Privacy Policy - Man With Van Roehampton

This Privacy Policy explains how Man With Van Roehampton collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With Van Roehampton customers in the Roehampton area, including anyone who requests a quote, books a service, communicates with us, or otherwise interacts with our business. We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

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

Identity details: name, title, and any other information needed to identify you.
Contact details: address, email address, and telephone number.
Service information: moving date, collection and delivery addresses, property access details, inventory information, and special handling requirements.
Payment information: billing details, transaction records, and payment confirmations. We do not store card details unless required by a secure payment provider.
Communication records: messages, enquiries, complaints, booking notes, and service-related correspondence.
Technical data: basic information collected through our systems, such as device type, IP address, and usage data, where relevant for security and service improvement.

We may also receive personal data from third parties where this is necessary to fulfil a booking, such as from landlords, estate agents, building managers, or payment processors. In such cases, we will only use the information for the specific service or purpose for which it was provided.

2. How We Use Your Data

We process personal data for legitimate and specific business purposes, including:

providing quotes and confirming bookings;
planning, managing, and carrying out moving services;
communicating with customers about service arrangements and updates;
processing payments and managing invoices;
handling customer queries, complaints, and claims;
maintaining operational records and internal administration;
meeting tax, accounting, insurance, and legal obligations;
protecting our business, staff, and customers from fraud or misuse;
improving the quality, efficiency, and safety of our services.

We do not use personal data for purposes that are incompatible with the reason it was collected, unless we have a lawful basis to do so and the new purpose is permitted under data protection law.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for every activity involving personal data. Depending on the situation, we may rely on one or more of the following:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, arranging moving logistics, and delivering the agreed service.

Legal Obligation

We may process personal data where needed to comply with a legal requirement, such as tax, accounting, insurance, or regulatory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This can include service management, record keeping, fraud prevention, and business improvement. Where we rely on legitimate interests, we consider the nature of the data, the context of collection, and the impact on you.

Consent

In limited circumstances, we may ask for your consent, for example where it is required for a specific optional activity. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties where this is necessary to operate our business and provide services. These third parties act as processors or, in some cases, independent controllers. We only share the minimum information necessary and require appropriate safeguards.

Examples of Processors

Payment processors: to handle secure payments and refunds.
Accounting providers: to maintain financial records and invoices.
IT and cloud service providers: to store data securely and support business systems.
Communication tools: to manage email, messages, and customer service records.
Insurance or claims providers: where needed to handle incidents or claims.

All processors are expected to protect personal data, use it only on our instructions, and comply with applicable data protection laws. We may also disclose information to law enforcement, regulators, insurers, or legal advisers where required or permitted by law.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including to meet legal, accounting, or reporting requirements. The retention period depends on the type of data and the reason for processing.

Booking and service records: retained for a reasonable period after the service ends to manage follow-up queries, disputes, and operational matters.
Financial and tax records: retained for the period required by law.
Customer communication records: kept as long as needed to maintain a record of service arrangements or resolve issues.
Unused enquiry data: retained only for a short period unless there is a valid reason to keep it longer.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality requirements, and limiting access to those who need the data for legitimate business purposes.

While we work to protect all information, no system can be guaranteed to be completely secure. If a personal data breach occurs and it presents a risk to your rights and freedoms, we will take the steps required by law, which may include notifying the relevant supervisory authority and affected individuals where appropriate.

7. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may apply depending on the circumstances and the legal basis for processing:

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete data.
Right to erasure: you may request deletion of your data in certain situations.
Right to restrict processing: you may ask us to limit how we use your data in certain cases.
Right to data portability: you may request your data in a structured, commonly used format where applicable.
Right to object: you may object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent: where processing is based on consent, you can withdraw it at any time.

You also have the right to raise concerns with the UK data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

8. Children???s Data

Our services are intended for adults and businesses arranging removals or transport services. We do not knowingly collect personal data from children except where it is incidentally included in service-related information, such as household records, and only where necessary for providing the service.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updates will take effect when published. We recommend reviewing this policy periodically to stay informed about how we process personal data.

10. Summary of Our Commitment

Man With Van Roehampton is committed to respecting privacy and using personal data responsibly. We collect only what is needed, use it fairly and lawfully, keep it secure, retain it for appropriate periods, and provide rights that allow customers to understand and control their information. This policy applies to all customers in the Roehampton area and is designed to support transparent, lawful, and trustworthy service delivery.