Privacy Policy - Man With Van Morden

This Privacy Policy explains how Man With Van Morden collects, uses, stores, shares, and protects personal data when providing moving, delivery, loading, unloading, and related services. It applies to all Man With Van Morden customers in the 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 a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect data that is relevant and necessary for the services we provide, and we take appropriate steps to keep it secure.

1. Personal Data We Collect

We may collect different types of personal data depending on how you use our services. This may include:

Identity data such as your name and, where needed, the name of a business or organisation.
Contact data such as address, email address, and telephone number.
Booking and service data such as move dates, pickup and delivery locations, access details, property type, item lists, and service preferences.
Payment data such as billing details and transaction information. We do not keep card details unless a secure payment method requires limited processing by a third-party provider.
Communication data such as messages, emails, call notes, and records of complaints or service queries.
Usage and technical data where applicable, such as device information, browser type, and limited website interaction data if you interact with digital forms or booking tools.
Special instructions you provide to help us complete the service safely and efficiently, such as access notes or handling preferences.

We may also receive personal data from third parties, for example when a customer makes a booking on behalf of someone else, when a business client provides contact information for a delivery recipient, or when a payment processor confirms a transaction.

2. How We Use Personal Data

We use your personal data to operate our business and deliver our services. Typical uses include:

providing quotations and booking confirmations;
planning and carrying out removals, transport, delivery, and related services;
contacting you about appointments, access issues, or service changes;
managing payments, invoices, and refunds where applicable;
responding to questions, complaints, and service requests;
maintaining business records and service history;
improving our operations, customer service, and service quality;
protecting against fraud, misuse, or unlawful activity;
meeting legal, tax, insurance, or regulatory obligations.

We only use personal data for purposes that are compatible with the reason it was collected unless we have a lawful basis for a new purpose.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. We rely on the following grounds:

Contract – when processing is necessary to provide a quote, accept a booking, perform the service, issue invoices, or manage related customer communication.
Legal obligation – when we must retain or disclose information to comply with tax law, accounting rules, health and safety obligations, or other legal requirements.
Legitimate interests – when processing is necessary for our legitimate business interests, such as improving services, keeping records, preventing fraud, and managing customer relationships, provided these interests do not override your rights and freedoms.
Consent – where we ask for your permission for specific activities, such as optional marketing communications or certain types of non-essential data use. You may withdraw consent at any time.

Where special category data is provided voluntarily, we will only process it if a lawful condition under data protection law applies and it is necessary for the relevant service or legal requirement.

4. Data Sharing and Processors

We do not sell your personal data. However, we may share personal data with trusted third parties where necessary to deliver our services or operate our business. These third parties act as processors or separate controllers depending on the service they provide.

Examples of processors may include:

Payment processors used to handle card or electronic payments securely.
Accounting and invoicing providers used to manage records and financial administration.
IT and cloud storage providers used to store emails, documents, or customer records.
Communication service providers used for sending appointment updates or responding to enquiries.
Professional advisers such as accountants, insurers, or legal advisers where necessary.

We require processors to handle personal data only on our instructions, to keep it secure, and to use it only for the agreed purpose. We may also disclose personal data to authorities, regulators, law enforcement, or other parties where required by law or to protect our legal rights.

5. International Transfers

If any of our service providers store or process data outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other approved transfer mechanisms designed to protect your personal data.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, insurance, and dispute-resolution purposes.

Quotation and enquiry data may be kept for a limited period if no booking follows, to help with follow-up and record-keeping.
Booking and service records are retained for the duration needed to deliver the service and manage any post-service issues.
Invoice, payment, and tax records are retained for the period required by law.
Complaints and claims information may be retained longer where needed to defend legal claims or resolve disputes.

When personal data is no longer needed, we will delete it or securely anonymise it. Retention periods may vary depending on the type of information and our legal obligations.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, limited user permissions, and careful management of third-party providers. Although no system is completely risk-free, we take data protection seriously and review our safeguards regularly.

8. Your Rights

Under data protection law, you have certain rights in relation to your personal data. These may include:

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 ask us to delete data where there is no lawful reason for us to keep it.
Right to restriction – to ask us to limit how we use your data in certain circumstances.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request transfer of certain data in a structured, commonly used format.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

These rights are not absolute. In some cases, legal or contractual obligations may mean we cannot comply fully with a request. If that happens, we will explain our reasons.

You also have the right to raise a concern with the Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any issue promptly.

9. Cookies and Similar Technologies

If you interact with any online booking or enquiry tools, we may use cookies or similar technologies to improve functionality, remember preferences, and understand how the service is used. Where consent is required, we will request it before placing non-essential cookies. You can manage cookie preferences through your browser settings.

10. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children without appropriate consent from a parent, guardian, or responsible adult where required. If we become aware that we have collected such data inappropriately, we will take steps to delete it.

11. Changes to This Privacy 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 apply from the date it is published or otherwise communicated. We encourage customers to review it periodically so they remain informed about how their information is used.

12. Summary of Key Commitments

Man With Van Morden only collects personal data needed to provide reliable moving and delivery services. We use data lawfully, retain it only as long as necessary, share it only with trusted processors or where required by law, and respect your rights under data protection legislation. This policy applies to all Man With Van Morden customers in the area and is designed to ensure your information is handled responsibly and transparently.