Privacy Policy - Man With A Van Roehampton

This Privacy Policy explains how Man With A Van Roehampton collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With A Van Roehampton customers in the area, including individuals and businesses who enquire about, book, or use our moving, transport, loading, and related services. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We collect only the data necessary to provide and manage our services effectively. Depending on how you interact with us, we may collect the following categories of information:

Identity details such as your name and title.
Contact details such as your telephone number and email address.
Address and service location details including pickup and delivery addresses, access instructions, and property-related notes.
Booking information such as service dates, item lists, property size, vehicle requirements, and special handling instructions.
Payment and billing information including transaction records and invoicing details.
Communication records such as enquiries, messages, complaint details, and feedback.
Technical information where relevant, such as basic website usage data collected through cookies or similar tools.

We do not intentionally collect special category data unless it is strictly required and you choose to provide it. Special category data includes information about health, racial or ethnic origin, religious beliefs, political opinions, or similar sensitive personal information. If such information is shared with us incidentally, we will only use it where a lawful basis exists and appropriate safeguards are in place.

2. How We Use Personal Data

We use personal data for purposes that are directly connected to operating our services and meeting our legal duties. These purposes may include:

responding to enquiries and providing quotations;
arranging and managing bookings;
planning and delivering removals, van hire support, lifting assistance, and related services;
communicating about service changes, timing, or access issues;
processing payments and maintaining financial records;
handling complaints, disputes, or claims;
improving our service quality, safety, and customer experience;
meeting legal, tax, insurance, and regulatory obligations.

We will only use your data in ways that are compatible with the original reason it was collected. If we ever need to use your information for a new purpose, we will ensure a lawful basis exists before doing so.

3. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis for every use of personal data. Depending on the circumstances, Man With A Van Roehampton relies on one or more of the following bases:

Contract

We process personal data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes managing bookings, arranging services, and communicating service details.

Legal Obligation

We may process personal data where required to comply with legal obligations, including bookkeeping, tax compliance, insurance documentation, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This may include service improvement, fraud prevention, maintaining accurate records, and limited internal administration. Where we rely on legitimate interests, we assess the impact on your privacy and apply safeguards.

Consent

In certain situations, we may ask for your consent, for example for specific optional communications or certain cookie uses where required. When we rely on consent, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to provide our services, manage our business, or comply with the law. Such third parties act either as processors on our behalf or as independent controllers in their own right.

Processors are service providers that handle data according to our instructions. They may include:

payment processing providers;
accounting and bookkeeping services;
IT, hosting, and software support providers;
communication and email service providers;
customer record management systems;
professional advisers who support our business operations.

Where processors are used, we require them to protect data appropriately, keep it confidential, and use it only for the agreed purpose.

We may also disclose personal data to:

law enforcement, courts, or regulatory authorities where required by law;
insurers or legal representatives in relation to a claim or dispute;
other parties with your consent or at your request.

We do not sell personal data. Any sharing is limited to what is necessary and proportionate.

5. International Transfers

Where any service provider processes data outside the United Kingdom, we will take appropriate steps to ensure that your personal data remains protected. This may include use of approved contractual safeguards or ensuring that the destination country has an adequate level of protection.

6. Data Retention

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. Retention periods depend on the type of information and the reason for processing.

In general:

Booking and service records are kept for a period necessary to manage the service, handle disputes, and maintain business records.
Financial and tax records are retained for the period required by law.
Communication records are stored for as long as needed to resolve queries, support customer service, or evidence transactions.
Website or technical data is retained according to operational necessity and cookie settings.

When personal data is no longer needed, it is securely deleted, anonymised, or archived in line with our retention practices.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unlawful access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted data access on a need-to-know basis. While no system can be guaranteed completely secure, we take privacy and security seriously and review our safeguards regularly.

8. Your Rights

As a data subject, you have important rights under UK data protection law. Subject to applicable legal conditions and exemptions, 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 processing in certain situations;
object to processing based on legitimate interests or direct marketing;
data portability for information you provided to us in a structured, commonly used format where applicable;
withdraw consent where processing is based on consent;
lodge a complaint with the relevant data protection authority if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. We will respond within the time limits set by law and provide a clear explanation where a request cannot be fully met.

9. Cookies and Similar Technologies

If we use cookies or similar tools, they may help with basic website functionality, performance measurement, and improving user experience. Where consent is required, we will seek it before placing non-essential cookies. You can control cookies through your browser settings and, where provided, through cookie preferences.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our internal practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Contact and Complaints

If you have questions about this Privacy Policy, wish to exercise your rights, or are concerned about how your personal data has been handled, you may raise the issue through the appropriate customer service channel used for your booking or enquiry. You also have the right to complain to the relevant supervisory authority if you are unhappy with our response.

This Privacy Policy is intended to provide a clear, lawful, and transparent explanation of how personal data is managed by Man With A Van Roehampton for customers in the local area.