Privacy Policy - Man And A Van Wimbledon

This Privacy Policy explains how Man And A Van Wimbledon collects, uses, stores, shares, and protects personal data when providing removal, delivery, and man and van services. It applies to all Man And A Van Wimbledon customers in the area, including individuals, households, landlords, tenants, businesses, and anyone who enquires about or uses our services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who This Policy Applies To

This policy applies to personal data received from customers, prospective customers, third parties, and people who interact with our services in the Wimbledon area. It covers data collected during enquiries, quotations, bookings, service delivery, invoicing, and follow-up communication. It also applies where we process information supplied by someone acting on another person’s behalf, such as a family member, property manager, or business representative.

2. Data We Collect

We only collect personal data that is relevant to the services we provide. The types of information we may collect include:

• Identity details such as name, title, and, where relevant, company or organisation name.
• Contact details such as telephone number, email address, and service address.
• Booking and service details such as moving date, collection and delivery addresses, items to be moved, property access information, and any special instructions.
• Payment and billing details such as invoice information, transaction records, and payment status.
• Communication records including emails, messages, call notes, and complaint or feedback information.
• Technical data where applicable, such as limited website or device information used for security or service improvement.

In some cases, we may also receive information about vulnerable access needs, parking restrictions, or other practical details needed to complete a move safely and efficiently. We aim to collect only what is necessary.

3. How We Use Personal Data

We use personal data for the following purposes:

• to provide quotes and respond to enquiries;
• to manage bookings and carry out removal or transport services;
• to communicate with customers before, during, and after a job;
• to issue invoices, process payments, and keep financial records;
• to handle complaints, service issues, and customer support requests;
• to maintain business records and improve service quality;
• to comply with legal, tax, insurance, and regulatory obligations;
• to prevent fraud, misuse, or unlawful activity;
• to protect the safety of our staff, customers, and property.

We do not use personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. We rely on 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 quotations, scheduling, carrying out the move, and handling invoicing linked to the service.

Legal Obligation

We may process information where required to comply with legal duties, including tax records, accounting requirements, insurance obligations, and requests from lawful authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include business administration, service improvement, record keeping, fraud prevention, and responding to enquiries.

Consent

In limited circumstances, we may rely on consent, for example if we ask to send optional marketing communications or collect additional information that is not necessary for the service. Where consent is used, you may withdraw it at any time.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors when they process data on our behalf and under our instructions. Examples include:

• accounting and bookkeeping providers;
• payment processing services;
• IT, cloud storage, and software providers;
• customer communication tools;
• insurance providers;
• professional advisers such as legal or tax advisers;
• subcontracted service providers assisting with transport or related operational tasks.

Where processors are used, we take steps to ensure they provide appropriate safeguards for personal data and only process it in line with our instructions. We do not sell personal data. We may also disclose data where required by law, court order, or to protect rights, safety, or property.

6. International Transfers

If any processor stores or accesses data outside the United Kingdom, we ensure appropriate legal safeguards are in place, such as adequacy regulations or approved contractual protections. Any transfer is limited to what is necessary and handled with care.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and to meet legal, accounting, insurance, or operational requirements. Retention periods may vary depending on the type of record. For example:

• quotation and booking records are kept for a reasonable period to manage service history and disputes;
• invoice and payment records are retained for tax and accounting purposes;
• communication records may be retained to handle complaints or service follow-up;
• data no longer needed is securely deleted or anonymised.

When deciding how long to keep data, we consider the amount, nature, sensitivity, potential risk, and legal requirements. We do not keep data indefinitely.

8. Data Security

We use 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, staff confidentiality obligations, and limited access on a need-to-know basis. While no system can be guaranteed completely secure, we take reasonable steps to protect information in line with the nature of the data we hold.

9. Your Rights

Under data protection law, you have important rights in relation to your personal data. These rights may apply depending on the circumstances:

• Right of access – to request a copy of the personal data we hold about you.
• Right to rectification – to ask us to correct inaccurate or incomplete data.
• Right to erasure – to request deletion of your data in certain situations.
• Right to restriction – to ask us to limit how we use your data in certain cases.
• Right to data portability – to receive certain data in a structured, commonly used format where applicable.
• Right to object – to object to processing based on legitimate interests or direct marketing.
• Right to withdraw consent – where processing is based on consent, 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 are unhappy with how your data has been handled. We encourage you to raise any concerns with us first so we can try to resolve the matter promptly.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for a booking or service arranged by an adult customer. If we become aware that we have collected data inappropriately, we will take steps to delete it where required.

11. Automated Decision-Making

We do not use automated decision-making or profiling in a way that produces legal or similarly significant effects on customers. Any decisions regarding service provision are made by people using relevant booking and operational information.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or services. The latest version will apply to all customers in the Wimbledon area from the time it is published. We encourage you to review this policy periodically so you remain informed about how we use personal data.

13. Summary of Our Commitment

Man And A Van Wimbledon is committed to treating personal data with respect, transparency, and care. We only collect what we need, use it for clear and lawful purposes, share it only with trusted processors where necessary, and keep it only for as long as needed. We also respect your rights and aim to handle every request fairly and promptly. This policy is intended to help all customers in the area understand how their information is managed when using our services.