Privacy Policy - Man And A Van London

Man And A Van London is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our moving, delivery, and related services. It applies to all Man And A Van London customers in our service area, including individuals and businesses who request quotations, make bookings, receive services, or otherwise interact with us.

We aim to process personal data in a lawful, fair, and transparent way, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this policy carefully to understand what we do with your information and what rights you have.

1. Who We Are

For the purposes of data protection law, Man And A Van London is the data controller in relation to the personal data we collect and use for our services. This means we decide how and why personal data is processed. We take responsibility for ensuring that your data is handled securely and only for legitimate business purposes.

2. Personal Data We Collect

We collect only the information that is necessary to provide and manage our services, handle enquiries, and meet legal obligations. The types of data we may collect include:

Identity details such as your name and, where relevant, business name.
Contact details such as address, email address, telephone number, and delivery or collection location.
Service information such as booking dates, moving requirements, property access details, inventory information, and special handling instructions.
Payment-related information such as billing details and transaction records.
Communication records including emails, messages, call notes, complaints, and service feedback.
Technical data such as IP address, browser type, and basic usage information if you interact with our digital services.
Optional additional information that you provide to help us complete a move or delivery safely and efficiently.

We do not intentionally collect special category data unless it is provided by you and is necessary for a specific service requirement. If such information is ever needed, we will only process it where we have an appropriate lawful basis and additional safeguards.

3. How We Use Your Data

We use personal data only for clearly defined purposes, including:

Providing quotations, arranging bookings, and delivering moving or transport services.
Managing customer accounts, service records, and operational planning.
Communicating with you about your booking, schedule changes, service updates, or queries.
Processing payments, handling invoices, and maintaining financial records.
Ensuring the safety of our team, customers, property, and goods being moved.
Handling complaints, disputes, insurance issues, and claims.
Meeting legal, tax, accounting, and regulatory obligations.
Improving our services, internal processes, and customer experience.

We will only use your data for the purposes for which it was collected, unless we reasonably believe that we need to use it for a compatible purpose or another lawful reason under data protection law.

4. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under UK GDPR. Depending on the context, we rely on the following bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you, such as providing a quote, confirming a booking, completing a move, or managing payment.

Legal Obligation

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

Legitimate Interests

We may use personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service management, fraud prevention, improving operations, maintaining security, and responding to enquiries.

Consent

Where required by law, we will ask for your consent before processing personal data for a specific purpose. If you give consent, you can withdraw it at any time, although this will not affect processing already carried out lawfully before withdrawal.

Vital Interests

In rare cases, we may process personal data to protect someone???s life or physical safety.

5. Sharing Your Information

We may share personal data with trusted third parties when necessary to run our business and provide services. These may include:

Payment providers who help process transactions securely.
IT and system providers who support our email, data storage, scheduling, and communications systems.
Professional advisers such as accountants, auditors, insurers, and legal advisers.
Subcontractors or service partners who assist with deliveries, removals, or related work on our behalf.
Regulatory, legal, or law enforcement bodies where disclosure is required by law or necessary to protect our rights.

We require our processors and service providers to protect your data and to use it only for the purposes we specify. We do not sell your personal data.

6. Processors

Where third parties process personal data on our behalf, they act as processors. They must follow our instructions, maintain appropriate security measures, and comply with data protection obligations. Typical processing activities may include secure hosting, payment processing, customer communications, document storage, and accounting support.

We carry out due diligence before engaging processors and take reasonable steps to ensure they are reliable and capable of safeguarding your data. If a processor is based outside the UK, we will only transfer data where appropriate safeguards are in place in accordance with data protection law.

7. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. The retention period depends on the type of data and the reasons for processing.

Booking and service records are typically retained for as long as needed to manage the customer relationship and resolve any follow-up matters.
Financial and invoice records are kept for the period required under tax and accounting law.
Complaint, claim, and dispute records may be kept longer where necessary to defend legal claims or support insurance matters.
Marketing-related data, where applicable, is retained until you withdraw consent or object, subject to legal retention limits.

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to records on a need-to-know basis.

While we take data security seriously, no system can be guaranteed completely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will take the steps required by law, which may include notifying the relevant authority and affected individuals.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These 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 information.
Right to erasure ??? in certain circumstances, you can ask us to delete your data.
Right to restrict processing ??? 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 ??? you can request your data in a structured, commonly used format where applicable.
Right to withdraw consent ??? where processing is based on consent, you may withdraw it at any time.

To exercise your rights, you may make a request using the appropriate channels provided by us. We may need to verify your identity before responding. We will respond within the time limits set by law unless an extension is permitted.

10. Children???s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is provided incidentally by a customer as part of a service arrangement and there is a lawful reason to process it. Where children???s data is involved, we will handle it with particular care.

11. International Transfers

In some cases, personal data may be processed by providers who operate outside the UK. Where this happens, we ensure that suitable safeguards are in place to protect your data, such as adequacy regulations, standard contractual clauses, or equivalent legally recognised protections.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data practices. Any updated version will apply from the date it is published, and we encourage you to review it periodically.

13. Summary of Our Commitment

Man And A Van London takes privacy seriously and processes personal data only when necessary, proportionate, and lawful. We use information to provide reliable moving and transport services, maintain business records, support safety and compliance, and respond to customer needs. We retain data for no longer than required, work with trusted processors, and respect your rights under UK data protection law.

This Privacy Policy applies to all Man And A Van London customers in area and is intended to provide clear, transparent information about how personal data is handled.