Privacy Policy - Man And A Van London

This Privacy Policy explains how Man And A Van London collects, uses, stores, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man And A Van London customers in the area, including individuals who request quotations, make bookings, communicate with us, or receive our moving and transport services.

We are committed to handling personal data responsibly, fairly, and transparently. This policy describes what information we collect, why we collect it, the lawful basis for processing, how long we keep it, who may process it on our behalf, and what rights you have over your personal data.

1. Information We Collect

We may collect and process personal data that you provide directly to us, data generated through our services, and limited data obtained from third parties where necessary for delivery of our services.

Information you provide

Identity details such as your name and title.
Contact details such as your phone number and email address.
Address details including pickup and delivery locations, billing addresses, and any access instructions.
Booking information such as preferred dates, service type, inventory details, and special handling requests.
Payment and transaction details where necessary to process payments and keep financial records.
Communication records such as emails, messages, call notes, and complaint correspondence.
Service-related notes relating to fragile items, parking restrictions, access requirements, or other logistical matters.

Information collected automatically

Technical data including device type, browser type, and basic usage details if you interact with our digital services.
Operational records including service logs, scheduling information, and job completion details.

Information from third parties

In some cases, we may receive personal data from estate agents, property managers, business clients, payment providers, or other parties involved in arranging or paying for the service. We only use such data where necessary and lawful.

2. How We Use Your Personal Data

We use personal data for purposes connected to providing moving and transport services, managing our business, and meeting legal obligations. These uses include:

Providing quotations and confirming bookings.
Planning and carrying out removals, deliveries, and related services.
Communicating about scheduling, access, service updates, or changes.
Processing payments, refunds, and invoicing.
Responding to questions, complaints, or claims.
Managing customer records and improving service quality.
Complying with tax, accounting, insurance, and legal obligations.
Preventing fraud, misuse, and unlawful activity.

We do not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a valid lawful basis to do so.

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 the following bases:

Contract

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

Legal obligation

We process certain information where required by law, including accounting, tax, insurance, and record-keeping requirements.

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. This may include managing operations, preventing fraud, handling customer service issues, and maintaining service records.

Consent

In limited circumstances, we may rely on your consent, for example where it is required for optional communications or certain types of processing. Where consent is used, you may withdraw it at any time.

4. How Long We Retain Your Data

We keep personal data only for as long as necessary for the purposes for which it was collected, unless a longer period is required or permitted by law. Retention periods may vary depending on the type of information and the legal or operational requirements involved.

Booking and service records are retained for a period appropriate to manage customer service, disputes, and business records.
Financial and tax records are kept for the period required by law.
Complaint or claim records may be retained until the matter is fully resolved and for any further period necessary for legal protection.
Communication records are kept as long as needed to support service delivery and record customer interactions.

When personal data is no longer required, we will securely delete, destroy, or anonymise it.

5. Data Processors and Sharing

We may share personal data with trusted third parties who help us operate our services. These parties act as data processors or independent controllers depending on the service provided. We only share the information necessary for the relevant purpose and require appropriate safeguards.

Examples of processors or service providers may include:

Payment processing providers.
Accounting and bookkeeping services.
IT, hosting, and data storage providers.
Communication and scheduling tools.
Insurance and claims handling services.
Professional advisers such as legal or financial advisers where necessary.

We may also disclose personal data where required by law, for example to public authorities, regulators, law enforcement, or courts. If a business transaction such as a restructuring or sale occurs, personal data may be transferred subject to appropriate protections.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, staff awareness, and internal procedures for handling information safely.

Although we do our best to protect your data, no system can be guaranteed to be completely secure. We therefore encourage customers to share only the information necessary for the service and to notify us promptly if they believe any personal data has been compromised.

7. Your Rights

You have rights over your personal data under the UK GDPR. These rights may be exercised free of charge, subject to legal conditions and exemptions.

Your rights 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 ??? in certain circumstances, you can request deletion of your personal data.
Right to restriction ??? you can ask us to limit how we use your data in certain situations.
Right to object ??? you can object to processing based on legitimate interests or direct marketing.
Right to data portability ??? where applicable, you can request your data in a structured, commonly used format.
Right to withdraw consent ??? if we rely on consent, you may withdraw it at any time.

You also have the right to raise a concern with the Information Commissioner???s Office (ICO) if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve any issue directly and promptly.

8. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it, such as approved contractual protections or transfer mechanisms recognised under data protection law.

9. Children???s Data

Our services are generally directed to adults. We do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement and is provided by a parent, guardian, or authorised adult.

10. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or processing practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed.

By using our services, making a booking, or communicating with us, you acknowledge that you have read this Privacy Policy and understand how your personal data is handled.