Privacy Policy - Man With A Van Roehampton

This Privacy Policy explains how Man With A Van Roehampton collects, uses, stores, and protects personal data when providing removal, delivery, and moving services. It applies to all Man With A Van Roehampton customers in the Roehampton area, including individuals, households, landlords, tenants, and business customers who use our services. We are committed to handling personal information in a fair, lawful, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With A Van Roehampton is a local service provider offering man and van transport, household moving assistance, furniture delivery, collection services, and related logistics support. For the purposes of data protection law, we act as the data controller for the personal information we collect and use in connection with our services.

This means we determine why and how your personal data is processed. We only process personal data where we have a lawful basis to do so and where it is necessary for a legitimate business purpose, a legal obligation, or the performance of a contract with you.

2. What Personal Data We Collect

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

Identity data: your name, title, and business name if applicable.
Contact data: phone number, email address, and service address details.
Booking information: service date, time, item descriptions, access instructions, and moving requirements.
Payment data: billing details, payment status, and transaction records.
Service notes: any information you provide about fragile items, parking restrictions, stairs, lift access, or special handling needs.
Communication data: messages, calls, complaints, and feedback relating to our services.
Website and technical data: if you contact us online, we may collect limited technical information such as your device type or browsing activity for security and performance purposes.

We do not seek to collect sensitive personal data unless it is strictly necessary and you have chosen to provide it. If you voluntarily share special category data, we will only use it where the law allows and where it is needed to support your request.

3. How We Use Your Data

We use personal data for the following purposes:

To manage enquiries and provide quotes.
To confirm and carry out bookings.
To plan routes, vehicle use, and staffing requirements.
To communicate with you about your service.
To issue invoices, process payments, and keep financial records.
To handle complaints, disputes, and insurance matters.
To maintain service quality, training, and record-keeping.
To comply with legal, tax, accounting, and regulatory obligations.
To protect our business, staff, property, and customers from fraud, misuse, or unsafe activity.

We only use personal data for the purposes for which it was collected, unless we reasonably believe we need to use it for another compatible purpose and the law permits this.

4. Lawful Basis for Processing

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

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, providing moving services, issuing invoices, and managing service arrangements.

Legal Obligation

We may process data to comply with laws that apply to our business, including tax, accounting, and record-keeping requirements, as well as any lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include improving our services, handling customer queries, preventing fraud, and protecting staff and property.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to receive certain types of marketing communication. You may withdraw consent at any time where processing is based on consent.

5. Data Sharing and Processors

We may share personal data with trusted third parties that help us operate our services. These parties act as processors when they process data on our behalf and only according to our instructions. Examples may include:

Payment providers: to process card or electronic payments securely.
Accounting and bookkeeping providers: to manage invoices, records, and tax compliance.
IT and cloud service providers: to store data, manage communications, and maintain our systems.
Insurance providers: to handle claims, liability issues, or incident reporting.
Professional advisers: such as legal or financial advisers when needed.
Delivery or subcontracted service partners: where necessary to complete a service you have requested.

We require all processors to keep personal data secure, confidential, and used only for authorised purposes. We do not sell your personal data.

We may also disclose information where required by law, to prevent fraud or crime, to protect vital interests, or to enforce our rights in legal proceedings.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected and to meet our legal obligations. Retention periods depend on the type of information and the reason for holding it.

Booking and service records: kept for a reasonable period after service completion for administration, dispute handling, and service history.
Invoice and payment records: kept in line with tax and accounting requirements.
Complaint or claim records: kept for as long as needed to resolve the issue and defend legal claims if necessary.
Marketing preferences: kept until you opt out or withdraw consent.

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

7. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access restrictions, secure storage, password protection, and staff awareness controls.

Strong security practices are a key part of how we handle information. While no system is completely risk-free, we work to reduce risks and respond promptly to any suspected breach.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. Subject to legal limits, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete information.
Erase your data in certain circumstances.
Restrict how we use your data in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability for information you have provided to us where applicable.
Withdraw consent where processing relies on your consent.

In some cases, we may not be able to fully comply with a request if we need to keep information for legal, contractual, or security reasons. If that happens, we will explain the reason clearly.

9. Marketing Communications

We will only send marketing messages where permitted by law. You can choose not to receive promotional communication, and you may opt out at any time. We will always respect your preferences and will not use your data for marketing if you have told us not to.

10. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children unless it is provided by an adult customer as part of a service arrangement. If we become aware that we have collected children’s data without a valid reason, we will take appropriate steps to delete it.

11. International Transfers

Where any of our processors or systems are located outside the UK, we will ensure that appropriate safeguards are in place to protect your data. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal protections.

12. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The latest version will always apply to how we process personal data. We encourage customers to review this policy periodically to stay informed.

13. Contacting Us About Privacy

If you have questions about this Privacy Policy, or if you wish to exercise your data protection rights, you may raise your request through our normal service channels. We will respond as required by law and aim to deal with requests promptly and fairly.

This Privacy Policy is intended to provide clear and transparent information about our processing practices. By using Man With A Van Roehampton services, you acknowledge that your personal data may be processed as described in this policy and in accordance with applicable data protection law.