Privacy Policy - Man With Van South Wimbledon

This Privacy Policy explains how Man With Van South Wimbledon collects, uses, stores, shares, and protects personal data when providing removals, transport, and related services. It applies to all Man With Van South Wimbledon 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 GDPR and the Data Protection Act 2018.

1. Personal Data We Collect

We collect only the information that is necessary for us to provide and manage our services effectively. The types of personal data we may collect include:

Identity details such as your name and, where relevant, company name.
Contact details including your address, email address, and telephone number.
Service information such as collection and delivery addresses, moving dates, access details, inventory descriptions, and instructions for the removal job.
Billing and payment information needed to process invoices, payments, refunds, and accounting records.
Communication records such as emails, messages, quotes, complaints, feedback, and service-related notes.
Technical data where you interact with our digital systems, such as basic device or usage information, if applicable.

We do not intentionally collect special category data unless it is strictly necessary and you provide it voluntarily, for example if it is relevant to delivery access needs or special service requirements. If this occurs, we will handle it with additional care and only where a valid legal basis applies.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, arrange bookings, and deliver moving services.
To communicate with you about your booking, service changes, or operational details.
To process payments, issue receipts, and maintain financial records.
To manage customer enquiries, complaints, and service follow-up.
To meet legal, tax, insurance, and regulatory obligations.
To protect our business, staff, and customers against fraud, misuse, or legal claims.

We will only use your personal data in ways that are compatible with the purpose for which it was collected, unless we determine that another lawful basis applies.

3. Lawful Basis for Processing

We process personal data only when we have a lawful basis under data protection law. Depending on the situation, the lawful basis may include:

Contract - processing is necessary to take steps at your request before entering into a contract or to perform our contract with you, such as arranging a move or completing payment.
Legal obligation - processing is necessary to comply with legal requirements, including accounting, tax, and record-keeping obligations.
Legitimate interests - processing is necessary for our legitimate business interests, such as improving services, maintaining security, handling disputes, and managing operations, provided these interests do not override your rights and freedoms.
Consent - in limited circumstances, we may rely on your consent, for example where you voluntarily provide information for an optional purpose. You may withdraw consent at any time where consent is the legal basis used.

Where we process special category data, we will do so only where a condition under Article 9 of the UK GDPR applies, together with an appropriate lawful basis.

4. Sharing Your Information

We may share your personal data with carefully selected third parties, but only where necessary for service delivery or legal compliance. These may include:

Processors acting on our behalf, such as payment providers, accountants, IT support providers, booking and administration systems, and storage or cloud service providers.
Professional advisers such as insurers, legal advisers, or auditors where needed to protect our rights or comply with obligations.
Authorities or regulators where disclosure is required by law or necessary to respond to lawful requests.

We require processors to handle data securely, use it only according to our instructions, and comply with data protection law. We do not sell personal data.

5. Processors and Safeguards

When we use processors, we ensure appropriate contractual safeguards are in place. These agreements require processors to:

process personal data only for specified purposes;
keep data confidential and secure;
assist us in meeting data protection obligations where appropriate;
delete or return personal data when processing is complete, subject to legal retention requirements.

We also take reasonable technical and organisational measures to protect data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and routine review of our data handling practices.

6. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect the information in accordance with applicable law. This may include the use of adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms.

7. Retention of Personal Data

We retain personal data only for as long as necessary for the purposes for which it was collected, including to fulfil contractual obligations, comply with legal requirements, resolve disputes, and enforce agreements. Retention periods may vary depending on the type of information and the purpose of processing.

In general:

Booking and service records are kept for a reasonable period after the service is completed.
Financial and accounting records are kept for the period required by tax and accounting law.
Correspondence and complaint records are kept long enough to manage claims, disputes, and service quality matters.
Where data is no longer required, we will securely delete, anonymise, or destroy it.

Retention is reviewed periodically to ensure that information is not kept longer than necessary.

8. Your Rights

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

Right of access - to request confirmation of whether we process your data and obtain a copy of it.
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 cases.
Right to object - to object to processing based on legitimate interests or for direct marketing where applicable.
Right to data portability - to receive certain information in a structured, commonly used, machine-readable format where technically feasible.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

Some rights may be limited where we are required to retain or use data for legal, contractual, or public interest reasons. We will explain any such limitation when responding to your request.

9. How We Respond to Requests

If you exercise any of your rights, we will respond within the time limits required by law, usually within one month, unless the request is complex or numerous. We may need to verify your identity before acting on a request to protect your privacy and security.

We aim to respond in a clear, fair, and timely manner. If you are unhappy with how we have handled your personal data, you also have the right to lodge a complaint with the UK Information Commissioner’s Office.

10. Data Security

We take data security seriously and use appropriate measures to reduce the risk of unauthorised access, accidental loss, or misuse. These measures are designed to protect information throughout its lifecycle, from collection to deletion. However, no system can be guaranteed as completely secure, and users should also take reasonable steps to protect their own information when communicating with us.

11. Children’s Data

Our services are directed to adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a service request made by an adult customer and only where lawful and appropriate. If we become aware that we have collected data from a child without a valid reason, we will take steps to remove it promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we handle personal data. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

By using Man With Van South Wimbledon services, you acknowledge that you have read and understood this Privacy Policy.