from third parties where necessary, such as referral partners, subcontractors, or publicly available sources, but only where permitted by law.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and respond to enquiries;
to manage bookings and deliver moving services;
to communicate with customers about their service;
to process payments and issue invoices;
to maintain records and improve service quality;
to handle complaints, claims, or disputes;
to comply with legal, tax, insurance, and accounting obligations;
to prevent fraud, misuse, or unauthorised access;
to analyse service performance and improve operations.

We do not use personal data for purposes that are incompatible with the reasons it was collected.

4. Lawful Basis for Processing

We rely on the following lawful bases under UK GDPR:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, arranging moves, carrying out transport services, issuing invoices, and communicating about the booked service.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. These interests include service administration, record keeping, customer support, improving operations, and protecting against fraud or misuse.

Legal Obligation

We process data where necessary to comply with legal obligations, such as tax, accounting, insurance, and regulatory requirements.

Consent

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

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to operate our business and deliver services. These parties may include:

Payment processors that securely handle transactions;
IT and cloud service providers that store or manage systems and communications;
Accountants and professional advisers who assist with financial, legal, or compliance matters;
Insurance providers and claim handlers, where relevant;
Subcontractors or moving partners assisting in service delivery;
Authorities or regulators where disclosure is required by law.

Where these third parties process data on our behalf, they are required to protect it using appropriate technical and organisational measures and to act only on our instructions. We do not sell personal data.

6. International Transfers

If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, to protect the information in accordance with 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, insurance, and reporting requirements. Retention periods depend on the type of data and the reason for processing. In general:

quotation and booking records may be kept for a reasonable period to manage service history and disputes;
financial and tax records may be kept for the period required by law;
correspondence and complaint records may be kept for the time needed to resolve and document the matter;
technical data may be retained for a shorter period unless needed for security or legal purposes.

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

8. Data Security

We use appropriate measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of processing practices. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your Rights

Under UK data protection law, you have the following rights in relation to your personal data:

Right of access: to request a copy of the personal data we hold about you;
Right to rectification: to request correction of inaccurate or incomplete data;
Right to erasure: to request deletion of data in certain circumstances;
Right to restriction: to request limited processing in certain situations;
Right to data portability: to receive certain data in a structured, commonly used format;
Right to object: to object to processing based on legitimate interests or direct marketing;
Right to withdraw consent: where processing is based on consent;
Right to complain: to raise concerns with the relevant supervisory authority.

These rights are not absolute and may be subject to legal exceptions. We may need to verify your identity before responding to a request.

10. Marketing Preferences

If we send promotional messages, we will do so only where permitted by law. You may opt out of marketing at any time by following the unsubscribe method provided or by informing us through the appropriate channel. Opting out of marketing will not affect service-related communications.

11. Cookies and Similar Technologies

If our systems use cookies or similar tools, they may be used to support basic site functionality, measure performance, and improve user experience. Where required, we will provide appropriate notice and obtain consent for non-essential cookies. You can manage cookie preferences through your browser or device settings.

12. Children???s Data

Our services are intended for adults and business customers arranging removals or transport services. We do not knowingly collect personal data from children unless it is necessary in connection with a service and there is a lawful basis to do so.

13. 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 data. Any updated version will apply from the date it is made effective. We encourage customers to review this policy periodically to stay informed about our privacy practices.

14. Summary of Key Principles

In summary, Man With Van London only collects personal data that is needed to provide and manage services, relies on valid lawful bases for processing, uses processors that are bound by appropriate safeguards, and keeps data only for as long as necessary. We aim to process all personal data lawfully, securely, and respectfully, with transparency at the centre of our approach.

This Privacy Policy applies to all Man With Van London customers in area.