Privacy Policy

Man and a Van Wimbledon Privacy Policy

This Privacy Policy explains how Man and a Van Wimbledon collects, uses, stores, and protects personal data relating to its customers and prospective customers. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man and a Van Wimbledon customers and enquiries in the local area, regardless of how you contact us or use our services.

Who We Are

Man and a Van Wimbledon is a local removals and transport service. For the purposes of data protection law, Man and a Van Wimbledon is the data controller of the personal data described in this Privacy Policy. This means we determine how and why your personal data is processed when you use our services.

Personal Data We Collect

We collect and process personal data that is necessary to provide our services, run our business, and comply with the law. The categories of data we may collect include:

Identification and contact details, such as your name, title, billing address, collection and delivery addresses, and contact details including mobile number and other telephone numbers.

Service and booking information, such as details about your move or transport job, property access details, floor level, parking information, items to be moved, special handling instructions, and preferred dates and times.

Communication records, such as information you provide when you contact us by phone, online forms, or other channels, including enquiries, complaints, or feedback.

Payment and transaction data, such as details of the services you have purchased, payment method used, amounts paid, and payment status. We do not store full payment card details; these are processed by external payment providers.

Technical and usage data, where applicable, such as basic information generated when you visit any of our online pages, including date and time of access and basic device information. We do not seek to identify you from this information unless it is necessary for security or fraud prevention.

You may choose to provide additional information that is relevant to your booking, for example information about vulnerable persons at the property, or specific timing constraints. We will only use such information to provide the requested service.

How We Collect Your Data

We collect personal data from you directly when you contact us to request a quote, make a booking, confirm or change a booking, or otherwise communicate with us. This may be by telephone, through online forms, or in writing.

We may also receive personal data indirectly when someone books on your behalf, for example a family member, landlord, or business that organises your move. In these cases, we rely on them to have your permission to share your details with us.

Limited technical and usage data may be collected automatically when you access our online content, through basic logging technology and similar tools, to help us maintain and secure our systems.

Lawful Bases for Processing

We only process your personal data where we have a lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:

Contract: We process your personal data because it is necessary to take steps at your request before entering into a contract, and to perform a contract with you. This includes providing quotes, confirming bookings, carrying out removals and transport services, and handling payments and billing.

Legitimate interests: We process certain data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing our business operations, improving our services, keeping records of past jobs for reference, and protecting our legal rights.

Legal obligation: We may process your personal data where it is necessary to comply with legal or regulatory requirements, for example for tax, accounting, or insurance obligations, or to respond to requests from public authorities where we are legally required to do so.

Consent: In some limited situations, we may rely on your consent, for example if we wish to send you certain types of marketing communications that are not based on our legitimate interests. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide our services, including responding to enquiries, preparing and issuing quotes, booking and managing jobs, planning routes and vehicle allocation, and carrying out removals and transport services.

To communicate with you regarding your booking, such as confirming dates and times, advising of any changes, and requesting or providing additional information required to complete the job safely and efficiently.

To process payments, manage invoices and receipts, and maintain our financial and accounting records.

To manage our relationship with you, including handling complaints, resolving disputes, and dealing with any follow up work.

To improve and develop our services, such as reviewing past work and analysing aggregated information to understand demand patterns.

To protect our business, our staff, and our customers, including fraud prevention, security, and the establishment, exercise or defence of legal claims.

Data Sharing and Processors

We do not sell your personal data. We only share personal data when it is necessary and lawful to do so. Categories of recipients may include:

Service providers acting as data processors who provide services on our behalf, such as payment processing providers, IT support, hosting, and systems maintenance. These providers are only permitted to use your personal data in accordance with our instructions and applicable law.

Professional advisers such as accountants, insurers, or legal advisers where this is necessary to obtain professional advice or manage insurance claims.

Public authorities, regulators, or law enforcement where we are required to share data to comply with legal obligations or to protect the rights, property, or safety of our customers, staff, or others.

In limited circumstances, we may share address or contact information with trusted subcontractors or partner drivers where this is needed to fulfil your booking. They are required to handle your data securely and only for the purpose of providing the service.

International Transfers

Our services are primarily based in the local area and the United Kingdom. If any of our service providers transfer personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures, to protect your information in line with data protection law.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements.

In general, we retain booking and transaction records, including basic contact information and details of services provided, for a period that aligns with applicable limitation periods and tax regulations. This is typically up to six years after the end of the financial year in which the service was provided.

Enquiry information that does not result in a booking may be kept for a shorter period, after which it will be securely deleted or anonymised, unless there is a legitimate reason or legal requirement to retain it for longer.

We will securely delete or anonymise data when it is no longer needed. Anonymised data that no longer identifies an individual may be retained for analysis or business planning.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, disclosure, or damage. These measures include limiting access to personal data to those who need to know it for genuine business purposes, using secure storage systems, and maintaining safeguards to protect against misuse.

While we take reasonable steps to safeguard your personal data, no system can be completely secure. You should take care when sharing personal information and notify us promptly if you suspect any misuse of your data in connection with our services.

Your Data Protection Rights

You have a number of rights in relation to your personal data under data protection law. These rights apply to all Man and a Van Wimbledon customers in our service area, subject to certain legal conditions and exemptions. Your rights may include:

The right of access, which allows you to request a copy of the personal data we hold about you, together with information about how we use it.

The right to rectification, which allows you to request that we correct or complete inaccurate or incomplete personal data.

The right to erasure, sometimes called the right to be forgotten, which allows you to request that we delete your personal data where there is no good reason for us to continue processing it.

The right to restrict processing, which allows you to ask us to suspend the processing of your personal data in certain circumstances.

The right to data portability, which allows you to request that we provide your personal data to you or to a third party in a structured, commonly used, and machine-readable format, where the processing is based on consent or contract and carried out by automated means.

The right to object, which allows you to object to processing based on our legitimate interests or for direct marketing purposes, if applicable.

Where we rely on consent, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing that took place before it was withdrawn.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle your personal data, you can contact us using the details you normally use to communicate with us about our services.

You also have the right to lodge a complaint with the data protection authority in the United Kingdom if you are unhappy with how we use your personal data. We would, however, appreciate the opportunity to address your concerns directly before you approach the authority, and we encourage you to contact us in the first instance.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any updated version will apply to all Man and a Van Wimbledon customers in our service area from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.