Privacy Policy - Man With Van Battersea

This Privacy Policy explains how Man With Van Battersea collects, uses, stores, shares, and protects personal data when providing moving and transport services. It applies to all Man With Van Battersea customers in the area, including individuals, households, landlords, tenants, and business clients who use our services.

We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect data that is necessary for legitimate business purposes and keep it only for as long as required.

1. Information We Collect

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

Identity details such as your name and title.
Contact details such as telephone number and email address.
Service details including collection and delivery addresses, moving dates, access notes, inventory details, and property information relevant to the move.
Payment and billing information where needed to process transactions, issue invoices, or manage refunds.
Communication records such as emails, messages, quotes, complaints, and feedback.
Technical information if you interact with us online, which may include device data, browser information, and basic usage data.
Special instructions that you provide voluntarily, for example notes about fragile items, parking restrictions, or building access.

We do not intentionally collect more data than is necessary. Where sensitive or special category data is not required, please do not share it with us.

2. How We Use Personal Data

We use your personal data to deliver our services effectively and to manage our relationship with you. Typical uses include:

Providing quotes and confirming bookings.
Planning and carrying out removals, man with van services, deliveries, and related logistics.
Communicating with you about your booking, timing, access, or any service changes.
Issuing invoices, processing payments, and handling refunds or charge disputes.
Responding to enquiries, complaints, and customer service requests.
Maintaining business records, accounting records, and service histories.
Improving our services, route planning, and operational efficiency.
Meeting legal, tax, insurance, and regulatory obligations.

We may also use limited information to protect our business against fraud, misuse, or unlawful activity. We do not sell your personal data.

3. Lawful Basis for Processing

We only process personal data where we have a lawful basis under the UK GDPR. Depending on the activity, our lawful bases include:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, making bookings, completing removals, and managing payments.

Legal Obligation

We process certain data to comply with legal obligations, such as tax, accounting, insurance, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these do not override your rights and freedoms. These interests may include service administration, customer support, fraud prevention, internal record-keeping, and business improvement.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain types of optional communication. You may withdraw consent at any time if we are processing data on that basis.

Where we rely on legitimate interests, we assess the potential impact on your privacy and ensure that processing remains proportionate and relevant.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties, known as processors, who help us provide services and operate efficiently. These may include:

Payment processors to handle card or electronic payments.
Accounting and bookkeeping processors to manage financial records.
IT and cloud service providers to store and secure business information.
Communication service providers to help manage emails, booking messages, or customer support systems.
Insurance providers, legal advisers, or auditors where necessary for claims, compliance, or advice.
Subcontractors or partners involved in delivering the booked service, where required for the move or delivery.

All processors are required to handle personal data securely and only in accordance with our instructions. We take reasonable steps to ensure that third parties protect your data and comply with applicable data protection law.

We may also disclose data if required by law, court order, or a lawful request from a public authority. Any disclosure will be limited to what is necessary.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected. Retention periods vary depending on the type of information and the reason for processing.

Booking and service records are generally retained for a period needed to manage the service, resolve disputes, and maintain business records.
Accounting and tax records are retained for the period required by law.
Customer correspondence may be kept for a reasonable period to help with service continuity, complaint handling, and evidence of instructions.
Technical and security-related information is retained only as long as needed for operational and security purposes.

When data is no longer required, we will delete it, anonymise it, or securely archive it where appropriate. We periodically review retained data to ensure it remains necessary.

6. Data Security

We use appropriate technical and organisational measures to help protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited access on a need-to-know basis, and regular review of internal practices.

While we do our best to safeguard your information, no system can be guaranteed to be completely secure. If a data breach occurs, we will respond in line with our legal obligations, including notifying relevant authorities and affected individuals where required.

7. Your Rights

Under data protection law, you may have the following rights regarding your personal data:

Right of access – to request a copy of the data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests.
Right to data portability – to receive certain information in a structured, commonly used format.
Right to withdraw consent – where consent is used as the lawful basis, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been mishandled. Before doing so, we encourage you to raise concerns so we can try to resolve the issue promptly.

Some rights may be limited where we are required to keep data for legal, contractual, or operational reasons.

8. International Transfers

If any processor or service provider stores or processes personal data outside the UK, we will take appropriate measures to ensure that your information remains protected in line with applicable law. This may include using approved contractual safeguards and ensuring that adequate security standards are in place.

9. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children except where it is incidental to providing a moving service requested by an adult customer. If we become aware that we have collected data from a child without a proper basis, we will take appropriate steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal duties, or data handling practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

11. Summary of Our Commitment

Man With Van Battersea is committed to protecting the privacy of customers in the area and to using personal data only for lawful, relevant, and necessary purposes. We aim to be transparent about what we collect, why we collect it, who processes it, how long we keep it, and what rights you have. Our approach is based on accountability, security, and respect for your data rights.